Return & Refund
VAAGAI TECKNOWLEDGE
RETURN AND REFUND POLICY
Effective Date: May 6, 2025 Last Updated: May 6, 2025 Version: 1.0
IMPORTANT NOTICE: THIS REFUND POLICY FORMS AN INTEGRAL PART OF THE TERMS AND CONDITIONS OF SERVICE AND THE OVERALL AGREEMENT BETWEEN YOU AND VAAGAI TECKNOWLEDGE. BY SUBSCRIBING TO OR PURCHASING ANY SERVICE, YOU ACKNOWLEDGE THAT YOU HAVE READ, UNDERSTOOD, AND AGREED TO THIS POLICY IN ITS ENTIRETY. PLEASE READ THIS POLICY CAREFULLY BEFORE MAKING ANY PAYMENT.
1. INTRODUCTION AND SCOPE
This Return and Refund Policy ("Policy") is issued by Vaagai Tecknowledge, a sole proprietorship registered under the laws of India, having its registered office at 6/639, Lakshmi Nagar Main Road, Lakshmi Nagar, Virudhunagar, Tamil Nadu, India (hereinafter "Vaagai Tecknowledge," "Company," "we," "us," or "our").
This Policy governs all refund and cancellation requests arising from payments made in connection with the following services:
The Clubus.io SaaS platform — subscription-based membership management software (available globally);
Custom software development services;
Coders College — training and educational programmes.
This Policy applies to all categories of paying users, including:
Tenant/Admin Users — organisations subscribing to the Clubus.io platform;
Students — individuals enrolled in Coders College training programmes;
Clients — businesses or individuals who have engaged Vaagai Tecknowledge for custom software development.
Note on Nature of Services: All services provided by Vaagai Tecknowledge are digital and service-based in nature. No physical goods are supplied. Accordingly, no "return" of goods is applicable. This Policy exclusively governs refund eligibility in respect of payments made for digital services and software subscriptions.
2. GENERAL PRINCIPLES
2.1 No Guaranteed Refund — Default Position
Vaagai Tecknowledge operates on a no-guaranteed-refund policy as the default position for all service categories. Given the nature of our digital services — which are made available immediately upon payment and subscription activation — refunds are not automatically granted upon request.
Refunds shall be considered and processed only in the specific, limited circumstances expressly enumerated in this Policy. All refund requests outside these defined circumstances shall be evaluated on a case-by-case basis, at the sole discretion of Vaagai Tecknowledge, and the decision of Vaagai Tecknowledge shall be final.
2.2 Distinction Between Domestic and International Payments
This Policy draws a distinction between domestic and international payments, as follows:
Domestic Payments — payments made by users located in India, processed in Indian Rupees (INR) through domestic payment gateways (including Razorpay, Cashfree, and Billdesk). Domestic payments are subject to a stricter no-refund position and shall be considered for refund only in the valid cases specified in Section 4.
International Payments — payments made by users located outside India, processed in foreign currencies (including through Stripe and other internationally supported gateways). International payments are eligible for refund in a broader set of valid cases as specified in Section 5.
2.3 No Refunds for Change of Mind
Vaagai Tecknowledge shall not issue refunds on the basis of:
Change of mind or no longer needing the service;
Dissatisfaction with features already disclosed prior to purchase;
Failure to use the Services during the subscription period;
Switching to a competing product or service;
Partial use of a subscription or training programme.
2.4 Service-Specific Application
This Policy applies separately to each service category. A refund request arising in respect of one service shall not be cross-applied to amounts paid for another service.
3. NON-REFUNDABLE ITEMS AND CIRCUMSTANCES
The following payments and circumstances are strictly non-refundable under all circumstances, for both domestic and international users:
Subscription fees for any billing cycle during which the Services were made available and accessible, regardless of actual usage by the subscriber;
Any fees paid for a subscription tier upgrade or feature add-on, once the upgrade has been activated;
Convenience fees, gateway processing fees, and transaction charges applied by third-party payment gateways, which are non-refundable as per the respective gateway's terms;
Applicable Goods and Services Tax (GST) or other statutory levies and taxes collected at the time of payment, which cannot be reversed once remitted to the relevant authority;
Any fee paid for a training programme session, module, or batch that has already commenced or been delivered;
Fees paid in connection with custom software development services for work already delivered, approved, or accepted;
Any fees that were the subject of a payment dispute, chargeback, or bank reversal initiated by the User — such amounts shall not simultaneously be eligible for a refund through Vaagai Tecknowledge's refund process;
Fees paid under promotional, discounted, or special pricing arrangements, unless the refund request falls squarely within the valid cases in Section 4 or Section 5.
