Refund & Cancellation Policy Background

Refund & Cancellation Policy

Clear terms for cancellations, refunds, and project adjustments.

Refund & Cancellation Policy

Last Updated: August 2026

Overview

Precision VirtuDesk Co. aims to deliver exceptional service. This policy outlines how we handle cancellations, refunds, and service adjustments.

1. Cancellation by Client

Before Work Begins

  • Timeline: Cancellation within 7 days of payment
  • Refund: 100% refund of deposit (minus 10% administrative fee, minimum R50)
  • Process: Written notice via email to precisionvirtudesk@gmail.com

After Work Begins (Project in Progress)

  • Timeline: Cancellation more than 7 days after payment
  • Refund: Deposit minus cost of work completed (assessed as percentage of project scope) and R300 administration fee
  • Deliverables: Client receives all completed work to date
  • Example: R1,000 deposit, 40% work completed = R600 refund (50% of R1,000 completed work minus R100 admin fee, rounded)

After Delivery

  • Refund: No refund after final delivery and sign-off
  • Revisions: Included revision rounds may be used instead of cancellation
  • Alternative: Client may pause project and resume within 30 days at no additional fee

2. Company-Initiated Cancellation

Precision VirtuDesk Co. may cancel a project in these cases:

  • Non-payment: If deposit is not received within 14 days of quotation acceptance
  • Client conduct: Abusive, threatening, or disrespectful communication
  • Impossibility: The Client requests work that is illegal, unethical, or technically infeasible
  • Scope violation: Client significantly changes scope without updating the quotation

In these cases: Any deposit is forfeited. Client will be notified in writing with reason and date.

3. Refund Processing

  • Timeline: Refunds are processed within 7–10 business days
  • Method: Refund via same payment method as original payment (or by negotiation)
  • Currency: Refund issued in payment currency (ZAR or USD as applicable)
  • Bank fees: Client is responsible for any intermediary bank fees

4. Project Pause & Resume

  • Pause: Client may request a pause up to 30 days without penalty
  • Beyond 30 days: Project is considered cancelled; new quotation required to resume
  • Paused deposits: Held in trust until resumption or cancellation decision

5. Revision Disputes

If the Client is unsatisfied with the delivered work (within 30 days):

  • First step: Use included revision rounds to address issues
  • After revisions exhausted: Contact Company to discuss further options
  • Unachievable outcomes: If Client expectations were unrealistic, no additional refund or revision applies

6. Scope Creep & Additional Costs

If Client requests work beyond the original quotation scope:

  • Company will provide a revised quote for additional work
  • Additional work is invoiced separately (50% deposit required)
  • Client may decline additional scope and proceed with original scope only

7. Non-Refundable Circumstances

Refunds are NOT provided for:

  • Client changes of mind after work has begun (except per cancellation policy above)
  • Client dissatisfaction with deliverable quality if work met the quotation specification
  • Late submission of feedback/approval, causing project delays
  • Client failure to provide required information or access
  • Custom work tailored to Client specifications

8. Dispute Resolution

If Client disputes a refund decision:

  1. Written request: Submit dispute details to precisionvirtudesk@gmail.com within 14 days of decision
  2. Review: Company reviews and responds within 7 business days
  3. Mediation: If unresolved, both parties agree to attempt mediation
  4. Escalation: If mediation fails, dispute is resolved per Terms & Conditions

9. Special Circumstances

  • Technical issues: If work cannot be delivered due to Company error, full refund applies
  • Force majeure: Neither party liable for refunds due to unforeseeable circumstances (pandemic, disaster, etc.)
  • Client-caused delays: Extensions beyond 30 days may incur additional fees

10. Contact for Refund Requests

To request a refund or cancellation:

  • Email: precisionvirtudesk@gmail.com (include quotation/invoice number)
  • WhatsApp: +27 73 166 8879 (send written request for record)
  • Response time: Within 24 business hours acknowledgment; final decision within 7 days

11. Modifications to This Policy

This policy may be updated. Changes apply to future engagements. Existing clients are notified of material changes affecting their projects.

Our commitment: We aim to deliver exceptional work on time, every time. If you're not satisfied, we'll work with you to make it right—before reaching refund stage.