REFUND & CANCELLATION POLICY
Refund &
Cancellation
Policy
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Last Updated “14th November 2025”
This Refund & Cancellation Policy explains the terms and conditions for canceling services and requesting refunds at 404Studios™. We aim to be fair and transparent while protecting both parties. Please read this policy carefully before engaging our services.
Our Partnership Models
404Studios offers two partnership models with different refund structures. Managed Partnership provides ongoing optimization and support with monthly recurring fees after initial setup in a long-term partnership approach. Ownership Model is a 12-week build and handover with one-time project fees, full ownership transfer, and optional on-demand support afterward.tudios is an automation agency based in India, providing: Business Automation: Order fulfillment automation, conversational commerce (WhatsApp chatbots, AI voice agents), and custom workflow automation Marketing & Content Creation: Creative campaigns, influencer storytelling, and performance marketing through our partner network (YoungBloods and Santhosh Media Works) Partnership Models: Managed Partnership (ongoing optimization) or Ownership Model (full handover) Important: We are technology service providers, not financial advisors, business consultants, accountants, or legal counsel. We provide automation solutions, not business advice.
Refund terms vary by partnership model and project phase.
Setup Phase Refunds
Initial Setup (Weeks 1-4)
Before Project Kickoff: You receive a 100% refund if you cancel before the official project kickoff meeting when no work has been performed yet. Full refund is processed within 14 business days.
During Week 1-2 (Early Foundation Phase): You receive a 50% refund of setup fees. Some discovery and initial configuration work has been completed, and the partial refund reflects work already performed.
Week 3 Onwards (Active Development): There is no refund on setup fees. Substantial work is in progress (integrations, workflow development, testing). Cancellation is allowed, but fees are non-refundable.
After Go-Live: There is no refund on setup fees. The deliverable has been completed and system is operational. You retain all deliverables, documentation, and access.
Rationale: Setup involves significant upfront work including discovery, system configuration, integration development, and testing. Refund structure reflects the work completed at each phase.
Ownership Model Refunds
Project-Based Structure
Before Work Starts: You receive an 80% refund if cancelled before any development begins. 20% is retained for discovery and planning already completed.
0-25% Project Complete: You receive a 50% refund of total project fee based on milestones defined in proposal.
25-75% Project Complete: You receive a 25% refund of total project fee when significant work has been delivered.
75%+ Project Complete: There is no refund when near completion with deliverables ready or delivered.
100% Complete (Post-Handover): There is no refund. System has been transferred with full documentation, and you have received all deliverables.
Project completion percentage is determined by milestones specified in your service agreement or proposal.
Managed Partnership Refunds
Ongoing Monthly Fees
Cancellation requires 30 days written notice. Notice must be sent to 404studios.in@gmail.com. Pro-rated refund is provided for unused full weeks only. There is no refund for partial weeks. Current month is non-refundable if services have been provided.
Example Scenarios
Scenario 1: Cancel on November 15. December billing is cancelled (30 days notice fulfilled). November 16-30 is non-refundable (partial period, services provided).
Scenario 2: Cancel on November 5. December 1-5 is refunded (unused full weeks). December 6-30 is non-refundable (partial period). November is non-refundable (services provided).
Active Monitoring Period: If we are actively monitoring and optimizing during notice period, that period is non-refundable. You continue to receive full service during 30-day notice period.
Marketing & Content Services Refunds
Through Partner Network
Marketing and content creation services delivered by Young Blood and Santhosh Media Works follow similar milestone-based refunds.
Before Campaign Launch: You receive a 60% refund (creative development costs incurred).
Campaign In Progress: There is no refund once campaigns are live and ad spend committed.
Custom Creative Work: Refund is based on deliverables completed. Completed assets are non-refundable.
Ad Spend: Direct ad spend to platforms (Meta, Google, etc.) is never refundable. These are third-party costs outside our control.
What You Retain After Cancellation
What We Are NOT Liable For
Regardless of refund eligibility, you always retain all automation workflows and configurations delivered, custom code and integrations built for you, documentation and training materials provided, marketing assets and content created, admin credentials to all platforms and systems, full ownership of Shopify stores, WhatsApp Business accounts, etc., access to third-party services you pay for directly, training and onboarding materials, system documentation and workflow diagrams, and handover checklists and guides.
What you lose includes ongoing support and monitoring (Managed Partnership), access to 404Studios internal systems and tools, future updates and optimizations, priority support benefits, and monthly strategy and review calls.
Add-On Services & Custom Work
Setup fees follow the same refund structure as main project setup phase. Monthly recurring services follow the same terms as Managed Partnership monthly fees. One-time custom work is refundable until work begins but non-refundable once development starts. Delivered work is always retained by client.
Force Majeure & Third-Party Failures
No refunds are provided for delays or failures caused by natural disasters, pandemics, or acts of God, government actions, regulations, or restrictions, internet or telecommunications outages, third-party service failures (Shopify downtime, WhatsApp API issues, payment gateway problems, etc.), cyber attacks or security incidents beyond our control, or client's failure to provide necessary access or information.
