Refund Policy

1. Scope of This Refund Policy

This Refund Policy explains how refunds, cancellations, and payment adjustments may be handled for Melkom Systems products and services, including custom software development, web-based applications, business management tools, automation solutions, downloadable software, hosting, maintenance, support, and related technology services.

This Refund Policy should be read together with our Terms and Conditions, Custom Software and Service Terms, and any applicable proposal, quote, invoice, statement of work, service agreement, subscription terms, or written agreement between you and Melkom Systems.

If a separate written agreement, signed proposal, invoice, or statement of work provides different refund or cancellation terms, that separate written document will control for that specific project or service.

2. General Policy

Melkom Systems provides custom technology services that often involve planning, design, development, configuration, testing, communication, and technical work performed specifically for a client. Because this work is time-based and customized, payments for completed work, active work, delivered milestones, setup work, consulting, support, and custom development are generally non-refundable.

Refunds are not automatic. Any refund request will be reviewed based on the type of service, the amount of work completed, the project status, the written agreement between the parties, and applicable law.

We will comply with any refund rights required by applicable law.

3. Custom Software Development and Web Application Projects

For custom software, custom web applications, business management systems, dashboards, internal tools, automation solutions, and similar project-based services:

• Deposits and upfront payments may be used to reserve development time, perform planning, begin project setup, review requirements, design system structure, and start technical work.
• Once work has begun, deposits and payments for work already performed are generally non-refundable.
• Payments for completed milestones, delivered features, approved work, completed setup, consultations, research, design, development, testing, deployment, or support are generally non-refundable.
• If a client cancels a project, Melkom Systems may invoice for work completed, time spent, third-party costs, and any unpaid amounts due up to the cancellation date.
• If a client paid in advance and Melkom Systems determines that a portion of the payment clearly relates to work not yet started or costs not yet incurred, Melkom Systems may, at its discretion or as required by the written agreement, refund or credit that unused portion.
• Change requests, additional features, redesigns, integrations, fixes caused by changed requirements, or work outside the original scope may require additional payment and are not considered grounds for refunding completed work.

4. Cancellations Before Work Begins

If you cancel a custom project before Melkom Systems begins any work, we may review whether a refund is appropriate. Any approved refund may be reduced by payment processing fees, administrative costs, consultation time, discovery time, planning time, third-party charges, or other costs already incurred.

If a proposal, invoice, statement of work, or written agreement states that a deposit is non-refundable, the non-refundable deposit terms will apply unless applicable law requires otherwise.

5. Client Delays, Incomplete Information, and Paused Projects

Projects may require timely communication, approvals, access credentials, content, data, decisions, testing feedback, or other information from the client.

Refunds generally will not be issued because of delays caused by missing information, lack of client response, delayed approvals, changed business needs, incomplete requirements, or a client’s decision to pause or discontinue a project after work has started.

If a project becomes inactive because the client does not respond or provide required information, Melkom Systems may pause the project, close the project, or invoice for completed work according to the applicable agreement.

6. Downloadable Software and Licensed Programs

If Melkom Systems offers downloadable software, installers, licensed tools, desktop applications, mobile applications, or similar programs in the future, the refund terms for that specific product may be shown on the product page, checkout page, invoice, EULA, license agreement, or product documentation.

Unless a product-specific refund policy states otherwise, downloadable software purchases are generally non-refundable after the software has been downloaded, activated, licensed, or made available, except where required by law or where Melkom Systems determines that the software cannot reasonably function as described and the issue cannot be resolved after reasonable troubleshooting.

If a free trial, demo, limited-access version, or evaluation period is offered, customers are expected to use that opportunity to evaluate whether the software meets their needs before purchasing.

7. Subscriptions, Hosting, Maintenance, and Support

If Melkom Systems offers subscriptions, hosting, maintenance plans, support plans, software-as-a-service access, or recurring services:

• You may cancel future renewals according to the cancellation method provided for that service.
• Cancellation stops future billing but does not automatically create a refund for the current billing period.
• Monthly, annual, or recurring service fees are generally non-refundable once the billing period has started, unless the applicable plan or written agreement states otherwise.
• Unused time, unused support hours, or unused access during a billing period may not be refundable unless stated in writing.

8. Third-Party Fees and Costs

Some projects or services may involve third-party products or services, such as hosting providers, domains, SSL certificates, APIs, cloud services, email services, payment processors, plugins, software licenses, hardware, templates, stock assets, or contractor/vendor services.

Third-party fees, pass-through expenses, payment processing fees, licensing fees, domain fees, hosting fees, hardware costs, and vendor costs are generally non-refundable unless the third party provides a refund and the refund can be passed back to you.

9. Taxes and Payment Processing Fees

Refunds, when approved, may be reduced by non-refundable payment processing fees, bank fees, administrative fees, taxes, or third-party charges, unless prohibited by applicable law.

If sales tax or other taxes were collected and a refund is issued, tax treatment will be handled as required by applicable tax rules and the payment processor or invoicing system used.

10. Chargebacks and Payment Disputes

Before filing a chargeback or payment dispute, please contact Melkom Systems so we can review the issue and attempt to resolve it.

Improper chargebacks, reversed payments, or disputed charges for valid invoices, completed work, delivered services, or active subscriptions may result in suspension of services, account restrictions, project pause, collection efforts, or termination of access, to the extent permitted by law and applicable agreements.

11. How to Request a Refund

To request a refund or payment review, email us at hello@melkomsystems.com with the following information:

• Your name and business name, if applicable
• Your email address and phone number
• Invoice number, order number, or project name
• Date and amount of payment
• A clear explanation of the refund request
• Any supporting details, screenshots, or documents

12. Review of Refund Requests

Melkom Systems will review refund requests in good faith. We may ask for additional information before making a decision.

If a refund is approved, the refund will generally be issued to the original payment method when possible. Processing times may vary depending on the payment processor, bank, or card issuer.

Approval of one refund does not guarantee approval of future refunds.

13. No Guarantee of Business Results

Melkom Systems may build tools, applications, websites, automations, and systems intended to help clients manage operations, improve workflows, track information, or support business activities.

However, we do not guarantee specific business results, revenue, savings, sales, productivity improvements, legal compliance outcomes, or operational outcomes. Refunds will not be issued solely because a client does not achieve a desired business result unless a written agreement specifically states otherwise.

14. Changes to This Refund Policy

We may update this Refund Policy from time to time. When we update it, we will revise the “Last updated” date at the top of this page.

The updated version will be effective when posted unless otherwise stated.

15. Contact Us

If you have questions about this Refund Policy or would like to request a refund review, please contact us at:

Melkom Systems California, United States Email: hello@melkomsystems.com