Refund & cancellation policy
Clear terms governing consulting sprints, continuous optimization retainers, API integration deliverables, and project cancellations for RapidCore Systems LLC.
This policy outlines the financial terms and cancellation procedures applicable to all professional services, architectural assessments, AI workflow integrations, and continuous system optimization agreements executed with RapidCore Systems LLC.
By approving a statement of work (SOW) or subscribing to an ongoing retainer, you agree to the milestone verification criteria, notice intervals, and settlement procedures described herein.
Scheduled Engineering Sprints: Custom engineering and architecture sprints require dedicated resource allocation. Notice to reschedule or pause an active sprint must be submitted in writing at least 14 business days prior to the sprint commencement date.
Discovery & Initial Deposits: Initial deposits allocated to technical discovery, environment provisioning, and architecture modeling become non-refundable once the discovery engagement kickoff meeting has been executed.
3. Monthly & annual retainers
Rules governing automated recurring billing cycles, service termination, and monitoring transitions.
Billing cycle termination
Ongoing maintenance and optimization retainers renew on a recurring monthly or annual basis. You may cancel your subscription at any time prior to your next billing renewal date via the client portal or written request.
Service access & cessation
Upon submitting a valid cancellation request, retainer services, API telemetry monitoring, and prioritized engineer access remain operational through the end of the paid billing cycle without mid-term disruption.
4. Refund eligibility criteria
Classification of deliverable statuses, financial adjustments, and non-refundable categories.
Engagements terminated during initial discovery prior to technical architecture delivery receive a prorated refund based on unbilled sprint days minus incurred setup costs.
- Discovery phase cancellation before milestone 1 sign-off
- Prorated retainer adjustments for unused monitoring periods
- Overpayments due to billing platform synchronization errors
Adjustments applied directly to the account balance for deployment rescheduling, technical scope revisions, or unfulfilled SLA maintenance uptime.
- Scheduled deployment pauses requested 14+ business days in advance
- Platform downtime exceeding guaranteed uptime agreements
- Reallocated engineering hours toward next sprint cycle
Direct costs and finalized deliverables already deployed, completed sprint cycles, or dedicated third-party software pass-through expenses.
- Completed and approved custom AI and API integration sprints
- Third-party API provisioning and model inference compute costs
- Non-refundable initial technical environment provisioning deposits
5. Cancellation & dispute resolution process
Follow these sequential steps to initiate an account cancellation or request a deliverable review.
Submit formal notice
Send a written cancellation notice through the client portal or via direct email to our legal desk with your master services agreement identifier.
Verification & account review
Our team reviews active sprint deliverables, open milestones, and computational resource usage within 3 to 5 business days.
Final accounting statement
A finalized settlement statement is generated detailing completed billable hours, non-refundable pass-through fees, and any eligible credit balance.
Settlement & offboarding
Approved credits or refunds are returned via the original payment method within 7 to 10 business days, followed by secure repository handoff.
Questions regarding your statement or account status?
Our compliance and client billing team is available Monday through Friday (9:00 AM to 6:00 PM EST) to provide billing reconciliations, sprint adjustments, and contract reviews.