In such cases, we will work diligently to resolve issues and project timelines may be extended, but no refunds are issued for delays outside our control.
Cancellation Process
Payment terms are specified in proposals, service agreements, or invoices. All prices are in Indian Rupees (₹ INR) unless otherwise stated. GST (18%) applies to all services as per Indian tax law. Payment is due within the timeframe specified on each invoice. Late payments may incur fees and service suspension.
For international clients, all prices are quoted in INR unless otherwise agreed. Currency conversions are at prevailing rates, and bank fees and wire transfer charges are the client's responsibility.
Cancellation & Refunds
To cancel services, follow these steps.
Step 1: Send Written Notice. Email 404studios.in@gmail.com and include the service or partnership model you're cancelling, account details or project name, reason for cancellation (optional but appreciated), requested effective date, and confirmation you understand refund terms.
Step 2: Confirmation. We confirm receipt within 2 business days, clarify any questions about effective date or refund eligibility, and provide cancellation reference number.
Step 3: Refund Processing. Refund eligibility is determined based on this policy. Refund amount is calculated and communicated, then processed within 14 business days of approval.
Step 4: Final Invoice. Final invoice is sent if applicable. Outstanding charges must be paid. Any credits or refunds are applied.
Step 5: Access & Handover. Full access continues through notice period (Managed Partnership). Final documentation and credentials are provided, and handover checklist is completed.
Refund Method
Refunds are processed via the original payment method used.
For bank transfer/UPI, refunds go to the same account. Provide updated bank details if account has changed.
For credit/debit card, refunds are credited to the same card. May take 5-10 business days to appear on statement.
For international wire transfer, refunds go via wire to original account. Bank fees may be deducted from refund amount.
All refunds are processed within 14 business days of approval.
Dispute Resolution
If you're dissatisfied with services or refund decision, first contact us at 404studios.in@gmail.com . Provide detailed description of concern, what you expected vs. what happened, and proposed resolution. We will respond within 7 business days, schedule call to discuss if needed, and work toward mutually acceptable solution.
If informal resolution fails, we agree to mediation. Mediator is selected mutually or through recognized Indian arbitration body. Mediation is conducted in Bangalore, India, and both parties share mediation costs.
If mediation fails, disputes are subject to jurisdiction of courts in India, and governed by Indian law. We strongly prefer resolving disputes amicably before legal action.
Non-Refundable Items
The following are always non-refundable:
Third-Party Costs: Shopify subscription fees (paid directly by you), domain registration costs, WhatsApp Business API fees, payment gateway charges, ad spend on Meta, Google, etc., and SMS or voice AI usage costs.
Completed Deliverables: Automation workflows delivered and accepted, documentation and training materials provided, custom code and integrations built, marketing campaigns launched, and content and creative assets delivered.
Discovery & Planning: Initial discovery sessions, business analysis and planning, and proposals and technical specifications.
Your Own Actions: Data or system damage caused by unauthorized modifications, services suspended due to non-payment, and violations of Terms of Service or Acceptable Use Policy.
Payment Disputes
If you dispute a charge on your invoice, you must do so within 15 days of invoice. Email 404studios.in@gmail.com and provide invoice number, disputed amount, and specific reason. We investigate and respond within 7 business days.
During investigation, disputed amount may be held pending resolution. Other non-disputed charges remain due and payable. We may request additional information or documentation.
Resolution: If dispute is valid, credit is issued or refund processed. If dispute is invalid, charge stands and payment is required. Explanation is provided in writing.
Refund Processing Time
Refund requests are reviewed within 5 business days. Complex cases may require up to 10 business days. Refunds are processed within 14 business days of approval. Bank/card refunds may take additional 5-10 days to appear. Status updates are provided every 5 business days, and email confirmation is sent when refund is processed.
Changes to This Policy
We may update this Refund & Cancellation Policy from time to time. Changes will be communicated via 30 days advance notice via email (for active clients) and posted on website with updated effective date. The policy version in effect at the time you engaged services applies to that specific engagement. New terms apply to renewals and new projects.
Fair Use & Good Faith
This policy is designed for fair and reasonable use. We reserve the right to deny refunds if abuse or fraud is suspected, adjust terms for unique circumstances (at our discretion), and require documentation to support refund requests. We expect clients to provide honest reasons for cancellation, give fair notice when possible, and not abuse refund policy for free work. Both parties commit to good-faith dealings.
Contact Information
For questions about these Terms of Service:
404Studios Admin
Email: vishwaa@404studios.in
Website: 404studios.in
General Inquiries:
Email: 404studio.in@gmail.com
Phone: +91 9150843783
Acknowledgment
By using our services, you acknowledge that you have read and understood these Terms of Service, accept these terms and agree to be bound by them, understand we provide technology services not business guarantees, and are making informed decisions about engaging our services.