1. Introduction

This Refund and Cancellation Policy outlines the terms under which refunds and cancellations are processed by Optima Systems Limited (“we,” “our,” or “us”). By engaging our services, you agree to the terms stated in this policy.

2. Cancellation Before Project Start

Clients may request cancellation before the official start of a project.

• Full Refund: A full refund may be issued if cancellation is requested before any work, planning, or resource allocation has begun.
• Partial Refund: If initial consultations, planning, or documentation have been completed, a partial refund may be issued after deducting applicable costs.
• Consultation Fees: Any consultation, research, or strategy fees incurred prior to cancellation are non-refundable.

3. Cancellation During Active Project

If a project is cancelled after work has commenced:

• Milestone Deduction: Charges will apply for all completed milestones as per the agreed project plan.
• Resource Allocation Costs: Costs related to assigned developers, designers, and project managers will be deducted.
• Non-Refundable Work: Development hours, design efforts, and technical work already completed are non-refundable.

Any remaining balance after deductions may be refunded at our discretion.

4. Cancellation After Project Delivery

• No Refund After Approval: Once the project has been delivered and approved by the client, no refunds will be issued.
• Post-Delivery Changes: Any additional changes or enhancements after delivery will be treated as a new project or support request.
• Support Plans: Cancellation of ongoing support or maintenance plans will follow the terms agreed in the support contract.

5. Subscription / Retainer Cancellation

For clients on monthly or ongoing service plans:

• Notice Period: A minimum of 30 days’ written notice is required for cancellation.
• Billing Cycle: Services will continue until the end of the current billing cycle after notice is received.
• No Partial Refunds: No refunds will be issued for partially used service periods.
• Termination of Services: All services will be discontinued after the cancellation period ends unless renewed.

6. General Conditions

• Refunds, if applicable, will be processed using the original payment method.
• Processing times may vary depending on financial institutions.
• Optima Systems Limited reserves the right to evaluate refund requests on a case-by-case basis.

7. Contact Information

Website: https://optimasystems.co/ 

Email: info@optimasystems.com
Support: support@optimasystems.com
Address: Optima Systems Limited, Ghana