Refund Policy

1. Overview

At Unified Data Indexing, we are committed to delivering high-quality data processing, digitization, indexing, and record management services that meet or exceed our clients' expectations. We understand that circumstances may arise where a client needs to request a refund or credit, and we have established this Refund Policy to provide clear guidelines for how such requests are handled.

This Refund Policy applies to all services provided by Unified Data Indexing, including but not limited to Records Digitization, Database Record Indexing, Accuracy Verification Audits, Data Cleansing, and Report Generation Support. This policy should be read in conjunction with our Terms of Service, which govern the overall relationship between the Company and the Client.

We encourage all clients to carefully review this policy before engaging our services. If you have any questions about our refund practices, please contact us before proceeding with a service agreement.

2. Cancellation Before Work Commences

If a Client wishes to cancel a service engagement before the Company has commenced substantive work on the project, the following terms apply:

2.1 Full Refund Period

Cancellation requests received within seventy-two (72) hours of the execution of the Service Agreement or Statement of Work, and before any substantive processing work has begun, will receive a full refund of all deposits and fees paid. "Substantive work" includes but is not limited to the commencement of data scanning, indexing, processing, or any other operational task outlined in the SOW.

2.2 Administrative Fee After 72 Hours

Cancellation requests received after the initial 72-hour period but before substantive work has commenced will be subject to an administrative fee of 10% of the total project fee, or $250, whichever is greater. This fee covers the costs associated with project planning, resource allocation, scheduling, and administrative preparation that the Company has undertaken in anticipation of the engagement.

3. Cancellation After Work Has Commenced

Once substantive work has commenced on a project, the following refund terms apply:

3.1 Prorated Billing

If a Client cancels a project after work has begun, the Client shall be responsible for payment of all work completed up to the date of cancellation, calculated on a prorated basis. The Company will provide a detailed accounting of all work performed, including the percentage of the project completed, hours expended, and resources utilized.

3.2 Partial Refund Calculation

Any refund due will be calculated as follows: Total fees paid minus (total project fee multiplied by the percentage of work completed) minus any applicable administrative fees. If the amount owed for work completed exceeds the fees already paid, the Client shall be responsible for paying the difference within thirty (30) days of receiving the final accounting.

3.3 Delivery of Completed Work

In the event of cancellation after work has commenced, the Company shall deliver to the Client all work product completed up to the date of cancellation, in the format specified in the original SOW. The Client shall have full rights to use the delivered work product in accordance with the intellectual property provisions of the Terms of Service.

4. Quality-Related Refund Requests

If a Client believes that the deliverables provided by the Company do not meet the quality standards or specifications outlined in the applicable Service Agreement or SOW, the following process applies:

4.1 Quality Review Period

Upon delivery of the final deliverables, the Client shall have a quality review period of fourteen (14) business days to review the deliverables and identify any quality issues, errors, or deviations from the agreed-upon specifications. Quality concerns must be documented in writing and submitted to the Company within this review period.

4.2 Remediation Process

Upon receipt of a documented quality concern, the Company shall conduct an internal review within five (5) business days. If the Company determines that the deliverables do not meet the agreed-upon specifications, the Company shall, at its option, either: (a) re-process the affected portions of the project at no additional cost to the Client; or (b) provide a partial refund proportional to the deficient portion of the deliverables.

4.3 Independent Verification

If the Client and the Company cannot agree on whether the deliverables meet the specified quality standards, either party may request an independent third-party review. The cost of such review shall be shared equally between the parties. The findings of the independent review shall be binding on both parties for the purpose of determining any refund obligation.

4.4 Accuracy Guarantee

For services that include accuracy verification (Professional and Enterprise tiers), the Company guarantees an accuracy rate of 99.8% or higher. If an independent verification determines that the accuracy rate falls below this threshold, the Company shall re-process the affected data at no additional cost, or provide a proportional refund at the Client's election.

5. Non-Refundable Items

The following fees and charges are non-refundable under all circumstances:

• Consultation Fees: Any fees charged for initial consultations, assessments, or scoping exercises conducted prior to the execution of a Service Agreement, where such consultations are separately priced and agreed upon.
• Rush Processing Surcharges: Additional fees charged for expedited processing or delivery timelines are non-refundable once the expedited work has commenced, as these fees compensate the Company for the reallocation of resources and disruption to existing project schedules.
• Custom Development Costs: Fees associated with the development of custom tools, templates, or processing workflows specifically created for the Client's project are non-refundable once development has been completed, regardless of whether the Client subsequently uses these customizations.
• Third-Party Costs: Any third-party costs incurred by the Company on behalf of the Client, including but not limited to specialized software licenses, external scanning services, courier fees for document transportation, or third-party storage fees, are non-refundable.
• Completed and Accepted Work: Any work product that has been delivered to the Client and accepted (either expressly or by the passage of the quality review period without objection) is considered complete and non-refundable.

6. Refund Processing

All approved refunds will be processed according to the following guidelines:

6.1 Processing Timeline

Approved refunds will be processed within fifteen (15) business days of the approval date. Refunds will be issued using the same payment method used for the original transaction, unless an alternative arrangement is agreed upon in writing.

6.2 Refund Notification

The Client will receive written confirmation of the refund amount and processing details via email. The confirmation will include a breakdown of the refund calculation, any applicable deductions, and the expected timeline for the funds to appear in the Client's account.

6.3 Bank Processing Times

Please note that while the Company will initiate the refund within the stated timeline, the actual time for the refund to appear in the Client's account may vary depending on the payment method and the processing times of the Client's financial institution. Wire transfers typically take three to five (3-5) business days, while credit card refunds may take five to ten (5-10) business days to appear on the Client's statement.

7. How to Request a Refund

To initiate a refund request, please follow these steps:

1. Prepare a written refund request that includes your company name, project reference number, the date of the original service agreement, and a detailed explanation of the reason for the refund request.
2. If the refund request is related to quality concerns, include specific documentation of the issues identified, including examples, error counts, and any relevant supporting materials.
3. Submit your refund request via email to support@unifieddataindexing.com with the subject line "Refund Request - [Your Company Name] - [Project Reference Number]".
4. You will receive an acknowledgment of your request within two (2) business days. A dedicated representative will be assigned to review your request and communicate with you throughout the process.
5. The review process typically takes five to ten (5-10) business days, depending on the complexity of the request and the need for any additional information or documentation.

8. Dispute Resolution

If you are dissatisfied with the outcome of your refund request, you may escalate the matter through the following channels:

8.1 Internal Escalation

You may request that your refund case be escalated to a senior manager by contacting compliance@unifieddataindexing.com. The senior manager will conduct an independent review of your case and provide a final determination within ten (10) business days.

8.2 External Resolution

If the internal escalation process does not resolve the dispute to your satisfaction, both parties agree to submit the dispute to mediation or binding arbitration as outlined in the Dispute Resolution provisions of our Terms of Service. The Company is committed to resolving all disputes in a fair and transparent manner.

9. Modifications to This Policy

The Company reserves the right to modify this Refund Policy at any time. Any changes will be effective immediately upon posting of the revised policy on our website. The revised policy will apply to all service agreements entered into after the date of the revision. Existing service agreements will continue to be governed by the version of the Refund Policy that was in effect at the time the agreement was executed, unless the Client expressly agrees to the updated terms.

We encourage clients to review this Refund Policy periodically to stay informed of any changes. Significant changes to this policy will be communicated to existing clients via email notification.