Refund Policy

01Overview

This Refund Policy ("Policy") governs all refund requests made to Amatrons Technologies Pvt Ltd ("Company", "We", "Us", or "Our") by clients who have engaged our patient acquisition, digital marketing, website development, WhatsApp automation, and related services.

This Policy is incorporated into and forms part of our Terms and Conditions. By signing a Service Agreement or Statement of Work ("SOW") and making any payment to Amatrons Technologies Pvt Ltd, you confirm that you have read, understood, and agreed to this Refund Policy in full.

This Policy has been prepared in accordance with the Consumer Protection Act, 2019, the Indian Contract Act, 1872, and applicable provisions of the Information Technology Act, 2000. Our services are provided exclusively to businesses (B2B) — specifically private skin and hair clinics in Delhi NCR — and this Policy is framed accordingly.

02The 7-Day Refund Window

The refund window of 7 calendar days begins on the date the Service Agreement or SOW is signed by both parties AND the first payment (setup fee or initial retainer) is received by Amatrons Technologies Pvt Ltd — whichever is later.

After this 7-day period expires, all payments made to Amatrons Technologies Pvt Ltd become final and non-refundable. This applies irrespective of:

• Whether any deliverable has been partially or fully completed
• Whether the client's circumstances have changed
• Whether the client's business has been sold, closed, or restructured
• Whether the client decides to pursue a different marketing strategy
• Whether the client is dissatisfied with interim results (results take 30–45 days to develop)
• Whether the client fails to provide required information needed to proceed with work

03Eligible Refund Conditions

A refund request submitted within the 7-day window may be considered only if all of the following conditions are simultaneously met:

Even where all conditions above are met, Amatrons Technologies Pvt Ltd reserves the right to deduct any costs already incurred (including internal preparation time, discovery sessions, and third-party expenses) from the refund amount before processing. The remaining balance will be refunded after such deductions.

04Non-Refundable Situations

The following situations are strictly non-refundable under all circumstances, regardless of whether the request is made within or outside the 7-day window:

05Setup Fee Policy

The one-time setup fee covers the cost of discovery, planning, system architecture design, website development, booking system integration, WhatsApp automation setup, staff onboarding, and project management.

If a refund is requested within the 7-day window and work has not yet commenced in any meaningful way, a partial refund of the setup fee may be considered after deducting:

• Any third-party costs incurred (domain registration, hosting accounts, tool setups)
• An administrative processing fee of ₹5,000 + GST for agreement preparation, onboarding documentation, and bank transfer charges
• Any discovery session, consultation, or audit time already invested at a rate of ₹2,500 + GST per hour

The decision on whether work has commenced and the calculation of deductible amounts rests solely with Amatrons Technologies Pvt Ltd, whose determination shall be final.

06Monthly Retainer Policy

Monthly retainer fees cover ongoing services including lead optimisation, follow-up automation management, Google Ads management, system improvements, and monthly reporting. These fees are charged in advance at the beginning of each calendar month.

• Monthly retainer fees are non-refundable once the billing month has commenced, regardless of the date within the month that a cancellation request is received
• A client who cancels on the 5th of a month will not receive a refund for the remaining days of that month
• Cancellation must be submitted in writing with a minimum of 30 days' notice as per our Terms and Conditions
• The final month's retainer fee will be charged for the notice period month regardless of whether the client uses the services during that period
• No credit notes, carry-forward credits, or equivalent value arrangements will be offered as an alternative to cash refunds

07Google Ads & Advertising Spend

Accordingly, Amatrons Technologies Pvt Ltd has no responsibility for, and cannot process any refund related to, Google Ads spend under any circumstances. Any refund of unused advertising credit must be claimed directly from Google in accordance with Google's billing policies.

Our management fee for Google Ads campaign setup and optimisation is a service fee — not an advertising spend — and is governed by the same 7-day refund policy applicable to all our services.

08Partial Work Deductions

In the event that a refund request is received within the 7-day window but work has already commenced, Amatrons Technologies Pvt Ltd will assess the volume of work completed and deduct the proportionate value of work done from any refundable amount.

