Refund & Cancellation Policy

The CoreSphere Technologies is a sole proprietorship business based in Mumbai, Maharashtra, India. Our services are primarily digital and may include custom software development, website development, SaaS, WaaS, automation, artificial intelligence-enabled solutions, subscriptions, implementation, maintenance, support and related professional services.

This Policy should be read together with our Terms & Conditions, Privacy Policy, the applicable quotation, proposal, invoice, subscription plan and any product-specific policy.

1. General Principles

• Refund eligibility depends on the service type, payment purpose, project stage, work completed, resources reserved, third-party costs and the applicable proposal or product terms.
• Submitting a cancellation or refund request does not automatically create a right to a refund.
• Each request is reviewed using payment records, project records, service status, communications and the accepted commercial terms.
• Refunds are not issued in cash. Approved refunds are ordinarily returned to the original payment method or adjusted against an outstanding invoice where mutually agreed.
• Bank, payment-gateway, foreign-exchange and third-party processing timelines may apply after a refund is initiated.

2. Custom Software, Website and Professional Services

2.1 Cancellation Before Work Starts

A customer may request cancellation before work has started. Where no development, design, consultation, planning, research, resource reservation, procurement or implementation work has begun, we may approve a refund after deducting:

• Actual bank or payment-gateway charges that are not returned to us.
• Administrative, consultation or documentation work already completed.
• Any non-refundable third-party cost already incurred.

2.2 Cancellation After Work Starts

Once work has started, advance payments and completed milestone payments are generally non-refundable to the extent of:

• Work already completed or delivered.
• Professional time spent on planning, meetings, research, development, design, testing, deployment or support.
• Resources, personnel or production capacity reserved for the project.
• Third-party purchases, subscriptions or infrastructure costs.

Where the amount paid exceeds the value of work and committed costs at the date of cancellation, we may calculate and refund the eligible balance after verification.

2.3 Milestone-Based Projects

Payments relating to completed or approved milestones are non-refundable. If a project is cancelled during an incomplete milestone, we may determine the amount payable or refundable based on the percentage and value of work completed, resources committed and costs incurred.

2.4 Delays Caused by the Customer

Refunds are not ordinarily provided for delays caused by missing content, credentials, approvals, feedback, access, decisions, payments or other required inputs from the customer.

3. SaaS and WaaS Subscriptions

SaaS and WaaS subscriptions may be monthly, annual, usage-based, implementation-linked or otherwise specified in the applicable product plan.

• Customers may request cancellation of future renewals through the method provided by the relevant product or by contacting us.
• Cancellation stops future renewals after it becomes effective; it does not automatically refund amounts already charged.
• Subscription fees already paid are generally non-refundable once the subscription period, workspace, licence, account or service access has started, except where required by law or expressly stated in a product-specific policy.
• Failure to use an active subscription does not by itself qualify for a refund.
• Promotional, discounted, trial-conversion, implementation and onboarding charges may have separate conditions.
• Product-specific refund and cancellation terms will prevail for the relevant product where they differ from this general Policy.

4. Digital Products, Licences and Access Credentials

Digital products, licences, source files, templates, credentials, activation keys, downloadable materials and other electronically delivered items are generally non-refundable after access, download, activation, delivery or disclosure, unless the item is materially defective and we are unable to provide a reasonable correction or replacement.

5. Third-Party and Non-Refundable Costs

The following costs are normally non-refundable after purchase, booking, registration or activation:

• Domain registration, renewal or transfer fees.
• Web hosting, cloud infrastructure, SSL certificates and storage.
• Third-party software licences, plugins, themes, APIs and subscriptions.
• SMS, WhatsApp, email, AI, communication or messaging credits.
• Advertising, app-store, marketplace or platform charges.
• Government, registration, compliance or professional-service fees.
• Bank, payment-gateway, card-network or foreign-exchange charges not refunded to us.

6. Failed, Pending or Unsuccessful Transactions

A payment attempt may be shown as failed, pending or incomplete because of bank, UPI, card-network, payment-gateway, internet, authentication or technical issues.

