Effective date: September 22, 2025
At AIBuildrs we aim for clear, fair agreements and happy clients. This Refund Policy explains when refunds are available, how they’re calculated, and the steps to request one. This policy applies to services (design, development, maintenance, hosting assistance), digital deliverables, and any project fees charged by AIBuildrs, unless a different refund or cancellation term is included in a signed proposal or SOW.
1. Summary (short version)
Deposits are generally non-refundable except in limited circumstances.
Refunds for completed work are evaluated case-by-case and may be partial, reflecting hours worked and third-party costs.
If we fail to deliver services per an agreed SOW and cannot cure the breach within a reasonable timeframe, you may be eligible for a refund of fees for unperformed work.
Digital goods, custom code, and completed deliverables are not refundable once final delivery and transfer of IP have occurred, except where required by law.
2. Definitions
Deposit: Up-front payment required to start work (typically 30–50% per proposal).
Milestone payment: Payment due upon completion of a contractual milestone.
Final delivery: The delivered project artifacts described in the SOW (published site, source files, exported assets, documentation).
Work performed: Hours and effort AIBuildrs has logged and documented on the project.
3. Deposits & Project Cancellations
Deposits secure project time and scheduling and cover initial discovery, planning, design work, and opportunity cost. Deposits are non-refundable once work has begun.
If Client cancels before any work has started and within 7 days of deposit payment, AIBuildrs may refund the deposit minus any non-reversible expenses (domain/third-party purchases).
If Client cancels after work has started, Client will be charged for work performed up to the cancellation date (at the agreed rate) plus any non-refundable third-party costs; any remaining balance of paid fees may be refunded at AIBuildrs’ discretion.
4. Refunds for Partial or Incomplete Work
If AIBuildrs fails to deliver the agreed scope and cannot remedy the breach within a reasonable cure period (typically 14 calendar days after written notice), Client may request a refund for the portion of work not performed.
Refund amount will be calculated as: Paid fees — (charges for work already performed + non-refundable third-party costs + reasonable administrative fees). AIBuildrs will provide a breakdown of work performed and the basis of any deduction.
Disputes about hours or quality will be handled under the dispute resolution terms in the SOW or Terms & Conditions.
5. No Refunds for Completed Custom Deliverables
For custom websites, bespoke code, design systems, and unique deliverables that have been delivered, accepted, and transferred (final delivery completed and final payment received), refunds are not available. If defects are found that breach acceptance criteria, AIBuildrs will remedy them per the warranty/bug-fix period defined in the SOW.
6. Maintenance, Retainer & Subscription Services
Recurring monthly retainers and maintenance subscriptions may be cancelled with the notice period specified in the agreement (commonly 30 days).
Refunds for unused days within a paid monthly retainer period are handled on a pro-rata basis if agreed in the contract; otherwise, no refund for the current billing cycle is typically provided.
Prepaid blocks of hours: unused hours may be refundable or transferable per the SOW. If refundable, a small administrative fee may apply.
7. Third-Party Costs & Licenses
Costs paid on behalf of the Client (paid plugins, stock assets, premium templates, domain/hosting fees) are non-refundable if non-returnable. These costs will be itemized and deducted from any refund.
8. Payment Processing & Chargebacks
Refunds will be issued using the original payment method where possible. Processing times depend on the payment provider (typically 5–14 business days).
If a Client initiates a chargeback with their card issuer without first contacting AIBuildrs, we will treat that as a dispute and respond with documentation. If the chargeback is resolved in the Client’s favor but AIBuildrs has evidence of contract fulfillment, Client may be invoiced for collection costs. Repeated chargebacks may result in termination of services.
9. How to Request a Refund
Email billing@aibuildrs.com with subject line: “Refund request — [Project name/Invoice #]”.
Include: project name, invoice number, reason for request, and any supporting documentation (screenshots, timestamps, communication).
AIBuildrs will acknowledge receipt within 3 business days and investigate. We aim to reach a resolution within 14 calendar days of the acknowledgment.
If approved, refunds will be processed and confirmation sent by email.
10. Dispute Resolution
If Client disagrees with the refund decision, raise a formal dispute in writing to legal@aibuildrs.com. We will attempt internal resolution in good faith. If unresolved, follow the dispute resolution provisions in the SOW/Terms (mediation/arbitration or governing courts as specified).
11. Examples (illustrative)
Client pays $2,000 deposit; work begins. Client cancels after 10 hours of work and $100 in third-party purchases. If hourly rate is $40/hr, charge = $400 + $100, remaining deposit refunded at discretion minus admin fee.
Client prepays for a template that is non-refundable — that template cost will not be refunded even if AIBuildrs refunds service fees.
(These examples are illustrative only and not contractually binding.)
12. Exceptions & Consumer Rights
This policy does not override statutory consumer rights in jurisdictions that provide greater protection (e.g., certain distance-selling rules or cooling-off periods). Where local law provides greater rights, those rights apply.
13. Changes & Contact
AIBuildrs may update this Refund Policy from time to time. Material changes will be posted on our website and, for active projects, notified by email. The Effective Date at the top reflects the latest version.
Questions or refund requests: billing@aibuildrs.com.
14. Legal disclaimer
This Refund Policy is a template and does not constitute legal advice. We recommend customizing these rules to match each proposal/SOW and having the final policy reviewed by legal counsel in your jurisdiction.