Legal

Refund & Cancellation

What happens to your money if a mandate is cancelled, a candidate does not join, or you stop a subscription — including timelines and how to raise a request.

Last updated [date]

Draft — awaiting sign-off from counsel.

This document is drafted against the statutes it cites and reflects Workfly’s stated commercial terms. It is not a substitute for legal advice. Fill the highlighted particulars in src/lib/legal.ts, have an advocate review the text, then set legalReviewComplete to remove this banner.

01Scope

This policy covers payments made to [Registered entity name, e.g. Workfly Technologies Pvt. Ltd.] for recruitment mandates and software subscriptions. It is published in compliance with the Consumer Protection (E-Commerce) Rules, 2020 and should be read with our Terms & Conditions.

Where you have a separately signed commercial agreement, its refund terms prevail over this page.

02The principle: we are paid on results, you pay to start

The Recruitment Fee — 8.33% of Annual CTC — is earned on a successful Joining. The Advance or Booking amount you pay up front is not a separate charge; it is set against that fee.

What the advance actually buys

The advance funds sourcing work that begins the moment a Mandate is activated — recruiter time, database and portal access, screening and outreach. That cost is incurred whether or not a hire eventually happens, which is why the advance is treated differently from the balance.

03Cancelling a mandate

Refund position on cancellation
When you cancel	What happens to the advance
Before sourcing begins	Refunded in full, less any payment gateway charge that is not recoverable by us.
After sourcing begins, before any profile is shared	Refunded in part, in proportion to work not yet performed. We will show you what was done.
After profiles have been shared	Not refundable, because the service it paid for has been delivered. It stays on account and can be set against a future Mandate for 12 months.
After an offer has been made to a candidate	Not refundable. If the candidate then declines, the Mandate continues at no further advance.

Cancel from your client dashboard or in writing to [support@workfly.in]. The cancellation takes effect when we receive it.

04If a candidate does not join

The balance of the Recruitment Fee is only ever payable on an actual Joining. If a selected candidate does not join:

No balance becomes payable, and any invoice already raised for it is cancelled.
The Mandate continues against the same requirement at no additional advance.
Where you choose not to continue, the advance is treated under the cancellation table above.

Where a candidate joins and leaves within the Replacement Period, the replacement clause applies rather than a refund.

05Replacement instead of a refund

Where a Replacement Period applies and the Recruitment Fee has been paid in full, we source a replacement at no additional professional fee rather than refunding the fee.

Replacement is not available where the departure was caused by redundancy, a material change to the role or compensation from what was represented at offer, non-payment of salary, or conduct by the Client that entitled the candidate to resign. The full conditions are in the Terms & Conditions.

06Software subscriptions

Subscription fees for the Workfly Recruitment CRM, Workfly HRMS and add-ons are billed in advance for the chosen period.
Cancelling stops the next renewal. Access continues to the end of the period already paid for.
Part-used periods are not refunded, because the service was available throughout.
Where a Product is unavailable for a prolonged period through our fault, we credit the affected days against your next invoice.
Where you are charged after cancelling, we refund that charge in full.

07How to request a refund, and how long it takes

Raising a request

01Write to [support@workfly.in] or raise a ticket from your dashboard, quoting the Requirement ID or invoice number.
02Tell us what you are claiming and why. Attach anything relevant.
03We acknowledge within 48 hours.
04We decide within 7 working days and tell you the outcome with reasons.

Timelines once approved

Refund processing timelines
Stage	Timeline
We initiate the refund	Within 7 working days of approving it.
Credit reaches you	Per your bank or card issuer's cycle after we initiate — typically 5 to 10 working days, and outside our control once initiated.
GST on a refunded amount	Adjusted by credit note in the same tax period where the law permits, otherwise in the next.

Refunds are made to the original payment method. Where that is no longer valid, we refund by bank transfer to an account in the same name, after verification.

08Chargebacks

If you dispute a payment with your card issuer or bank before raising it with us, we may suspend active Mandates while the dispute is open, since we cannot deliver against a contested payment. Please contact us first — a direct request is almost always resolved faster than a chargeback.

09If you disagree with our decision

Escalate to our Grievance Officer. We are required to publish these details under the Consumer Protection (E-Commerce) Rules, 2020.

Grievance Officer contact details
Field	Detail
Name	[Grievance Officer name]
Designation	Grievance Officer
Email	[grievance@workfly.in]
Telephone	[Phone]
Address	[Registered office address, with PIN]
Hours	Monday to Friday, 10:00–18:00 IST

Your statutory rights are unaffected

Nothing in this policy limits your rights under the Consumer Protection Act, 2019. You may approach the National Consumer Helpline or the appropriate consumer commission at any stage.

Questions about these terms?

Raise them before you activate a mandate — not after.

Contact Workfly