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Refund Policy

​Last Updated: December 25, 2025

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At CivicByte Solutions, we strive to provide high-quality technology solutions and consulting services to our public sector partners. Because our work involves custom software development, professional consulting, and integration services, our refund policy is structured to reflect the nature of these professional engagements.

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1. Professional Services and Consulting

Most of our engagements are governed by a specific Statement of Work (SOW) or Master Service Agreement (MSA).

  • Work-in-Progress: Fees for professional services, consulting hours, and custom development are generally non-refundable once the work has been performed.

  • Milestone Payments: If a project is structured with milestone payments, refunds will not be issued for milestones that have already been reached and approved by the client.

  • Termination for Convenience: If a contract is terminated before completion, the client is responsible for payment of all hours worked and expenses incurred up to the date of termination.

 

2. Software-as-a-Service (SaaS) Subscriptions

If you are subscribed to a CivicByte digital platform or tool:

  • Monthly Subscriptions: You may cancel your subscription at any time. You will continue to have access to the service until the end of your current billing cycle. We do not offer pro-rated refunds for partial months of service.

  • Annual Subscriptions: Annual plans may be eligible for a partial refund if cancelled within the first 30 days of the subscription start date, minus a [e.g., 10%] administrative and setup fee. After 30 days, annual subscriptions are non-refundable.

 

3. Custom Software and Implementation Fees

  • Setup Fees: Initial setup, data migration, and configuration fees are non-refundable as these cover the immediate labor costs required to launch your project.

  • Custom Code: Any software developed specifically for a client's unique requirements is non-refundable once delivery and testing (UAT) have been signed off.

 

4. Government Contract Supremacy

CivicByte Solutions acknowledges that many of our clients are government entities subject to specific procurement laws and fiscal regulations.

Note: In the event of a conflict between this website Refund Policy and a formal, signed Government Contract (Purchase Order, RFP response, or MSA), the terms of the signed formal contract shall take precedence.

 

5. Refund Process

To request an evaluation for a refund, please follow these steps:

  1. Submit a Request: Send a formal written request to billing@civicbyte.solutions.

  2. Provide Detail: Include your Invoice Number, Project Name, and a detailed explanation of why a refund is being requested.

  3. Review Period: Our billing department will review the request against the logged hours and project milestones. We will issue a formal decision within 10 business days.

 

6. Approved Refunds

If a refund is approved:

  • It will be processed via the original payment method (ACH, Wire, or Credit Card).

  • Please allow 5–10 business days for the funds to appear in your account, depending on your financial institution.

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