4. VALID GROUNDS FOR REFUND — DOMESTIC PAYMENTS (INDIA)
Refund requests for payments made through domestic channels (INR transactions) shall be considered only in the following two valid circumstances:
4.1 Technical Failure
A refund shall be considered where a documented, verifiable technical failure on Vaagai Tecknowledge's systems or infrastructure has directly resulted in:
A successful deduction of payment from the User's bank account or payment instrument, but failure of the subscription or access to be activated on our platform; or
A successful deduction of payment with no corresponding service delivery or confirmation, due to a system error on our end.
To qualify under this ground, the User must:
Submit a refund request within seven (7) calendar days of the date of the failed transaction;
Provide documentary evidence of the successful deduction, including a bank statement, payment gateway transaction ID, screenshot of the deduction, or UPI reference number;
Confirm that the subscription or service was not subsequently activated or made available.
A technical failure attributable solely to the User's device, browser, internet connectivity, or the third-party payment gateway (and not to Vaagai Tecknowledge's systems) shall not qualify under this ground.
4.2 Duplicate Payment
A refund shall be considered where a User has been charged more than once for the same subscription cycle, service, or transaction due to a processing error, resulting in:
Two or more successful deductions from the User's payment instrument for the same subscription period, plan, or invoice; and
Only one such payment being required for the service.
To qualify under this ground, the User must:
Submit a refund request within seven (7) calendar days of the date of the duplicate charge;
Provide evidence of both transaction deductions, including transaction IDs, bank reference numbers, or payment confirmations for each duplicate charge;
Confirm that only one subscription instance or service access has been activated on the platform.
Vaagai Tecknowledge shall verify the claim against its payment records and, upon confirmation, shall refund the excess amount only. The amount corresponding to the legitimate, intended transaction shall be retained.
5. VALID GROUNDS FOR REFUND — INTERNATIONAL PAYMENTS
Refund requests for payments made through international channels (foreign currency transactions, including through Stripe and other internationally supported gateways) shall be considered in the following circumstances:
5.1 Technical Failure
The same conditions as described in Section 4.1 apply. In addition, for international payments, Vaagai Tecknowledge acknowledges that cross-border payment processing may involve additional intermediary layers, and we shall take reasonable steps to investigate technical failure claims promptly.
5.2 Duplicate Payment
The same conditions as described in Section 4.2 apply for international duplicate payment scenarios.
5.3 Service Non-Delivery
For international subscribers, a refund shall additionally be considered where:
Vaagai Tecknowledge has been wholly unable to activate or deliver the subscribed service or platform access within five (5) business days of payment confirmation, due to a failure on our part and not attributable to any act or omission of the User; and
The User has reported the non-delivery to Vaagai Tecknowledge within seven (7) calendar days of payment and has not received resolution within the stated period.
5.4 Erroneous Billing
For international subscribers, a refund shall additionally be considered where:
The User has been billed for a subscription tier, plan, or service that materially differs from what was expressly agreed upon or ordered, due to a billing error on Vaagai Tecknowledge's part; and
The User submits a written complaint within seven (7) calendar days of the erroneous charge, with supporting documentation.
6. REFUND ELIGIBILITY — SERVICE-SPECIFIC PROVISIONS
6.1 Clubus.io SaaS Platform — Subscription Refunds
Subscription fees are billed on a recurring cycle (monthly, quarterly, or annual, as applicable) and are payable in advance.
Upon payment, the platform access for the entire billing cycle is activated immediately.
No refunds shall be issued for any billing cycle once access has been activated, except in the valid cases enumerated in Sections 4 and 5.