Work valuation for deduction purposes will be based on:

All deduction assessments are made at the sole discretion of Amatrons Technologies Pvt Ltd. Our assessment of work completed shall be final and conclusive. Any remaining balance after deductions will be refunded within the timelines specified in Section 10.

09How to Request a Refund

To submit a valid refund request, you must follow this exact process:

Requests that do not meet the above requirements or are submitted outside the 7-day window will be declined. Amatrons Technologies Pvt Ltd will acknowledge receipt of a valid refund request within 2 business days.

10Refund Processing Timeline

Upon receiving a valid refund request that meets all eligibility criteria:

Refunds will be processed via the same payment method used for the original transaction (bank transfer to original account, UPI reversal, etc.). Amatrons Technologies Pvt Ltd shall not be responsible for delays caused by banking systems, intermediaries, or payment gateways.

All approved refund amounts will be net of any deductions as described in Section 8, and will be exclusive of GST (which is non-refundable once a GST invoice has been issued).

11Disputes & Chargebacks

Amatrons Technologies Pvt Ltd takes a firm position against unjustified payment disputes or chargebacks initiated with banks or payment providers by clients who have not followed the refund process outlined in this Policy.

We will vigorously contest any unjustified chargebacks by submitting our signed agreement, work records, communication logs, and delivery evidence to the relevant financial institution.

Any genuine payment dispute must first be raised directly with Amatrons Technologies Pvt Ltd at business@amatrons.com and given a minimum of 15 business days to be reviewed and resolved before any external dispute process is initiated.

12Company's Right to Withhold Payment

Amatrons Technologies Pvt Ltd expressly reserves the right to withhold any refund, in full or in part, in the following circumstances:

• The client has any outstanding invoices, fees, or charges owed to Amatrons Technologies Pvt Ltd
• The client has breached any provision of our Terms and Conditions or this Refund Policy
• The client has initiated a chargeback or payment reversal prior to or during the refund review process
• The client has used, copied, or implemented any work, strategy, content, or system deliverable created by Amatrons Technologies Pvt Ltd, even in part
• The client has shared, disclosed, or distributed any confidential proprietary information, strategy documents, or system designs created by us to any third party
• The refund request contains materially false or misleading information
• Granting a refund would, in Amatrons Technologies Pvt Ltd's reasonable assessment, result in a financial loss to the company after accounting for all costs incurred

The right to withhold payment described in this section is in addition to, and does not limit, any other rights and remedies available to Amatrons Technologies Pvt Ltd under Indian law.

13Force Majeure

Amatrons Technologies Pvt Ltd shall not be liable to issue any refund where its inability to deliver services is caused by circumstances beyond its reasonable control, including but not limited to:

• Natural disasters, floods, earthquakes, or other acts of God
• Pandemic, epidemic, or government-declared public health emergencies
• Government orders, regulatory changes, or legislative actions that prohibit or restrict service delivery
• Internet infrastructure failure, widespread platform outages, or cyberattacks on third-party platforms
• Strikes, lockouts, or industrial action affecting key service providers

In force majeure situations, Amatrons Technologies Pvt Ltd will make reasonable efforts to resume services as soon as possible. Where services cannot be resumed, we will offer a service credit for the affected period. No cash refund will be issued for force majeure-related service interruptions.

14Governing Law

This Refund Policy is governed by and construed in accordance with the laws of India, including the Consumer Protection Act, 2019, and the Indian Contract Act, 1872. Any disputes arising from or related to this Policy shall be subject to the exclusive jurisdiction of the courts in New Delhi, India.

Any dispute that cannot be resolved through direct negotiation shall be referred to arbitration in accordance with the Arbitration and Conciliation Act, 1996, with the seat of arbitration being New Delhi. The arbitration shall be conducted in English. The award of the arbitrator shall be final and binding on both parties.

Nothing in this Policy limits Amatrons Technologies Pvt Ltd's right to seek emergency injunctive or other equitable relief from a competent court to protect its business interests.

15Contact Us

For any questions regarding this Refund Policy, or to initiate a refund request, please contact us through the appropriate channel: