Refund and cancellation

This policy covers consulting engagements with Systemsource Tools for software platform documentation and code standards work. It does not apply to goods we do not sell.

Eligibility

Fees paid against an accepted statement of work may be refundable in part or in full depending on how much scheduled work has started and whether dates were cancelled within the windows below.

Deposit

Projects typically require a non-refundable deposit of 30% to reserve calendar time, unless the statement of work states a different amount. The deposit is credited toward the final fee when the engagement completes.

Cancellation by the client

• More than 14 days before kickoff: deposit retained; remaining prepaid fees refunded
• 7 to 14 days before kickoff: deposit retained; 50% of remaining prepaid fees refunded
• Fewer than 7 days before kickoff or after kickoff: prepaid fees for unused future work may be partially refunded only for stages not started, at our discretion after reviewing incurred preparation

Work already started

Time spent on document review, interviews already held, and draft chapters delivered is non-refundable. We will itemize completed stages when calculating any partial refund.

Rescheduling

You may reschedule kickoff once without fee if you give at least 7 days’ notice. Later or repeated reschedules may incur a rescheduling fee of up to 10% of the project fee to cover calendar displacement.

No-shows

Missed workshops or interview blocks without 24 hours’ notice are charged as delivered for that block.

Purchased materials

Third-party licenses or materials bought at your written request are non-refundable once purchased.

Refund process and timing

Email hello@systemsource-tools.digital with your engagement reference and reason. Approved refunds are processed to the original payment method within 14 business days. Bank processing times may add further delay.

Cancellation by Systemsource Tools

If we must cancel for reasons within our control, we refund prepaid amounts for undelivered stages in full, including the deposit for those stages.