Cancellation of a subscription shall take effect at the end of the current active billing cycle. The subscriber shall retain access to the platform until the conclusion of the paid period. No pro-rata refund shall be issued for the unused portion of the billing cycle upon cancellation.
In the event that Vaagai Tecknowledge discontinues the Clubus.io platform entirely (with thirty (30) days' prior notice as stipulated in the Terms and Conditions), a pro-rata refund for the unexpired, prepaid subscription period shall be issued.
6.2 Coders College — Training Programme Refunds
Training fees paid for a course, batch, or programme are non-refundable once the programme has commenced.
A full refund shall be considered where a Student withdraws from a programme before the programme commencement date, provided that a written withdrawal request is submitted at least forty-eight (48) hours before the scheduled commencement.
No refund shall be granted for withdrawals submitted after the commencement of the programme, regardless of the number of sessions attended or remaining.
In the event that Vaagai Tecknowledge cancels a programme or batch prior to commencement due to circumstances attributable to Vaagai Tecknowledge, a full refund of the fees paid shall be issued to the enrolled Students within seven (7) to ten (10) business days.
Rescheduling of a batch by Vaagai Tecknowledge shall not constitute grounds for a refund if the rescheduled dates are communicated with reasonable advance notice.
6.3 Custom Software Development — Refunds
Custom software development engagements are governed by separately executed project agreements, Statements of Work (SOW), or Master Service Agreements (MSA). The refund and payment terms in those agreements shall take precedence over this Policy.
In the absence of a separately executed agreement, the following default terms apply:
Advance retainer or mobilisation fees paid to initiate a project are non-refundable once work has commenced;
Milestone payments released upon delivery and approval of a milestone deliverable are non-refundable;
Where work has not yet commenced and the client cancels the engagement within forty-eight (48) hours of payment of the advance retainer, a refund may be considered after deduction of any applicable gateway processing fees;
Disputes over deliverable quality shall be resolved through the dispute resolution mechanism in the Terms and Conditions and shall not automatically entitle the client to a refund.
7. REFUND REQUEST PROCEDURE
All refund requests must be submitted strictly in accordance with the following procedure. Non-compliance with this procedure may result in the request not being processed.
7.1 How to Submit a Refund Request
Refund requests must be submitted in writing to:
Email: vaagaitecknowledge@gmail.com Subject Line: "Refund Request — [Your Name / Organisation Name] — [Transaction ID]"
7.2 Information Required
Each refund request must include all of the following:
Full name of the account holder or authorised representative;
Registered email address associated with the account;
Date of the transaction for which the refund is sought;
Transaction ID / Payment Reference Number / UTR Number (as applicable);
Name of the payment gateway through which the payment was processed;
Amount paid and currency;
Name of the service or subscription for which the refund is sought;
Clear statement of the ground on which the refund is claimed (with reference to the applicable section of this Policy);
Supporting documentation, which may include:
Bank statement or screenshot confirming the deduction;
Payment gateway confirmation email or receipt;
Screenshot of the error or failure message (for technical failure claims);
Proof of duplicate transaction (for duplicate payment claims).
7.3 Incomplete Requests
Refund requests that are incomplete, lack supporting documentation, or fail to specify the grounds for the claim may be rejected or placed on hold until the required information is furnished. Vaagai Tecknowledge shall notify the requester if additional information is required.
7.4 Verification
Upon receipt of a refund request, Vaagai Tecknowledge shall:
Acknowledge receipt of the request within two (2) business days;
Verify the claim against our internal payment records, gateway records, and system logs;
Communicate the outcome of the verification to the requester within seven (7) business days of receipt of the complete request.
8. REFUND PROCESSING AND TIMELINE
8.1 Approval and Processing
Upon approval of a refund request by Vaagai Tecknowledge, the refund shall be processed within seven (7) to ten (10) business days from the date of approval. "Business days" shall mean working days in India, excluding Sundays and public holidays declared under applicable Indian law.
8.2 Mode of Refund
All approved refunds shall be credited back to the original payment method used at the time of the transaction, which may include:
The original bank account, credit card, or debit card (for card-based transactions);
The original UPI ID or linked bank account (for UPI transactions);
The original digital wallet (for wallet-based transactions);
The original international payment method (for international transactions processed via Stripe or equivalent gateways).
