Refund & Cancellation Policy

Summary

Mindmap sells one-time, fixed-price projects. A project is paid in full before development begins, and how much of that payment can be returned depends on the stage the project has reached when you cancel. The four stages below cover every case. No subscription, retainer or recurring charge exists on any Mindmap engagement, so there is nothing to cancel other than an individual project.

One-off payments only, no recurring charges

Every payment to Mindmap is a single charge for a single project, made against a written scope you have accepted. There is no hourly billing and no charge for time overruns. Mindmap does not sell subscriptions, retainers, memberships, trials or instalment plans, does not store card details, and never creates a recurring charge, standing authorisation or automatic renewal of any kind. If you are ever charged twice for the same project, contact us and the duplicate is refunded in full.

Stage 1 — Before you accept the scope

No payment has been taken at this stage, because the payment link is only sent after you accept the written scope. You may stop at any point during the enquiry, questions and quoting stages at no cost and with nothing owed. A quote simply expires after 30 days.

Stage 2 — After payment, before development begins

If you cancel after paying but before development has started, 75% of the amount paid is refunded and 25% is retained. The retained portion covers the work already performed at that point: reviewing your requirements, preparing the written scope, pricing the project and reserving the delivery slot. Development is treated as having started once payment and the materials and access listed in your scope have been received and work on the project has begun.

Stage 3 — After development begins

Refunds at this stage are prorated against the work completed. We prepare a written record of what has been built or delivered against each item in your scope, apply the proportion of the project it represents, and refund the balance. The record is sent to you with the decision so you can see how the figure was reached. Everything produced up to that point is delivered to you in its current state, and ownership of that work passes to you as it would at completion.

Stage 4 — Substantially completed projects

Where a project is substantially complete — the deliverables in the scope have been produced and presented for review — the prorated calculation will normally leave little or nothing to refund. Faults in completed work are handled under the 30 days of defect correction included with every project, not as a refund.

Third-party costs

Amounts paid to third parties on your behalf — domains, hosting, theme or plugin licences, stock imagery, payment gateway fees and advertising spend — are not refundable once incurred, because they are owed to the provider whether or not the project continues. Wherever possible these are purchased in your own accounts so nothing passes through Mindmap and the asset remains yours.

Goodwill refunds

Mindmap may, at its discretion, offer a partial or full refund outside these rules where it judges that to be the fair outcome. A goodwill refund is a decision made on the circumstances of a particular project and does not change the rules above for any other project.

How to request a cancellation or refund

Email info@mindmapitsolutions.com from the address used for the project, stating the project name and the reason. You may also call +91 98167 60769 or +1 (614) 548-0325, but please follow up in writing so there is a record. We acknowledge every request within one business day.

Decision and processing

A written decision is issued within five business days of the request, setting out which stage applies and, where relevant, the record of work completed. Approved refunds are initiated within five business days of that decision, to the original payment method through the payment provider used for the original charge. Banks and card issuers may take a further 5–10 business days to show the refund on your statement.

Chargebacks

If you believe a charge is wrong, contact us first. We will always look at a documented complaint and respond in writing within five business days. Raising a chargeback without contacting us removes the chance to resolve it directly and, because every project is backed by a written scope you accepted, we will supply that documentation to the card issuer.

Defect correction is not a refund window

The 30 days of defect correction included with every project is a warranty on the work delivered: if something we built does not work as described in the scope, we fix it at no cost. It is not a period during which a completed project can be returned for a refund.

Your statutory rights

Nothing in this policy limits any rights you have under the consumer protection laws that apply where you live.