Refund & Cancellation
Last Updated: 19 October 2026
Website: https://cogitaxis.com
1. Introduction
This Refund & Cancellation Policy explains how Cogitaxis Consultancy Services Private Limited (“Cogitaxis”, “we”, “us”, or “our”) handles cancellations, refund requests, subscription payments, and project cancellations.
We provide digital marketing services, AI-powered solutions, WhatsApp chatbot development, software subscriptions, website design, and web and application development.
This policy applies to services and products purchased through our website, subscription checkout, invoices, quotations, or other authorised sales channels.
Please read this policy before purchasing a service or subscription. By making a purchase, you acknowledge this policy, subject to your rights under applicable law.
2. General Refund Principles
Refund eligibility depends on the type of service purchased, the work already performed, the status of service activation, and the circumstances of the request.
Our general principles are:
- We review refund requests fairly and on their individual merits.
- Fees for completed and delivered work are generally non-refundable, subject to applicable law and the terms of the relevant agreement.
- Unused subscription time is generally not refundable unless an exception applies.
- Payments for services not commenced may qualify for a refund, subject to any agreed, documented, non-recoverable costs.
- Verified duplicate payments, incorrect charges, and eligible failed transactions will be investigated and corrected.
- Nothing in this policy limits any refund, cancellation, or consumer right that cannot legally be excluded.
3. Subscription-Based Digital Marketing Services
This section applies to recurring services such as:
- Search Engine Optimisation (SEO).
- Search Engine Marketing (SEM) and PPC management.
- Social media marketing and account management.
- Content marketing and digital marketing retainers.
- Local SEO, reputation management, and related marketing services.
3.1 Monthly Subscription Fees
Monthly service fees are payable in advance for the agreed service period.
Once work has commenced during a billing period, the fee for that period is generally non-refundable. This reflects the professional time, resources, planning, execution, and deliverables allocated to the engagement.
However, if Cogitaxis has not commenced any agreed work within seven calendar days after the start of the paid service period, you may request a refund for that period, provided the delay is attributable to Cogitaxis and is not caused by missing client information, access, approvals, or other client-side dependencies.
We will investigate the request and provide an appropriate remedy where the stated conditions are met.
3.2 Cancellation of Monthly Services
You may request cancellation by emailing info@cogitaxis.com.
Please submit your request at least seven calendar days before the next scheduled billing date to allow time for processing.
Cancellation will ordinarily take effect at the end of the current paid billing period. It prevents future renewals but does not automatically entitle you to a refund for the current period.
If a cancellation request is received too close to the renewal date for an already-authorised payment to be stopped, please contact us promptly. We will review the circumstances and any applicable payment or legal requirements.
3.3 Marketing Performance and Results
SEO, advertising, social media marketing, and other digital marketing services involve factors outside our direct control.
We do not guarantee specific keyword rankings, website traffic, lead volumes, sales, revenue, advertising returns, or other marketing outcomes unless expressly agreed in writing.
A refund will not ordinarily be granted solely because a campaign has not achieved a particular ranking, traffic level, lead volume, or sales target within a specified period.
This provision does not exclude remedies for services that were not provided as agreed or for other circumstances where a remedy is required by law.
4. AI Chatbot and Software Subscriptions
This section applies to subscription-based products and services offered by Cogitaxis, including WhatsApp AI chatbots, AI automation tools, and other digital software products such as WaLingo where applicable.
4.1 Subscription Activation
Subscriptions may provide immediate access to digital features, account resources, integrations, or usage allowances after payment.
Once a subscription has been successfully activated and made available as described in the applicable plan, its fee is generally non-refundable for the current billing period.
Not using the service, changing your mind, or failing to use all included allowances does not automatically qualify you for a refund.
4.2 First-Time Subscription Technical Failure
If you purchase a subscription and the service cannot be activated or used because of a verified technical failure directly attributable to Cogitaxis, contact us within seven calendar days of the initial payment.
We will investigate and, where appropriate, attempt to resolve the issue within a reasonable period.
If the issue cannot be resolved within a reasonable period, we may provide an appropriate refund or other remedy, depending on the circumstances and applicable law.
This provision does not apply automatically to issues caused by unsupported devices, incorrect customer configuration, third-party restrictions, or customer-side failures. Such cases will be assessed individually.
4.3 Subscription Renewals
Recurring subscriptions will renew only in accordance with the billing terms disclosed at purchase and the applicable payment authorisation.
A renewal payment is not automatically refundable merely because you forgot to cancel.
