Refund Policy

1. Scope & Application

At Systrocode, we build tailored, high-performance software systems, database architectures, and web applications. Because our deliverables are highly custom digital products and professional services built to client specifications, refunds are structured around specific scoping and development phases.

This policy applies to all clients who purchase technical blueprints, engage in contract development, or hire dedicated engineering squads from Systrocode.

2. Scoping & Design Phase

Our projects typically begin with a dedicated technical scoping and architectural design phase, where we deliver wireframes, system models, database schemas, and cost estimates.

• Pre-kickoff Cancellation: If you cancel a scoping project before our engineering team begins research or design activities, you are eligible for a full refund of your scoping deposit (minus any transaction processing fees).
• In-progress Scoping: Once work on wireframes and architectures has commenced, deposits for the scoping phase become non-refundable as they cover resource allocation and design hours.

3. Milestone Deliverables

Full development projects are structured under a Statement of Work (SOW) with defined milestone deliverables and payment schedules.

• Accepted Milestones: Once a milestone deliverable is presented to the client, reviewed, and accepted, the corresponding payment is non-refundable.
• Rejected Deliverables: If a deliverable fails to meet the specifications detailed in the SOW, Systrocode will work to resolve the issue within the correction period defined in the contract. Refunds for specific uncompleted or failed milestones are subject to terms laid out in the individual client contract.

4. Cancellation Policy

Either party may terminate an active development contract or SOW by providing written notice as specified in the termination clause of the agreement (typically 14 to 30 days).

Upon termination, the client will be invoiced for all completed development hours, code contributions, and milestone work completed up to the effective termination date. Any unearned retainer fees will be refunded to the client.

5. Refund Requests Process

To request a refund review under the terms of your contract or scoping deposit:

1. Submit your request in writing to your dedicated Account Director or our legal email: contact@systrocode.com.
2. Include your Project ID, copy of the active SOW, and details regarding the specific milestone or deposit under review.
3. Our billing and engineering audit team will review the request against the developer logs and contract terms and provide a determination within ten (10) business days.

6. Disputes & Resolution

We strive to resolve billing or delivery disputes amicably through direct consultation. If a mutual agreement cannot be reached, the dispute will be subject to the dispute resolution procedures, governing laws, and jurisdictions specified in the Terms & Conditions or the primary client contract.