• If the amount was not credited to us, the reversal or resolution is generally handled by the customer’s bank or payment service provider under its applicable process.
• Customers should verify the final transaction status before making another payment.
• If the amount was successfully credited to us but the order, subscription or service was not recorded, we will verify the payment and either activate the service, adjust the payment or process an eligible refund.
• Customers should provide the transaction reference, date, amount, payment mode and relevant invoice, quotation or account details.

7. Duplicate Payments

Where the same invoice, quotation, subscription or service is paid more than once and both payments are successfully received by us, the duplicate amount will, after verification:

• Be refunded to the original payment method; or
• Be adjusted against another valid invoice or future payment where the customer gives written approval.

8. Payment Received but Service Not Activated

If payment is successfully received but a subscription, account, workspace, licence or digital service is not activated within the communicated period, the customer should contact us promptly.

After verification, we will either complete the activation, correct the technical issue, provide an equivalent agreed remedy or process an eligible refund.

9. Service Defects and Correction Opportunity

If a deliverable does not materially match the accepted scope, the customer should provide clear written details within the review period stated in the proposal or, where no period is stated, within seven calendar days of delivery.

We must be given a reasonable opportunity to investigate and correct a verified issue. A refund is not ordinarily provided where:

• The issue can reasonably be corrected within the agreed scope.
• The complaint relates to a requirement outside the accepted scope.
• The service has been altered by the customer or an unauthorised third party.
• The issue is caused by third-party systems, hosting, APIs, networks, devices or services outside our reasonable control.
• The service was accepted, approved or used without reporting the relevant issue within a reasonable period.

10. Auto-Renewal and Recurring Payments

Where recurring billing or an authorised payment mandate is offered, renewal terms, amount, frequency and cancellation method will be communicated through the relevant product, mandate or subscription process.

Cancelling a recurring mandate stops future authorised debits after the cancellation becomes effective. It does not automatically refund previous valid charges.

11. Chargebacks and Payment Disputes

Before initiating a chargeback or payment dispute, customers should contact us so that we can review the payment, service status and supporting records.

Fraudulent, duplicate or unjustified chargebacks may result in suspension of services and recovery of applicable costs, subject to the law and the rules of the relevant bank or payment provider.

12. How to Request Cancellation or Refund

Send the request from the registered or authorised email address to info@thecoresphere.com with the subject line Cancellation / Refund Request.

Please include:

• Customer name and business name.
• Registered email address and phone number.
• Invoice, quotation, subscription, order or project reference.
• Transaction reference, payment date, amount and payment mode.
• Reason for cancellation or refund.
• Relevant screenshots or supporting documents, with confidential credentials hidden.

Never send card PINs, CVVs, UPI PINs, OTPs, NetBanking passwords or complete card details.

13. Review and Processing

• We aim to acknowledge genuine requests within two working days.
• We may request additional information needed to verify the payment, customer identity, authority, service status or refund eligibility.
• Approved refunds will ordinarily be initiated within 7–10 working days after approval.
• The receiving bank, card issuer, UPI provider, payment gateway or wallet may require additional time to credit the refunded amount.
• The customer will be informed where a request is approved, partially approved, adjusted, rejected or requires further information.

14. Refund Method

Refunds are ordinarily issued to the original payment method used for the transaction. A different refund destination will be considered only where the original method is unavailable, the customer’s authority is verified and the change is legally and operationally permissible.

15. Taxes and Credit Notes

Where applicable, refunds may be processed together with an adjustment note, credit note or revised invoice. Tax treatment will follow applicable law and the original transaction records.

16. Exceptional Circumstances

We may approve a full or partial refund as a customer-service exception even where it is not strictly required by this Policy. Such an exception does not create a precedent or continuing entitlement.

17. Product-Specific Policies

A separate product, service, quotation or agreement may contain additional or different cancellation and refund conditions. Those specific conditions will apply to that product or service to the extent of any inconsistency with this general Policy.

18. Contact and Grievance Support

19. Changes to This Policy

We may update this Refund & Cancellation Policy to reflect changes in services, products, payment methods, legal obligations or business practices. The revised Policy will be published on this page with an updated effective date.