Refund
Policy

This Refund Policy governs all payment, cancellation, and refund matters relating to services provided by Orbit Interface. We encourage all clients to read this policy carefully before initiating a project engagement.

Overview and Philosophy

Orbit Interface is a professional design and advisory service provider. Unlike physical goods, design services involve the investment of specialized creative labor, time, expertise, and resources from the moment a project engagement begins. Our refund policy reflects the nature of creative professional services while maintaining fairness and transparency for our clients.

We are committed to delivering high-quality design work that meets the scope and objectives agreed upon in each project proposal. When disputes arise regarding payment or deliverables, our first priority is always to understand the client's concerns and work toward a mutually acceptable resolution through direct dialogue.

All refund requests and disputes are handled individually and in good faith. We encourage clients to raise any concerns with us early in the project process, as most issues can be addressed through communication and revisions within the agreed project scope.

Initial Deposit Policy

Non-Refundable Deposit. In accordance with our Terms of Service, all project engagements require the payment of an initial deposit prior to the commencement of work. This deposit is non-refundable under all circumstances, including but not limited to client-initiated project cancellation, change of business direction, budget constraints, or dissatisfaction with preliminary design directions.

The initial deposit serves to compensate Orbit Interface for the following activities that are performed immediately upon deposit receipt and prior to delivery of any visual design work:

• Comprehensive review and analysis of the client's project brief, brand materials, and reference content.
• Competitive and industry landscape research specific to the client's market and user base.
• Initial project planning, timeline development, and resource scheduling.
• Preliminary strategic discussions and consultation calls with the client and internal team.
• Development of the design approach, concept direction, and project framework.
• Allocation and reservation of dedicated designer availability for the project timeline.

By paying the initial deposit, the client acknowledges that substantial professional work has been initiated on their behalf and that the deposit is earned compensation for services rendered. The deposit amount will be clearly stated in the project proposal prior to commencement.

Refunds for Work in Progress

Following payment of the initial deposit and commencement of active design work, refunds for work in progress are determined based on the percentage of work completed at the time of a cancellation request. The following framework applies:

Cancellation before first deliverable delivery: If the client cancels a project after the deposit has been paid and work has commenced, but before the first design deliverable has been delivered, the client may be entitled to a partial refund of any amounts paid beyond the initial deposit, reduced by a pro-rated fee for work completed and documented by Orbit Interface.

Cancellation after first deliverable delivery: Once the first major design deliverable has been delivered to the client, no refunds will be issued for fees attributable to the deliverable phase that has been completed. For multi-phase projects, each delivered phase is considered complete and its fees are fully earned upon delivery and client review.

Cancellation after final deliverable delivery: No refunds are available after final project deliverables have been delivered in their approved form. Payment of the final balance constitutes acceptance of the completed deliverables.

Cancellation Process and Timelines

Clients wishing to cancel a project engagement must notify Orbit Interface in writing by sending an email to hello@orbitinterface.com with the subject line "Project Cancellation — [Project Name]." The cancellation date is the date on which Orbit Interface receives this written notification.

Following receipt of a cancellation notice, Orbit Interface will:

1. Acknowledge receipt of the cancellation within two (2) business days.
2. Provide a written accounting of all work completed through the cancellation date, including a breakdown of hours, activities, and associated fees, within seven (7) business days.
3. Calculate any refund amount due based on prepaid fees minus documented work completed and the non-refundable deposit.
4. Issue any applicable refund to the original payment method within fourteen (14) business days of agreeing on the final settlement amount.

Partial project deliverables completed through the date of cancellation will be provided to the client upon receipt of all outstanding fees owed for work completed. Orbit Interface is not required to transfer any work product until all outstanding fees have been settled.

Circumstances Under Which Refunds May Be Considered

Beyond the standard cancellation framework described above, Orbit Interface may consider additional refund requests in the following specific circumstances:

Failure to Deliver Agreed Scope. If Orbit Interface materially fails to deliver the scope of work defined in the project proposal within a reasonable timeframe, and such failure is not attributable to client delay, lack of cooperation, or force majeure, the client may submit a formal written complaint requesting a partial or full refund of fees paid for the undelivered scope. Such requests will be reviewed and responded to within ten (10) business days.

Duplicate Payments. In the event of a duplicate or erroneous payment made by the client due to a technical or billing error, the full amount of the erroneous payment will be refunded to the original payment method within seven (7) business days of Orbit Interface's confirmation of the error.

Project Cancellation by Orbit Interface. If Orbit Interface cancels a project engagement for reasons other than client breach, Orbit Interface will refund all fees paid for phases of work not yet commenced and will provide a pro-rated refund for any partially completed phases, calculated according to the work completed as of the cancellation date.

