Cancellation & Refund Policy
Official terms governing project cancellations, deposit retention, subscription renewals, chargeback prohibitions, and payment gateway settlement rules for RUGABA RAAMATU KYNIGOS SYSTEMS PRIVATE LIMITED (operating commercially as Bear Systems).
DUE TO THE HIGH-PRECISION BESPOKE NATURE OF OUR SOFTWARE ENGINEERING, AI AGENT DEVELOPMENT, ERP IMPLEMENTATION, AND GEOSPATIAL PIPELINES, ALL PAYMENTS, RETAINERS, DEPOSITS, MILESTONE ADVANCES, AND SUBSCRIPTION FEES PAID TO RUGABA RAAMATU KYNIGOS SYSTEMS PRIVATE LIMITED ARE 100% FINAL, ABSOLUTE, AND NON-REFUNDABLE UNDER ALL CIRCUMSTANCES.
1. ABSOLUTE & UNALTERABLE NON-REFUNDABILITY MODEL
1.1 General Principle: RUGABA RAAMATU KYNIGOS SYSTEMS PRIVATE LIMITED operates a strict non-refundable commercial framework across all B2B software engineering, SAP/Odoo/ERPNext deployments, AI agent workflows, and geospatial intelligence services marketed under Bear Systems.
1.2 Finality of Funds: All payments, milestone advances, upfront retainer deposits, subscription fees, and consulting charges paid to RUGABA RAAMATU KYNIGOS SYSTEMS PRIVATE LIMITED are 100% final, non-cancellable, and non-refundable once remitted.
2. CAPITAL COMMITMENT & ENGINEERING BANDWIDTH ALLOCATION
Client acknowledges and agrees that upon invoice settlement, the Company immediately allocates dedicated engineering personnel, GPU compute infrastructure, enterprise cloud tenants, and proprietary software components specifically for Client's engagement. Because these capital and labor expenditures represent immediate, non-recoverable outlays by the Company, no refunds or fee rollbacks can be granted.
3. CANCELLATION PROCEDURE & ACCELERATION OF UNBILLED MILESTONES
3.1 Cancellation Notice: Client may terminate an active Statement of Work (SOW) only by delivering a certified written notice signed by an authorized corporate officer to info@bearsystems.in at least thirty (30) calendar days prior to the effective cancellation date.
4. STRICT PROHIBITION ON DISPUTES & 300% LIQUIDATED DAMAGES
Client covenants that it shall not initiate any credit card chargeback, bank reversal, or payment gateway dispute with Cashfree Payments India Private Limited or any banking partner regarding legitimate fees paid to RUGABA RAAMATU KYNIGOS SYSTEMS PRIVATE LIMITED.
5. CASHFREE DUPLICATE TRANSACTIONS REFUND EXCEPTION WINDOW
The sole and narrow exception to our non-refundable policy applies to verified duplicate transactions resulting directly from technical double-click submit errors occurring on our payment gateway partner, Cashfree Payments India Private Limited.
Client must notify info@bearsystems.in within seven (7) calendar days of transaction occurrence with bank proofs and Cashfree transaction IDs. Verified duplicate funds will be refunded back to the original source instrument within 14 to 30 business days, net of banking processing costs.
6. SUBSCRIPTION RETAINERS & NON-TRANSFERABILITY OF CREDITS
Monthly consulting retainers and managed service subscriptions automatically renew unless cancelled in writing at least 14 days prior to the start of the next billing cycle. Unused engineering hours or API call quotas allocated in a given month expire at cycle end, cannot be rolled over, and possess zero cash value.
7. DISPUTE RESOLUTION & GOVERNING JURISDICTION
This Refunds & Cancellation Policy forms an integral component of our Master Terms of Use. All commercial disputes shall be governed exclusively by the laws of India and settled through binding individual arbitration in New Delhi.