Refund Policy

Last Updated: July 02, 2026

Effective Date: July 02, 2026

This Refund Policy applies to all service engagements with Incredible Virtual Assistant. It forms part of, and should be read alongside, our Terms of Service, Privacy Policy, and Disclaimer. In the event of a conflict between this page and the Terms of Service, the Terms of Service shall prevail.

1. Who We Are

This Refund Policy is issued by:

Shyam Nandikonda, trading as Incredible Virtual Assistant, a sole proprietorship registered in India under Nandikonda Matrix, Road Number 3, Saraswati Nagar, Karimnagar, Telangana – 505001, India

📧 support@incrediblevirtualassistant.com

📝 Contact Form: https://incrediblevirtualassistant.com/contact/

2. Our Approach to Refunds

We deliver dedicated Shopify virtual assistant services on a monthly subscription basis. Our time, planning, and operational readiness begin the moment a subscription is activated.

At the same time, we understand that starting a new service relationship involves a degree of trust. That is why we offer a structured, time-limited refund guarantee during the first month — giving new clients a clear, risk-reduced way to get started.

This policy is designed to be fair in both directions: protective of your investment as a client, and protective of the time and resources committed on our side.

3. Pricing and Billing Summary

For full pricing details, visit our Pricing Page.

Standard Monthly Rate	USD $499.00 per month
First Month Introductory Rate	USD $299.00 (one-time, new clients only)
Billing Method	PayPal invoices issued under Nandikonda Matrix
Billing Cycle	Monthly, beginning on your Service Commencement Date (the date your first payment is received and cleared)
Commitment	Month-to-month. No contracts. No setup fees.

4. The 14-Day First-Month Refund Guarantee

4.1 What It Is

New clients may request a pro-rated refund during the first 14 calendar days of their very first billing cycle. This applies to the first-month introductory rate of $299.00.

This window exists to give you a genuine opportunity to assess whether the service is the right fit for your store — without committing to a full month if it is not.

4.2 Eligibility Conditions

To be eligible for a first-month pro-rated refund, all of the following must be true:

You are a new client on your first-ever billing cycle with Incredible Virtual Assistant
Your refund request is submitted within 14 calendar days of your Service Commencement Date (the date your first payment is received and cleared)
Your request is submitted in writing via email (see Section 7)
You have not previously received a refund from Incredible Virtual Assistant
Your account is in good standing with no outstanding payment disputes or chargebacks

4.3 How the Pro-Rated Refund Is Calculated

Refunds are calculated on a 30-day month basis regardless of the actual number of days in the calendar month:

Refund Amount = (Amount Paid ÷ 30) × (30 − Number of Days Service Was Active)

Your Service Commencement Date — the date your first payment is received and cleared — counts as Day 1, regardless of when onboarding is completed.

“Number of Days Service Was Active” is counted inclusively from Day 1 through and including the day your refund request is received.

Example: You paid $299.00 and request a refund on Day 8 (meaning service was active for 8 days): ($299.00 ÷ 30) × (30 − 8) = ($299.00 ÷ 30) × 22 = $219.27 refunded (rounded to the nearest cent).

The full unrounded daily figure ($299.00 ÷ 30, which is approximately $9.97) is used in the calculation, and only the final refund amount is rounded to the nearest cent.

4.4 No Deduction for PayPal Transaction Fees

Refunds are issued for the full pro-rated amount as calculated above. We absorb any PayPal transaction fees incurred. You will receive the complete calculated refund amount with no deductions.

4.5 How the 14-Day Window Behaves During a Payment-Related Pause

If your service is paused due to a payment failure (see Section 12), the 14-day refund window is suspended for the duration of the pause. It resumes only when full payment is received and service is reactivated.

The window is always 14 active service days — not 14 calendar days from your Service Commencement Date — if a payment-related interruption occurred.

This provision does not apply to pauses requested by you, the client. A client-requested pause does not extend the 14-day window.

5. Refund Policy for Subsequent Months

From the second billing cycle onwards, all payments are non-refundable.

This applies regardless of:

How many days remain in the billing cycle at the time of cancellation
How many hours were used or unused during the cycle
Any change in your business circumstances or priorities

Cancellation stops future billing. It does not generate a refund for the current cycle.

6. Add-On Services and Rush Work

Additional hours, rush work, and weekend coverage are available as separate add-ons, quoted and confirmed in writing before work begins.

