General Policy
This Refund Policy applies to payments made for HHead Tech services, subscriptions/recurring billing, and products, unless a separate signed agreement states otherwise.
Because HHead Tech offers a mix of custom services, project work, subscriptions, and hardware procurement, refunds depend on the type of purchase, work status, and whether third-party costs have been incurred.
Definitions
- Client: purchaser of HHead Tech services/products
- Project Services: one-time implementation, installation, or custom development
- Recurring Services: monthly/quarterly managed services, support retainers, subscriptions
- Third-Party Costs: licenses, domains, hosting, cloud services, supplier orders, permits, shipping, etc.
Refund Eligibility
Recurring Services (Managed Services / Support Retainers / Subscriptions)
- Recurring fees are typically billed in advance for the service period.
- If you cancel properly (per contract or at least 15 calendar days before the next billing date), you will not be charged for the next cycle.
- No refunds are generally issued for the current billing period once service access/time has started, unless otherwise stated in your contract.
Exception: If HHead Tech fails to deliver the service materially and you provide written notice with evidence, HHead Tech may, at its discretion:
- correct the issue,
- provide service credits, or
- provide a pro-rated refund for the undelivered portion (if feasible and compliant with supplier commitments).
Project Services (Implementation / Installations / Custom Development)
Refunds are generally not available once:
- work has started,
- resources have been allocated,
- site visits have been conducted,
- designs/mockups have been delivered,
- or milestones have been performed.
If a project is canceled:
- Client will be billed for work completed to date,
- plus any non-cancellable Third-Party Costs already incurred.
Hardware / Equipment / Physical Goods
Refunds/returns depend on supplier/manufacturer policies and the condition of the item:
- Defective items may be repaired/replaced under warranty procedures.
- Wrong item delivered due to HHead Tech error may be replaced/refunded, subject to verification and return of item in original condition.
- Opened/used items may not be returnable unless defective.
Non-Refundable Items
Unless required by law or stated otherwise, the following are non-refundable:
- setup/onboarding fees
- professional service hours already rendered
- rush fees or expedited charges
- third-party licenses, subscriptions, domains, hosting, cloud services already activated
- special-order / customized hardware
- bank/payment processing fees and chargeback fees
How to Request a Refund
Email support@hheadtech.com with:
- Invoice number and date
- Payment reference
- Reason for request
- Supporting evidence (screenshots, acceptance logs, service tickets, delivery proof)
We may request additional verification to prevent fraud.
Review Timeline and Processing
- We aim to review requests within 7–15 business days.
- Approved refunds, if any, will be processed through the original payment method where possible, subject to gateway rules.
- Processing times may vary depending on banks/payment providers.
Chargebacks
We encourage clients to contact us first. Unjustified chargebacks may cause service suspension and may result in collection actions for unpaid balances and incurred fees, as allowed by law.