Legal
Refund & Cancellation Policy
Because Reflect IT Service LLC provides bespoke digital services and labour-intensive IT consulting,
this policy explains how refunds, cancellations, and project termination are handled.
1. Scope of this policy
This Refund & Cancellation Policy applies to services delivered by Reflect IT Service LLC, including development work,
technical consulting, SEO/SEA services, and (where applicable) subscription-based SaaS tools.
Where there is a conflict between this policy and a signed proposal, contract, or Statement of Work (SOW),
the signed document takes precedence.
2. Development work (milestones)
Development work is typically billed in milestones (or phases) agreed in advance.
Once a milestone is completed, approved (explicitly or by acceptance criteria), and paid, it is considered final and non-refundable.
- Why: bespoke development is time-based, scoped, and delivered to a specification.
- Acceptance: approval may be defined by review sign-off, test criteria, or written confirmation.
- Changes: new requirements or scope changes may require a separate quote or change request.
How to avoid disputes: we define scope, deliverables, and acceptance criteria clearly in the SOW — then we build exactly that.
No ambiguity. No “we thought this was included”.
3. SaaS subscriptions
If you subscribe to a Reflect IT Service LLC software tool (SaaS), you may cancel at any time.
You will retain access until the end of your current billing period.
- We do not offer pro-rata refunds for unused days in the current billing period.
- If access is provided monthly, cancellation stops renewal and access ends at period end.
4. Marketing services (SEO/SEA)
SEO/SEA services may rely on third-party platforms (e.g., Google, Meta) and results can vary due to external factors.
For that reason, monthly management fees already processed are non-refundable.
- SEO: outcomes depend on competition, content, technical state, and algorithm updates.
- SEA: ad performance depends on budget, targeting, creatives, landing pages, and platform changes.
- Platform spend: ad spend paid directly to third parties is subject to their rules (not ours).
5. Project termination
Either party may terminate a project with written notice. Unless otherwise specified in the SOW,
we recommend a notice period of 14 days.
The client will be invoiced for all work completed up to the termination date, including in-progress milestones
and committed costs (if any), as defined in the SOW.
We will provide reasonable handover of work completed and documentation available up to the termination date,
subject to payment of outstanding invoices.
6. Exceptions
Refunds may be considered only in exceptional cases, such as:
- Duplicate payment processing errors, where confirmed.
- Clear non-delivery of an agreed milestone where no work has been performed (rare).
- Other cases explicitly agreed in writing by Reflect IT Service LLC.
Professional reality: bespoke services are time and expertise. We keep everything scoped, tracked, and documented —
so delivery stays clean and expectations stay aligned.
7. Contact
For questions about cancellations, invoicing, or this policy, contact us:
Email: contact@reflectitservice.com
Address: 1209 Mountain Road PL NE, Ste R, Albuquerque, NM 87110, USA
Need a clear scope before starting? Send your requirements — we’ll propose milestones and acceptance criteria.