Refund policy for add-ons:

If an add-on has not yet started, it may be cancelled and refunded in full provided written notice is given before work commences
Once an add-on period or task has started, it is non-refundable
Add-ons purchased during the first billing cycle are subject to the same 14-day window as the main subscription, only if work has not yet begun

7. How to Request a Refund

Refund requests must be submitted exclusively via email. Requests made by phone, WhatsApp, LinkedIn, social media, or any other channel will not be accepted.

Step 1 — Email us within 14 days Send an email to support@incrediblevirtualassistant.com with the subject line: “Refund Request”

Step 2 — Include the following in your email:

Your full name
Your business name and Shopify store URL
The date your first payment was made (your Service Commencement Date)
Your reason for the refund request
Any relevant context or documentation

Step 3 — We acknowledge and review We will acknowledge your request within 2 business days and confirm whether it meets the eligibility conditions in Section 4.2.

Step 4 — Refund processed Approved refunds are processed via PayPal within 10 business days of approval. Refunds are issued to the original PayPal account used for payment.

8. Service Quality Disputes

If your refund request is based on dissatisfaction with the quality of work delivered, the following process applies before a refund can be considered:

Step 1 — Written notice of concern required You must first contact us at support@incrediblevirtualassistant.com with a written description of the specific concern — what was unsatisfactory, what you expected, and any relevant examples.

Step 2 — Remedy opportunity We will be given 2 business days to review and address your concern. In most cases, legitimate quality issues can be resolved quickly and the working relationship continued.

Step 3 — Refund consideration Only if your concern was raised in writing and remains unresolved after our remedy attempt — and you are still within the 14-day window — will it be treated as a valid basis for a refund request under Section 7.

Refund requests citing service quality that are submitted without prior written notice of the concern will not be accepted. This requirement exists to give us a fair opportunity to resolve genuine issues before financial remedies are sought, and to protect against vague or unsubstantiated quality claims.

9. Client Non-Cooperation

Our services depend on your active participation, particularly during the first month. To deliver work, we require timely access to your Shopify store, content, instructions, guidelines, and materials as agreed during onboarding.

If service delivery was limited or delayed because you failed to provide required inputs — including but not limited to store access, product content, images, operational guidelines, or responses to workflow questions — this will be taken into account when assessing any refund request.

Specifically:

Days during which service could not be delivered due to your non-cooperation may be excluded from the “active service days” used in the pro-rated calculation
In cases of significant non-cooperation, we reserve the right to reduce or decline a refund request that would otherwise have been eligible
We will document all instances where inputs were requested but not received, and this documentation will be referenced in any refund assessment

Choosing not to engage with the onboarding process or not providing necessary materials does not make the service “undelivered” — it reflects a client-side limitation, not a service-side failure.

10. Multiple Shopify Store Subscriptions

If you operate multiple Shopify stores and subscribe to a separate plan for each:

Each store subscription has its own independent 14-day refund window, applicable to that store’s first billing cycle only
The window applies once per store — it cannot be claimed again if the same store’s subscription is cancelled and restarted
The introductory rate of $299 applies once per store, subject to the anti-abuse provisions in our Terms of Service
Refund eligibility for each store is assessed independently, but the same eligibility conditions in Section 4.2 apply to each

11. Service Provider-Initiated Termination

If we terminate your service engagement without cause (as provided under our Terms of Service), you are entitled to a pro-rated refund for the unused portion of your current prepaid billing cycle.

This refund is calculated using the same formula in Section 4.3, applied to the remaining days from the termination effective date to the end of the billing cycle.

This provision does not apply to terminations initiated by us for cause — including but not limited to non-payment, breach of Terms of Service, or chargeback abuse — in which case no refund is issued.

12. Payment Failure and Service Pauses

If a payment fails and service is paused:

No refund is generated by a payment failure
The paused period is not billable — you will not be charged for days during which service was suspended due to non-payment
Once outstanding payment is received and service resumes, billing continues from that point on its normal cycle
The 14-day refund window is suspended during the pause as described in Section 4.5

13. When Refunds Do Not Apply

The following situations do not qualify for a refund under any circumstances:

Time and Billing Conditions:

The refund request is made after Day 14 of the first billing cycle
The refund request relates to the second billing cycle or any subsequent month
The request is for a partial refund of unused days following a mid-cycle cancellation in any month other than the first 14 days

Service Delivery Conditions:

Services were performed as agreed within the billing period, regardless of whether all allocated hours were utilized
Unused hours within any billing cycle — hours are non-rollover and their non-use does not constitute grounds for a refund
The service limitation was caused by your failure to provide required access, content, instructions, materials, or timely responses (client non-cooperation)
You experienced dissatisfaction with business results or outcomes — including revenue, sales, conversions, or growth — as we do not guarantee any commercial outcome (see our Disclaimer)
You changed your business priorities, strategy, or circumstances after subscribing
You determined after subscribing that the service scope does not match your needs — scope is clearly and fully published on our Services and Pricing pages before purchase
A quality-based refund request was submitted without prior written notice of the concern and a remedy attempt

Platform and External Conditions:

Service disruption caused by Shopify platform outages, downtime, or technical failures outside our control
Changes to Shopify’s platform, features, admin interface, or terms of service that affect task delivery
Third-party tool failures — including but not limited to Calendly, PayPal, Brevo, Hostinger, Trello, or any other platform used in service delivery
Any force majeure event as defined in our Terms of Service, including internet outages, natural disasters, or other circumstances genuinely beyond our control

Add-On and Rush Work Conditions:

Add-on hours, extra hours, or rush work once the work has commenced
Weekend or after-hours work once completed, regardless of outcome

Client History and Conduct Conditions:

You are a returning client re-engaging after a previous cancellation — the 14-day window and $299 introductory rate are one-time benefits per client identity and do not reset upon re-engagement
You have previously received a refund from Incredible Virtual Assistant on any prior engagement
Your account was terminated for cause under our Terms of Service, including non-payment, breach of terms, or fraudulent conduct
You initiated a chargeback or payment dispute without prior written communication giving us a reasonable opportunity to resolve the matter
The service was paused at your own request — a client-requested pause does not trigger a refund or extend the 14-day window

14. Chargebacks

We take chargebacks seriously. If you have a concern about a charge, please contact us at support@incrediblevirtualassistant.com before initiating a dispute with PayPal or your financial institution.

We ask for a minimum of 7 business days to review and resolve the concern directly.

Initiating a chargeback without prior written communication constitutes a breach of our Terms of Service and may result in:

Immediate suspension of service
Full documentation of work delivered being submitted to PayPal to contest the dispute
Pursuit of recovery for any chargeback fees and related costs incurred

Direct resolution is always faster, simpler, and better for both parties than a formal dispute process.

15. Force Majeure and Third-Party Platform Issues

We are committed to reliable, consistent service delivery. However, service interruptions caused by circumstances outside our control — including Shopify platform outages, third-party tool failures, natural disasters, internet infrastructure failures, or government-imposed restrictions — do not constitute service failures on our part and do not trigger refund eligibility.

In the event of a significant force majeure disruption lasting more than 30 consecutive days, either party may terminate the engagement as provided in our Terms of Service, and a pro-rated refund for the affected prepaid period may apply.

For full force majeure provisions, see Section 24 of our Terms of Service.

16. Anti-Abuse Reservation

We reserve the right to decline a refund request — even one that would otherwise fall within the 14-day window — if we reasonably determine the request is part of a pattern of abuse of our refund or pricing policies.

This includes but is not limited to:

Repeated engagement-and-cancellation cycles designed to exploit the introductory rate
Attempting to re-qualify for the $299 introductory rate or the 14-day refund window under a different name, email address, or store URL
Submitting a refund request while simultaneously withholding necessary access or cooperation during the engagement

We document all engagements thoroughly. Any attempt to abuse this policy will be noted and may result in permanent refusal of future service.

17. Relationship to Terms of Service

This Refund Policy is a public-facing summary of our refund terms. It is supplemented by the full legal provisions in our Terms of Service, specifically Section 14.

In the event of any inconsistency between this page and the Terms of Service, the Terms of Service shall govern. Clients are encouraged to read both documents before engaging our services.

18. Changes to This Policy

We reserve the right to update this Refund Policy at any time. Material changes will be communicated to active clients via email at least 30 days before taking effect. Non-material updates will be reflected by a change to the “Last Updated” date on this page.

Refund requests are assessed under the version of this policy that was in effect at the time of the original payment, not the version in effect at the time of the request.

19. Contact Us

For refund requests, billing questions, or concerns about a charge:

Shyam Nandikonda

Incredible Virtual Assistant (Nandikonda Matrix)

📧 Email: support@incrediblevirtualassistant.com (Subject line: “Refund Request” for all refund-related emails)

📝 Contact Form: https://incrediblevirtualassistant.com/contact/

📮 Postal Address: Road Number 3, Saraswati Nagar, Karimnagar, Telangana – 505001, India

We acknowledge all refund-related emails within 2 business days.

This Refund Policy was last reviewed and updated on July 02, 2026.