However, if you believe that a renewal was unauthorised, processed incorrectly, or charged after an effective cancellation, contact us promptly. We will investigate the transaction and arrange any correction or refund that is appropriate or required.
4.4 Annual Subscriptions
Annual subscription plans may have different pricing and refund conditions from monthly plans.
Unless the relevant plan or a written agreement expressly provides a prorated refund, unused months of an annual subscription are generally not refundable after activation.
Where a refund is expressly available, the applicable plan terms will specify the calculation and eligibility conditions.
4.5 AI Usage, Credits, and Add-ons
Additional AI credits, message allowances, API usage, paid add-ons, or other consumable digital resources may be non-refundable once used or activated, as disclosed in the relevant plan.
Unused credits do not automatically qualify for a refund or rollover.
If credits were deducted incorrectly because of a verified technical error, contact us with the relevant transaction details. We will investigate and, where appropriate, restore the credits, issue an adjustment, or provide another suitable remedy.
5. WhatsApp Chatbot Development and Custom AI Projects
This section applies to custom WhatsApp chatbot development, AI agent development, automation workflows, API integrations, and other project-based AI services.
5.1 Cancellation Before Work Begins
If you cancel a project before Cogitaxis has commenced work, you may request a refund of the advance payment.
Any deduction must relate to applicable, documented, non-recoverable third-party expenses already incurred on your behalf, where such deductions are permitted by the agreed terms and applicable law.
5.2 Cancellation After Work Begins
If you cancel after work has commenced, we will assess the work completed up to the effective cancellation date.
Fees attributable to completed work, approved milestones, and agreed non-recoverable expenses may be deducted from the advance payment, subject to the project agreement and applicable law.
Any eligible balance will be refunded.
5.3 Completed or Delivered Projects
Once a project has been completed and delivered in accordance with the agreed scope, its fees are generally non-refundable.
This does not prevent a customer from seeking an appropriate remedy for material defects, agreed deliverables that were not supplied, or other circumstances covered by the project agreement or applicable law.
5.4 Scope Changes and Delays
If you request additional features, changes, or integrations after approving the original scope, additional fees and revised delivery timelines may apply.
Delays caused by missing requirements, access credentials, content, approvals, or third-party dependencies do not automatically qualify for a refund.
We will assess significant delays attributable to Cogitaxis in accordance with the project agreement and applicable law.
6. Website Design, Web Development, and Application Development
This section applies to website design, website development, e-commerce projects, mobile and web applications, and custom software development.
6.1 Advance Payments
Advance payments are used to allocate resources and commence project work.
If you cancel before work begins, an eligible refund may be issued in accordance with Section 5.1.
Once work has commenced, the refund will be assessed based on completed work, agreed milestones, and eligible expenses.
6.2 Milestone Payments
Where a project is divided into milestones, payments for completed milestones are generally non-refundable once the corresponding deliverables have been supplied in accordance with the agreement.
Payments for future milestones that have not commenced may be refundable, less any applicable documented, non-recoverable expenses, subject to the project agreement and applicable law.
6.3 Design Approvals and Revisions
The agreed proposal or statement of work will specify the number of revisions and the scope of design changes included.
Requests that exceed the agreed revision allowance or materially change the original requirements may incur additional charges.
Dissatisfaction with a design preference alone does not automatically qualify for a refund where the agreed work has been performed. This does not affect remedies for material non-conformity or other legally recognised claims.
6.4 Delivered Websites and Applications
Fees for completed and delivered websites, applications, or software are generally non-refundable.
If a material technical defect prevents a deliverable from meeting the agreed specifications, please notify us with sufficient details to investigate. We will assess the issue and determine an appropriate correction or other remedy under the project agreement and applicable law.
6.5 Third-Party Licences and Expenses
Domain registration, hosting, premium themes, plugins, software licences, external APIs, and other third-party expenses may be subject to the provider’s own refund terms.
Where these costs have already been incurred on your behalf and are non-recoverable, they may be excluded from a project refund where permitted by the agreement and applicable law.
7. Advertising Budgets and Third-Party Charges
Advertising spend on Google Ads, Meta Ads, and other platforms is separate from Cogitaxis’s management fee unless expressly stated otherwise.
7.1 Advertising Spend Already Used
Amounts already spent on advertising or charged by an advertising platform are generally not refundable by Cogitaxis.
Requests for refunds of platform charges must be handled in accordance with the relevant platform’s policies.
7.2 Unused Advertising Funds
Where an advertising budget remains unused, we will reconcile the account and identify the balance attributable to the customer.
Any eligible unused amount held by Cogitaxis will be returned or settled in accordance with the applicable agreement.
