Policies & legal
Refund and Cancellation Policy
Clear terms for how we work with you, look after your information and deliver every project.
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Refund and Cancellation Policy
Introduction
At OptimaWebAI, we are committed to delivering high quality web design and digital services. This Refund and Cancellation Policy outlines the terms that apply when a project is cancelled or a refund is requested.
Project Deposits
A 50% deposit is required to secure a project start date and begin work.
As project planning, research, design, and development work begin immediately after a project is accepted, all deposits are non refundable.
Client Cancellation
Clients may cancel a project at any time by providing written notice.
If a project is cancelled after work has commenced:
• The initial deposit will not be refunded.
• Any work completed beyond the value of the deposit may be invoiced separately.
• All completed work remains the property of OptimaWebAI until outstanding balances have been paid in full.
Cancellation by OptimaWebAI
We reserve the right to cancel a project if:
• Required information is not provided within a reasonable timeframe.
• Communication becomes unreasonably delayed.
• The client breaches agreed terms.
• The project involves unlawful, misleading, or inappropriate content.
In such cases, refunds will be considered based on the amount of work completed at the time of cancellation.
Refund Eligibility
Due to the custom nature of web design and digital services, refunds are generally not available once work has begun.
Refunds may only be considered where:
• No work has started on the project.
• OptimaWebAI is unable to deliver the agreed service.
• A refund is required under applicable law.
Any approved refund will be processed within a reasonable period.
Completed Projects
Cancelling hosting does not, by itself, entitle the client to a refund for website build work properly completed and delivered. Any remedies or refunds required by applicable law remain available.
Hosting and Maintenance Services
Monthly hosting and maintenance fees are billed in advance.
Clients may cancel hosting or maintenance services by providing written notice in accordance with their accepted agreement and applicable law. Any mandatory cancellation rights or notice periods remain unaffected.
Fees already paid for the current billing period are non refundable except where required by applicable law.
Optional Website Build and Monthly Hosting
This option applies only where agreed in writing. The one-time website build fee covers the agreed design and development work. Monthly hosting fees are separate and cover continued hosting; payment of the build fee does not include indefinite hosting.
Where the website is hosted through an OptimaWebAI-managed account, OptimaWebAI controls the hosting account and publication of the website while providing the hosting service. This operational control does not change ownership of the paid-for final website or client-supplied content under the project agreement.
If hosting fees become overdue, OptimaWebAI will give written notice of the amount due and the deadline to remedy non-payment. If payment remains outstanding after that deadline, hosting may be suspended and the website unpublished, subject to the agreed notice requirements and applicable law. The website will then be unavailable to visitors until hosting is restored or alternative hosting is arranged. Any restoration or migration arrangements must be agreed separately, taking account of technical capabilities and third-party licences.
If the client cancels hosting, hosting and publication end on the effective cancellation date, normally at the end of the paid hosting period, subject to the accepted agreement and applicable law. Any mandatory cancellation rights or notice periods remain unaffected.
Cancelling, suspending or ending hosting does not, by itself, entitle the client to a refund of the build fee for work properly completed and delivered. This does not exclude any remedy or refund required by applicable law.
For existing clients, this option applies only to the extent already agreed or subsequently accepted in writing. Publishing an updated policy does not, by itself, amend an existing client agreement.
Project Delays
If a project is delayed due to missing content, delayed feedback, or lack of communication from the client, the project may be placed on hold.
Projects that remain inactive for an extended period may be subject to rescheduling or additional fees.
Chargebacks and Payment Disputes
Clients agree to contact OptimaWebAI directly to resolve any concerns before initiating a chargeback or payment dispute.
Unauthorized chargebacks may result in suspension of services and recovery of associated costs.
Contact Information
If you have any questions regarding this Refund and Cancellation Policy, please contact us:
OptimaWebAI
Email: optimawebai@gmail.com
Phone: +27 81 500 1968
Pretoria, South Africa