Refund and Cancellation Policy

1. Overview and Commercial Transparency

At Botly Technologies Private Limited (“Botly”), we maintain transparent and equitable billing practices. Because our primary business offerings encompass professional IT services, bespoke custom software engineering, and institutional software subscriptions, cancellation procedures and refund eligibility are structured around measurable project milestones and service delivery terms.

This policy clearly sets out the terms under which cancellations and refunds are reviewed and processed for custom development contracts, SaaS subscriptions, and payment discrepancies.

2. Cancellation of Proposals & Preliminary Quotations

Any proposal, quotation request, or scoping estimate submitted via our website may be cancelled by either party at any time prior to the formal execution of a Statement of Work (SOW) or commercial contract. No financial liability or cancellation charge applies prior to formal contract signing.

3. Custom Software Development & IT Consulting Projects

Custom development projects require substantial resource allocation, architectural planning, and engineering labor. Cancellation of an active engagement is governed by the following provisions:

• Cancellation Procedure: A client wishing to cancel an ongoing custom development project must issue formal written notice via email to their designated account lead and to [email protected].
• Accounting for Completed Work: Upon receipt of cancellation notice, all engineering work is halted. The client will be billed exclusively for verifiable milestones completed and documented engineering hours delivered up to the effective cancellation date.
• Handover of Deliverables: All code, architectural diagrams, wireframes, and test environments completed up to the date of settlement will be transferred to the client upon receipt of dues.
• Non-Refundable Expenses: Initial non-refundable mobilization retainers (where specified in the SOW), dedicated third-party software licenses procured on the client's behalf, domain registrations, or dedicated cloud provisioning costs are non-refundable.
• Prepaid Balances: If an advance payment exceeded the value of work performed and approved expenses incurred up to the date of cancellation, the unearned balance will be refunded to the client.

4. SaaS Subscriptions & Recurring Software Licenses

For hosted software offerings (including School ERP, POS Software, and AI SaaS modules):

• Monthly Subscriptions: Clients may cancel a monthly subscription at any time with at least fifteen (15) calendar days' advance written notice prior to the start of the next billing cycle. The subscription will remain active until the end of the current paid billing period, with no subsequent charges. Partial-month refunds are not issued.
• Annual Subscriptions: Clients subscribing on an annual billing schedule receive preferential institutional rates. In the event of early termination requested by the client during an annual term, refund eligibility (if any) shall be governed strictly by the written agreement executed between the parties.
• Data Export upon Cancellation: Upon cancellation of a SaaS subscription, the client is granted a 30-day window to export institutional and transactional data before account deprovisioning and secure data purge.

5. Duplicate, Erroneous & Failed Payment Discrepancies

6. Refund Review & Processing Timelines

Once an eligible refund is verified and approved by our finance desk:

Refunds are strictly remitted back to the original source bank account or payment instrument used during payment initiation, in accordance with anti-money laundering (AML) and RBI regulations.