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Refund and Cancellation Policy

Owner action required: Confirm the exact pilot fee, payment schedule, cancellation notice and refund process in every proposal. This draft does not promise an automatic refund or remove any rights required by law.

Last updated: 19 October 2026

1. Scope

This policy describes the general approach to cancellations and refund requests for QueryVanta services. The accepted proposal, invoice and service agreement should specify the actual fees, milestones, taxes, third-party costs and cancellation terms for each engagement.

2. Seven-day pilot

A seven-day live pilot is provided only on the terms agreed in writing before it begins. The proposal must state whether the pilot is free or paid, what is included, when the seven-day period starts, which third-party costs apply and what happens at the end. Do not assume that third-party charges are free simply because a pilot service fee is waived.

3. Cancellation before work starts

If you wish to cancel before work starts, email hello@queryvanta.com with your name, business name, proposal or invoice reference and request. Any refund will be assessed against the accepted agreement, work already performed, non-recoverable costs and applicable law.

4. Cancellation after work starts

If implementation, configuration, testing or other work has started, fees for work already performed and authorised non-refundable third-party costs may be taken into account when reviewing a refund request, subject to the agreement and applicable law. The service agreement should specify how incomplete milestones and prepaid amounts are handled.

5. Refund requests

We review refund requests case by case. Please email the reason for the request and the relevant proposal or invoice details. We may ask for additional information to assess the request. We will communicate the decision and, if a refund is approved, the expected processing method and timing.

6. Third-party charges

WhatsApp messaging, AI usage, hosting, software subscriptions and other third-party charges may be billed separately or included in the agreed price, as stated in the proposal. Refundability depends on the provider’s terms and the written agreement, subject to applicable law.

7. Failed payments and duplicate payments

If you believe you were charged twice or a payment was processed incorrectly, contact us with the invoice reference, payment date and amount. Do not send full card numbers or passwords by email.

8. Statutory rights

Nothing in this policy limits rights or remedies that cannot legally be excluded. Where mandatory law provides a refund or cancellation right, that law will apply.

9. Contact

Refund and cancellation requests: hello@queryvanta.com. Include the business name and invoice or proposal reference.