Amounts held directly by a third-party platform are subject to that platform’s payment and refund procedures.
7.3 Third-Party Services
Fees charged by WhatsApp, Meta, Google, hosting providers, AI model providers, payment processors, and other external services are subject to the relevant provider’s terms.
Cogitaxis cannot guarantee that an external provider will approve a refund.
We will assist with clarification or documentation where reasonably necessary and where the applicable engagement includes such assistance.
8. Non-Refundable Circumstances
Subject to applicable law and the exceptions in this policy, refunds will generally not be available for:
- Subscription periods that have already been provided or made available as agreed.
- Completed work or milestones delivered in accordance with the agreed scope.
- Unused subscription time or unused usage allowances where the applicable plan excludes refunds.
- Marketing results not meeting expectations where the agreed services were performed.
- Change of mind after a service has commenced or digital access has been activated.
- Customer-side delays, incomplete information, or failure to provide necessary approvals.
- Third-party charges that have already been incurred and cannot be recovered.
- Services suspended because of a customer’s material breach of applicable terms, subject to the agreement and applicable law.
These exclusions do not apply where a refund or other remedy is required by law, where a payment was incorrectly collected, or where we expressly agree otherwise in writing.
9. Duplicate Payments and Failed Transactions
If your bank account or payment method is charged more than once for the same purchase, contact us with the relevant transaction references.
If a payment is deducted but the subscription or service is not activated, please provide the payment reference and the registered email address used for the transaction.
We will verify the payment status with the relevant payment provider.
Where a duplicate charge or eligible failed transaction is confirmed, we will arrange the appropriate correction or refund.
If a transaction is still pending or has not been confirmed by the payment provider, the resolution may depend on the provider’s investigation and settlement process.
10. How to Request a Refund
To request a refund, email us at info@cogitaxis.com with the subject line “Refund Request”.
Please include:
- Your full name or business name.
- Your registered email address and contact number.
- The service or subscription purchased.
- The date and amount of payment.
- The transaction reference or payment ID.
- A brief explanation of the reason for the request.
- Supporting information, such as screenshots or relevant correspondence, where applicable.
Please do not send complete payment-card numbers, passwords, or other unnecessary sensitive information.
We may request additional information reasonably necessary to verify the transaction or investigate the issue.
11. Refund Review and Processing
We aim to acknowledge refund requests within three business days.
The time required to investigate a request will depend on its complexity, the information supplied, and any necessary third-party verification.
Once a refund is approved, we will initiate it through the original payment method wherever practicable.
Refunds are generally expected to be processed within 7–10 business days after approval. The actual time for the funds to appear may depend on the bank, card issuer, UPI provider, or payment gateway.
If a refund is delayed beyond the expected period, contact us with the original transaction reference.
Any mandatory statutory deadline or payment-provider requirement will take precedence over the indicative timelines in this section.
12. Cancellation of Future Payments
You may request cancellation of an ongoing subscription by emailing info@cogitaxis.com or using the cancellation method specified by the relevant product.
Cancellation will stop future renewals in accordance with the applicable subscription terms and payment authorisation.
Cancellation does not automatically refund a payment already processed for the current billing period.
Where a recurring payment mandate is involved, cancellation of the subscription and cancellation of the payment mandate may require separate steps, depending on the payment method. We will provide reasonable guidance where applicable.
Please retain any cancellation confirmation for your records.
13. Chargebacks and Payment Disputes
If you believe a payment was incorrect, duplicated, or unauthorised, please contact us so that we can investigate.
You may also contact your bank, payment provider, or other competent authority as appropriate.
We will not treat a good-faith billing dispute as an automatic breach of this policy. All disputes will be reviewed based on the available evidence and applicable requirements.
14. Changes to This Policy
We may update this policy to reflect changes in our services, payment processes, or applicable legal requirements.
The latest version will be published on this page with its updated date.
Any change will apply subject to applicable law and will not retrospectively remove rights that have already accrued.
15. Contact Information
For refund requests, subscription cancellations, billing questions, or complaints, contact:
Cogitaxis Consultancy Services Private Limited
Website: https://cogitaxis.com
Email: info@cogitaxis.com
Phone: +91 98405 01429
Address: 15A, First Floor, 5th Street, Meenakshi Nagar, Madipakkam, Chennai, Tamil Nadu – 600091, India.
Please include your order or transaction reference to help us resolve your request efficiently.
16. Governing Law
This policy is governed by the laws of India.
Any dispute will be handled in accordance with the applicable agreement and relevant Indian law. Nothing in this policy restricts any statutory consumer right or access to a competent dispute-resolution forum.