Refund policy

Cognitive AI Agency: Refund & Cancellation Policy

1. Once-Off Setup & Implementation Fees

All deposits, once-off implementation fees, and custom development charges are 100% non-refundable once project kickoff has commenced.

  • This policy is strictly enforced because our team allocates immediate development hours, software architecture planning, server allocations, and proprietary prompt-engineering resources to your project the moment payment is cleared.

  • If a project is cancelled by the client before any development or onboarding work has begun, a partial refund may be issued at the sole discretion of Cognitive AI Agency, minus a 10% administrative and payment-gateway processing fee.

2. Monthly Service Tiers & Retainers

Cognitive AI Agency operating models function as monthly subscription services billed automatically every 30 days.

  • No Retrospective Refunds: Payments made for ongoing monthly optimization, transcript audits, and maintenance retainers are non-refundable. We do not offer pro-rated refunds for partial months or unused service allocations.

  • Cancellation Terms: Clients retain full control over their accounts and may cancel their monthly subscription tier at any time. To prevent the automatic billing of the next cycle, cancellation requests must be submitted at least 7 business days before the next scheduled billing date via email to billing@cognitiveai.agency.

  • Access Post-Cancellation: Upon successful cancellation, service and system maintenance will continue until the end of the current paid billing cycle, after which external API handovers or system disconnects will be finalized.

3. Third-Party Costs & API Usage

Cognitive AI Agency integrates your custom chatbot infrastructure with external Large Language Model (LLM) providers and messaging networks (including, but not limited to, OpenAI, Anthropic, and Meta/WhatsApp Business API).

  • Any token fees, usage overages, subscription costs, or billing disputes originating from these third-party platforms are completely separate from your agency contract and are entirely non-refundable by Cognitive AI Agency.