Refund Policy

Introduction

This Refund Policy explains how CodeFlamme (Private) Limited handles refunds, cancellations, and payment disputes for software development and related professional services.

This policy applies to fees paid directly to CodeFlamme for our services. It does not govern third-party products, licences, or infrastructure costs billed pass-through to clients unless stated in your contract.

Your signed Master Services Agreement (MSA), Statement of Work (SOW), or proposal may include project-specific payment terms. Where those terms conflict with this page, the signed contract prevails.

How Payments Work

CodeFlamme typically invoices in USD using milestone-based billing tied to agreed deliverables. Invoices are payable according to the payment schedule in your contract.

• Discovery and planning fees, where charged separately, are generally non-refundable once work has commenced.
• Milestone payments cover work performed and accepted, or work in progress up to the invoice date as defined in your SOW.
• Deposits or advance payments secure capacity and are applied to the first milestone unless your contract states otherwise.
• Pass-through costs (hosting, domains, stock assets, third-party APIs, app store fees, etc.) are non-refundable once incurred.

When Refunds May Apply

Because our work is bespoke professional services, refunds are assessed case by case and are not automatic.

• Duplicate payment — we refund the duplicate amount in full after verification.
• Material non-delivery — if we have not started contracted work and you cancel in writing before kickoff, any unused deposit may be refunded minus reasonable administrative costs stated in your contract.
• Mutual termination — if both parties agree to end an engagement early, any refund or final invoice is calculated based on work completed, expenses incurred, and the termination clause in your MSA or SOW.
• Billing error — if we invoice an incorrect amount, we correct the invoice or issue a refund for the overcharge.

What Is Generally Not Refundable

The following are typically non-refundable once delivered or incurred:

• Completed and accepted milestones or deliverables.
• Time spent on discovery, architecture, design, development, QA, or project management up to the cancellation date.
• Third-party subscriptions, licences, or infrastructure already purchased on your behalf.
• Rush fees, change-request work, or out-of-scope additions approved in writing.
• Fees for work paused or delayed for more than the period specified in your contract due to client-side unavailability or missing inputs.

Cancellations and Pauses

Either party may terminate an engagement according to the notice period in your signed agreement. Written notice to hello@codeflamme.com and your project lead is required.

Upon cancellation, we deliver work completed to date in the format agreed in your contract and issue a final invoice for outstanding milestone amounts, time-and-materials usage, or pass-through costs as applicable.

We may pause work if invoices are overdue beyond the grace period stated in your contract. Paused projects may incur re-mobilisation fees when work resumes.

Payment Disputes

If you believe an invoice is incorrect, contact us within 7 business days of receipt with specific details. We investigate promptly and respond in writing.

Chargebacks initiated without first contacting us may delay project delivery and are handled according to our contract and applicable payment network rules.

Unresolved disputes are escalated under the dispute resolution clause in your MSA, which may include good-faith negotiation followed by arbitration or courts as specified.

Refund Processing Time

Approved refunds are returned to the original payment method where possible. Processing typically takes 5–10 business days after approval, depending on your bank or card issuer.

Bank wire refunds may require additional verification and banking details from you.

Contact

Refund or billing questions:

Email: hello@codeflamme.com

When emailing, use a subject line that includes your company or project name, for example: Billing / Refund — Acme Corp