Refund & Cancellation Policy

1. Overview & Engagement Scope

Cloud Fieldpoint Consulting Ltd delivers specialized professional engineering services, technical codebase audits, and architecture advisory. Because our engagements involve dedicated senior consultant time, tailored repository analysis, and AST parsing, refunds and cancellations are governed by clear milestone-based criteria.

2. Diagnostic Codebase & Architecture Audits

Diagnostic audits are fixed-fee engagements requiring a 50% advance deposit to reserve principal consultant availability and initiate secure repository provisioning.

• Cancellation Before Analysis Kickoff: If the Client requests cancellation in writing more than 5 business days prior to the agreed repository ingestion date, the advance deposit will be refunded in full, minus an administrative setup fee of £250 + VAT.
• Cancellation After Analysis Has Begun: Once repository cloning, AST parsing, or code inspection has commenced, the 50% advance deposit is non-refundable, as substantial analytical hours have been committed. The remaining 50% balance will not be invoiced if cancellation occurs prior to milestone Day 5.
• Milestone Satisfaction & Delivery: If, at the Day 5 interim milestone review, the Client reasonably demonstrates that the preliminary findings do not adhere to the agreed SOW scope, the engagement may be terminated with no further liability for the remaining 50% balance.

3. Refactoring & Performance Sprints

Refactoring sprints and concurrency optimization cycles are scheduled in dedicated bi-weekly blocks.

• Sprint Cancellation & Notice: Clients may cancel upcoming advisory sprints by providing at least 14 calendar days' written notice prior to the sprint start date for a full refund of any prepaid sprint fees.
• Work Already Started: Sprints already in progress are non-refundable. If an unforeseen critical client outage forces sprint interruption, unused advisory hours may be banked and rescheduled within 90 days.

4. Fractional Principal Retainers

Fractional Principal advisory retainers require a 3-month initial commitment to ensure sustained architectural continuity.

• Monthly Billing: Retainer fees are invoiced monthly in advance. Unused advisory hours within a calendar month do not roll over to subsequent months unless mutually agreed in writing.
• Retainer Termination: Following the initial 3-month commitment, retainers may be cancelled by either party with 30 calendar days' written notice prior to the start of the next billing cycle.

5. Rescheduling Technical Workshops & Debriefs

Scheduled debrief sessions and architectural workshops may be rescheduled without penalty with at least 48 hours' prior written notice. Rescheduling requests made with less than 24 hours' notice may be subject to a £200 rescheduling fee to offset reserved consultant calendar allocation.

6. Non-Refundable Items

The following items and costs are strictly non-refundable:

• Professional advisory hours and pairing sessions already delivered and logged.
• Final audit dossiers, architectural blueprints, and code diff deliverables that have been received by the Client.
• Pre-approved travel, accommodation, and subsistence expenses incurred for on-site client workshops.

7. Refund Request Process & Timelines

To submit a formal refund or cancellation request:

1. Send a written notice to our finance department at info@cloud-fieldpoint.click citing your Statement of Work (SOW) number and specific grounds for the request.
2. Our governance lead will review the engagement logs and respond within 3 business days to confirm eligibility.
3. Approved refunds will be processed within 5 to 7 business days via electronic bank transfer (BACS) back to the original funding account.

8. Inquiries & Contact

For inquiries regarding billing adjustments, invoices, or cancellations:

Cloud Fieldpoint Consulting Ltd
Attn: Client Accounts & Commercial Governance
Glen Eyre Road, Southampton, Hampshire, SO16 3UJ, United Kingdom
Email: info@cloud-fieldpoint.click
Phone: 01632 960123