Refund Policy

1. Company information

This Refund Policy applies to services provided by VovidaSolutions LLC.

2. General refund principle

Because VovidaSolutions provides customized services rather than standard physical products, refund eligibility depends on the project stage, work already performed, commitments already made, and the written terms agreed with the client.

3. Services covered by this policy

This Refund Policy applies to services including but not limited to:

• HRIS consulting, integration review, stabilization, and technical analysis;
• Payroll interface analysis, troubleshooting, and documentation;
• HRIS training, coaching, workshops, and certification preparation support;
• Demo environment preparation, demo scripts, sample data, and presales support;
• Private AI server scoping, server sizing, installation support, and handover;
• HR knowledge base or document assistant setup;
• Dedicated server preparation or preinstalled technical environments;
• Any other custom service quoted by VovidaSolutions.

4. Cancellation before work starts

If the client cancels a project before any work has started, refund eligibility will be reviewed case by case.

VovidaSolutions may consider:

• Whether analysis, preparation, planning, scheduling, or internal review has already started;
• Whether third-party costs, licenses, hosting, tools, or reservations have already been incurred;
• Whether a written quote, proposal, invoice, or agreement specifies a particular cancellation rule;
• Whether the cancellation request is made within a reasonable time after payment;
• Whether any non-refundable deposit or preparation fee was agreed.

If no work has started and no non-refundable cost has been incurred, VovidaSolutions may, at its discretion, issue a full or partial refund.

5. Cancellation after work has started

Once work has started, fees already paid are generally non-refundable, except where required by law or expressly agreed in writing.

Work may include, without limitation:

• Project review, scoping, analysis, or preparation;
• Review of submitted documents, systems, requirements, or technical information;
• Consulting calls, workshops, meetings, or training sessions;
• Configuration, testing, documentation, server preparation, or environment setup;
• Creation of deliverables, scripts, reports, recommendations, or training material;
• Internal preparation time reserved for the client’s project.

If only part of the work has been completed, VovidaSolutions may review whether any partial refund or credit is appropriate. This is not guaranteed and depends on the agreed scope, completed work, and project circumstances.

6. Deposits, prepayments, and retainers

Some projects may require a deposit, prepayment, retainer, or milestone payment before work begins.

Unless otherwise agreed in writing:

• Deposits may be used to reserve time, begin analysis, prepare delivery, or cover initial project work;
• Prepayments may become non-refundable once work starts;
• Retainers may be non-refundable once the service period begins or time is reserved;
• Milestone payments correspond to the relevant phase of work and may not be refundable after that phase begins or is delivered.

7. Training and coaching sessions

Training and coaching services may require preparation, scheduling, material creation, and time reservation.

If the client cancels or reschedules a training session, VovidaSolutions may apply the cancellation or rescheduling conditions stated in the quote, proposal, invoice, or written agreement.

If no specific cancellation period was agreed, rescheduling will be reviewed case by case depending on preparation already completed and availability.

No refund is guaranteed for missed sessions, late attendance, non-attendance, or failure to participate, unless otherwise agreed in writing or required by law.

8. Certification preparation

Certification preparation services are designed to support learning and preparation. They do not guarantee that a participant will pass any exam or obtain any vendor certification.

No refund is provided solely because a participant does not pass an exam, does not register for an exam, changes exam plans, or is not satisfied with an external certification provider’s decision, unless otherwise required by law or agreed in writing.

9. Demo environment and presales support

Demo environment work may include scenario design, sample data preparation, demo scripts, documentation, environment review, and presales support.

Once this work has started, paid fees are generally non-refundable because the work is customized for the client’s context, audience, platform, and demonstration objective.

10. Private AI server and technical infrastructure services

Private AI server or technical infrastructure services may involve server sizing, software installation, configuration, testing, documentation, and handover.

Refunds are generally not available for work already performed, time spent, third-party costs incurred, server resources ordered, software installed, technical configuration completed, or documentation prepared.

If third-party hosting, software, GPU servers, infrastructure, licenses, or tools are purchased or activated for the client, these costs may be non-refundable depending on the third-party provider’s own terms.

11. Digital deliverables and documentation

Once digital deliverables, documents, reports, templates, configuration notes, training materials, scripts, or technical documentation have been delivered, fees related to those deliverables are generally non-refundable.

If the client believes a delivered item does not match the agreed scope, the client should contact VovidaSolutions promptly so the issue can be reviewed.

12. Client delays or missing information

Refunds are generally not provided where delivery is delayed or limited because the client does not provide required information, access, feedback, approvals, documents, environments, or stakeholder availability.

If a project is blocked due to missing client input, VovidaSolutions may pause the work, revise the timeline, or propose a revised scope.

13. Dissatisfaction and issue resolution

If the client is dissatisfied with a service or deliverable, the client should contact VovidaSolutions with a clear explanation of the issue.

VovidaSolutions may, at its discretion, offer one or more of the following:

• Clarification of the deliverable or recommendation;
• Correction of an error within the agreed scope;
• Reasonable revision where the deliverable does not match the agreed scope;
• Partial credit toward future work;
• Partial refund in exceptional cases.

This does not create a general right to refund for subjective dissatisfaction, changed priorities, internal client decisions, third-party platform limitations, or business outcomes outside VovidaSolutions’ control.

14. How to request a refund review

To request a refund review, contact VovidaSolutions by email:

The request should include:

• Client name and company, if applicable;
• Invoice or quote reference, if available;
• Date of payment;
• Service purchased;
• Reason for refund request;
• Any supporting information relevant to the request.

15. Review time

Refund requests are reviewed manually. VovidaSolutions may request additional information before making a decision.

If a refund is approved, the timing of funds reaching the client may depend on the original payment method, bank processing times, payment provider rules, and any intermediary fees or restrictions.

16. Chargebacks and payment disputes

Clients are encouraged to contact VovidaSolutions first before initiating a chargeback or payment dispute.

If a chargeback or dispute is opened, VovidaSolutions may provide relevant records to the payment provider, including quote requests, email communications, invoices, payment records, accepted terms, project notes, and delivery evidence.

17. Mandatory consumer rights

Nothing in this Refund Policy is intended to limit rights that cannot be limited under applicable mandatory consumer protection laws.

Where the client is a consumer and mandatory law provides specific cancellation, withdrawal, refund, or information rights, those rights will apply as required by law.

18. Changes to this policy

VovidaSolutions may update this Refund Policy from time to time. The updated version will be posted on this page with a revised date.

19. Contact

For questions about this Refund Policy, contact: