Refund & Cancellation Policy
Last Updated: November 2, 2026
1. Introduction
At Kaxora AI (“we,” “our,” or “us”), we aim to provide clear service terms and a fair approach to payments, cancellations, and refund requests.
This Refund & Cancellation Policy explains the conditions that apply when a client purchases our AI chatbot development, setup, automation, maintenance, or related services.
By purchasing our services, you acknowledge that you have reviewed this policy and the payment and project terms provided in your quotation, proposal, invoice, or written agreement.
This policy is subject to applicable consumer protection and other relevant laws.
2. Services Covered
This policy applies to services offered by Kaxora AI, which may include:
WhatsApp AI chatbot development and setup.
Website AI chatbot development and integration.
Instagram chatbot and direct message automation.
Facebook Messenger chatbot development.
AI-powered customer support chatbot solutions.
Custom chatbot workflows and business automation.
Chatbot configuration, maintenance, and technical support.
Monthly management or other recurring services, where offered.
The exact services and deliverables included in a project will be described in the relevant quotation or written agreement.
3. Payments & Deposits
Before starting a project, Kaxora AI will provide the client with a quotation or proposal explaining the agreed services, project scope, total price, and payment schedule.
Depending on the project requirements, an advance payment or deposit may be required before work begins. The required amount and any remaining payments will be communicated and agreed upon in advance.
Payments may be arranged as an advance payment, instalments, or project milestones, depending on the agreed project terms.
Accepted Payment Methods
Kaxora AI may accept payments through:
Approved online payment methods.
Bank transfers.
Cash payments, where an in-person payment arrangement has been mutually agreed upon in advance.
Other payment methods specifically agreed upon with the client.
The available payment methods may depend on the client’s location and the payment arrangements agreed for the project.
Clients will receive payment confirmation or a receipt for payments made.
Additional Costs
Unless expressly included in the agreed project price, the client may be responsible for additional expenses such as:
Website hosting and server charges.
Third-party software or platform subscriptions.
AI service and API usage charges.
Messaging or communication platform fees.
Domain, plugin, or other external service costs.
Any additional project-related costs that are known in advance will be communicated to the client where reasonably possible.
Project work will normally begin after the required initial payment has been received and the necessary information, approvals, and access have been provided.
4. Cancellation Before Work Starts
A client may request cancellation before development, configuration, or other project work has started by contacting Kaxora AI in writing through our official contact channel.
Where a cancellation request is received before work begins, payments received will generally be eligible for a refund.
Any applicable non-recoverable payment processing charges or project-specific expenses already incurred may be deducted where they were disclosed or agreed upon and where such deductions are permitted by applicable law.
If no project work has started and no non-recoverable expenses have been incurred, the amount paid will generally be refundable.
We will review the cancellation request and inform the client of the eligible refund amount.
5. Cancellation After Work Starts
If a client requests cancellation after project work has started, the refund amount will depend on the project’s progress and the work and expenses incurred up to the cancellation date.
Kaxora AI may deduct the reasonable value of:
Development and configuration work already completed.
Project tasks or milestones already delivered.
Work performed specifically for the client’s project.
Non-recoverable third-party or project-related expenses.
Other costs that were agreed upon in the project quotation or written agreement.
Where the amount already paid exceeds the value of completed work and applicable expenses, the remaining eligible balance may be refunded.
If the value of completed work and applicable expenses equals or exceeds the amount paid, no additional refund may be due, subject to applicable law and the agreed project terms.
Any completed or partially completed deliverables will be handled according to the project’s agreed terms and applicable intellectual property arrangements.
6. Refund Eligibility
Refund requests will be reviewed according to the project scope, payment records, work completed, expenses incurred, and applicable legal requirements.
A refund may be considered in circumstances such as:
An eligible cancellation before project work has started.
An approved cancellation where the client has paid more than the value of work completed and applicable expenses.
A material failure by Kaxora AI to deliver an agreed service, where an appropriate remedy or refund is required under the project agreement or applicable law.
Other circumstances where a refund is required by applicable law or agreed in writing.
A refund is not automatically guaranteed simply because a client changes their mind after work has been performed or a project milestone has been delivered. Each request will be assessed according to the applicable terms and circumstances.
Nothing in this policy removes any refund or consumer rights that cannot legally be excluded.
7. Non-Refundable Costs and Third-Party Expenses
Some costs may be non-refundable once they have been incurred or paid to an external provider.
These may include:
Third-party software subscriptions.
Hosting or server charges.
AI API usage and processing costs.
Messaging platform charges.
Domain or plugin purchases.
Non-refundable transaction or payment processing fees.
Other approved project-specific expenses.
Where such expenses are the client’s responsibility, they will not normally be refundable by Kaxora AI once incurred or paid to the relevant provider, except where required by applicable law or agreed otherwise in writing.
Clients should review third-party provider terms and charges separately, as those providers operate under their own policies.
8. Monthly Management and Support Cancellation
Where Kaxora AI provides monthly management, maintenance, or ongoing support services, the applicable subscription price, billing date, and included services will be communicated before the service begins.
Clients may request cancellation of a recurring monthly service by contacting us in writing before the next billing date.
Unless a different arrangement is agreed in writing, cancellation will normally take effect at the end of the already paid billing period.
Payments for a billing period that has already started are generally non-refundable, except where a refund is required by applicable law, the service agreement, or an approved written arrangement.
Cancellation of monthly management or support does not automatically cancel separate third-party subscriptions, hosting accounts, messaging services, or software charges managed or owned by the client.
The client remains responsible for cancelling any third-party subscriptions directly with their respective providers.
9. Delays or Incomplete Work Due to Client
Successful project delivery may depend on the client providing accurate business information, required account access, approvals, content, and feedback.
If a project is delayed because the client does not provide the necessary information, access, approvals, or responses, the project timeline may be affected.
Kaxora AI will make reasonable efforts to communicate such delays and identify the outstanding requirements.
If the project remains inactive for an extended period because required client input has not been provided, we may contact the client to agree on revised timelines or next steps.
Any cancellation or refund in such circumstances will be assessed according to the work already completed, expenses incurred, agreed project terms, and applicable law.
10. Changes to Project Scope
A client may request changes or additional features during a project.
Requests that fall outside the original agreed scope may require additional time, a revised quotation, or an additional fee.
Any additional costs or changes to the payment schedule will be communicated to the client for approval before the additional work begins.
Approved changes may affect the project’s delivery timeline and cost.
11. How to Request a Cancellation or Refund
To request a cancellation or refund, the client should contact Kaxora AI through our official Contact Us page.
Please include the following details:
Your name and business name.
The service or project purchased.
The payment date and amount.
Your payment reference or receipt, where available.
The reason for your cancellation or refund request.
We may request additional information to verify the payment or review the project status.
After receiving the request, we will review the relevant details and communicate our decision and any applicable refund amount.
12. Refund Processing
Where a refund is approved, it will normally be issued through the original payment method where reasonably possible.
For cash payments or cases where the original payment method cannot be used, an alternative refund arrangement may be agreed upon with the client.
The time required for a refund to appear may depend on the payment provider, bank, or financial institution involved.
Any applicable deductions will be explained to the client before the refund is processed.
13. Contact Us
For questions about this Refund & Cancellation Policy, or to submit a cancellation or refund request, please contact us through our website.
Kaxora AI
Website: https://aichatbotkaxora.com
Contact Page: https://aichatbotkaxora.com/contact-us/
14. Changes to This Policy
Kaxora AI may update this Refund & Cancellation Policy from time to time to reflect changes in our services, payment arrangements, business practices, or legal requirements.
Any updates will be published on this page with a revised “Last Updated” date.
We encourage clients and website visitors to review this policy periodically.