Non-Refundable Items and Exclusions

Because Orbit Interface provides professional design and advisory services rather than physical products, certain fees and costs are non-refundable once incurred. The following items are not eligible for refund:

• Initial project deposits, including deposits paid to reserve project availability and begin planning work.
• Fees for completed design phases, strategy sessions, consultation calls, research work, or delivered design materials.
• Fees for approved deliverables, whether or not the client later chooses to use, implement, publish, or continue with those deliverables.
• Third-party costs, licensing expenses, stock asset purchases, font licenses, software fees, or vendor expenses approved by the client.
• Rush fees, priority scheduling fees, and administrative fees already incurred.
• Payments related to work delayed or affected by the client's failure to provide required materials, approvals, feedback, or access.

No refund will be issued solely because a client changes business direction, pauses operations, loses interest in the project, rejects a previously approved direction, or decides not to implement the completed work.

Revision-Based Resolution Before Refund

Before any refund request is considered for dissatisfaction with creative direction or deliverable quality, the client must first allow Orbit Interface a reasonable opportunity to address the issue through the revision process described in the applicable project proposal and Terms of Service.

Design work is collaborative and often requires feedback, refinement, and iteration. Dissatisfaction with an initial concept does not automatically qualify the project for a refund when the agreed scope includes revision rounds that can be used to correct or refine the work.

If the client fails to provide specific, actionable feedback or refuses to participate in the revision process, Orbit Interface may treat the delivered work as substantially performed and may decline the refund request.

Payment Disputes and Chargebacks

Clients agree to contact Orbit Interface directly before initiating a payment dispute, bank claim, or chargeback. Most billing concerns can be resolved faster through direct communication and review of the applicable invoice, project proposal, and completed work record.

Unauthorized chargebacks or payment reversals for validly invoiced and delivered services may be treated as a breach of the project agreement. Orbit Interface reserves the right to suspend all active work, withhold transfer of deliverables, revoke unpaid usage rights, and pursue collection of amounts owed where permitted by law.

If a chargeback is initiated, the client remains responsible for any unpaid fees for work completed, as well as any chargeback fees, administrative costs, or collection costs incurred by Orbit Interface to the extent permitted by applicable law.

Refund Method

Approved refunds will be issued to the original payment method whenever technically possible. Orbit Interface is not responsible for delays caused by banks, card networks, payment processors, or financial institutions after the refund has been submitted.

If the original payment method is unavailable, expired, closed, or otherwise unable to receive the refund, Orbit Interface may request additional information from the client to determine a reasonable alternative refund method. Any alternative refund method must comply with applicable financial, tax, and anti-fraud requirements.

Refunds do not include payment processor fees, currency conversion fees, bank fees, transfer fees, or other third-party deductions unless required by applicable law or unless the refund results from a confirmed duplicate payment or billing error by Orbit Interface.

Abandoned or Inactive Projects

If a client becomes unresponsive, fails to provide required materials, or does not provide requested feedback for more than thirty (30) calendar days, the project may be considered inactive. Orbit Interface may send a written notice requesting the client to resume communication and provide any outstanding materials or approvals.

If the client remains unresponsive for more than sixty (60) calendar days after the last meaningful project communication, Orbit Interface reserves the right to close the project. In such cases, all deposits and fees paid for work completed, planning time, reserved availability, and partially completed deliverables are non-refundable.

Reopening an abandoned project may require a new proposal, revised timeline, updated pricing, or additional reactivation fee depending on team availability and the amount of work required to restart the engagement.

How to Submit a Refund Request

To request a refund, the client must submit a written request by email to hello@orbitinterface.com with the subject line "Refund Request — [Project Name]." The request must include enough information for Orbit Interface to review the matter accurately.

The refund request should include:

• The client's full name, company name, and contact email.
• The project name or invoice number associated with the request.
• The amount requested for refund.
• A clear explanation of the reason for the refund request.
• Any relevant supporting documents, communications, screenshots, or deliverable references.

Orbit Interface will review complete refund requests in good faith and respond within ten (10) business days, unless additional information is required from the client. Submitting a request does not guarantee that a refund will be approved.

Relationship to Terms of Service

This Refund Policy forms part of the broader contractual terms between Orbit Interface and the client. In the event of any conflict between this Refund Policy and a signed project proposal, the specific terms of the signed project proposal will control for that project engagement.

Nothing in this Refund Policy limits any rights that cannot be waived under applicable law. If any provision of this Refund Policy is found to be unenforceable, the remaining provisions will remain in full force and effect.

Changes to This Refund Policy

Orbit Interface may update this Refund Policy from time to time to reflect changes in our services, payment practices, or legal requirements. The updated version will be posted on our website with a revised "Last revised" date.

Refund requests are generally evaluated under the policy in effect at the time the applicable project engagement began, unless a later policy is required by law or expressly agreed by both parties in writing.