Vaagai Tecknowledge shall not issue refunds via cash, cheque, demand draft, or any payment method other than the original payment source, except where the original payment method is no longer available, in which case an alternative may be agreed upon in writing.
8.3 Deductions from Refund Amount
The amount refunded shall be the eligible transaction amount, subject to the following deductions where applicable:
Payment gateway processing fees or convenience charges that are non-recoverable by Vaagai Tecknowledge from the gateway;
Bank charges or transaction fees deducted by intermediary banks during processing;
Currency conversion losses or exchange rate fluctuations applicable to international refunds.
Vaagai Tecknowledge shall clearly communicate any deductions to the requester prior to processing the refund.
8.4 International Refund Timeline
For international payments, the actual credit to the User's account may take longer than the above-stated timeline due to international banking settlement periods, intermediary correspondent banks, and currency conversion processes. Vaagai Tecknowledge shall not be held responsible for delays attributable to the User's bank or financial institution.
8.5 Non-Receipt of Refund
If you have not received a confirmed refund within ten (10) business days of the date of our approval notice, you should:
Check your bank account or payment instrument for any pending credits;
Contact your bank or card issuer, as processing times may vary;
If the issue persists, contact Vaagai Tecknowledge at vaagaitecknowledge@gmail.com with your refund approval reference number.
9. SUBSCRIPTION CANCELLATION POLICY
9.1 How to Cancel
Subscribers may cancel their Clubus.io subscription at any time by:
Sending a written cancellation notice to vaagaitecknowledge@gmail.com with the subject line "Subscription Cancellation — [Account Name];" or
Using the cancellation option available within the account settings, where such option is provided.
9.2 Effect of Cancellation
Cancellation shall take effect at the end of the current active billing cycle for which payment has already been made.
The subscriber shall continue to have full access to the platform and all subscribed features until the end of the paid billing period.
No pro-rata refund shall be issued for the remaining, unused portion of the billing cycle following a cancellation notice, unless the cancellation falls within a valid refund ground under Sections 4 or 5.
After the billing cycle expires, the account shall be downgraded, suspended, or deleted in accordance with Vaagai Tecknowledge's standard account lifecycle procedures.
9.3 Data After Cancellation
Following cancellation and expiry of the billing cycle, organisational data shall be retained for a period of ninety (90) days, during which the Tenant may submit a data export request. After ninety (90) days, all data shall be permanently deleted in accordance with our Privacy Policy and Terms and Conditions.
9.4 Reactivation
A cancelled subscription may be reactivated by subscribing again through the platform. Reactivation shall be subject to the subscription fees applicable at the time of reactivation, which may differ from the previously applicable fees. Vaagai Tecknowledge does not guarantee the availability of previously applicable pricing to reactivating subscribers.
10. CHARGEBACKS AND PAYMENT DISPUTES
10.1 Chargeback Policy
If a User initiates a chargeback or payment dispute directly with their bank, card issuer, or payment gateway without first contacting Vaagai Tecknowledge to seek resolution, Vaagai Tecknowledge reserves the right to:
Immediately suspend or terminate the User's account and access to the Services upon receiving notice of a chargeback;
Contest the chargeback with the relevant payment gateway by submitting evidence of service delivery, usage logs, and these Terms;
Permanently bar the User from creating future accounts or accessing the Services.
10.2 Preferred Dispute Resolution
We strongly encourage Users to contact us at vaagaitecknowledge@gmail.com before initiating any bank dispute or chargeback. Most payment issues can be resolved promptly through direct communication, and this approach avoids delays and account disruptions.
10.3 Fraudulent Chargebacks
Vaagai Tecknowledge reserves the right to take appropriate legal action, including recovery proceedings, against Users who initiate chargebacks that are found to be fraudulent, baseless, or without merit, including but not limited to recovery of amounts disputed, associated gateway fees, and legal costs incurred.
11. PAYMENT GATEWAY TERMS
All payments made through our platform are processed by third-party payment gateways, including but not limited to Razorpay, Stripe, Cashfree, Billdesk, and such other gateways as may be incorporated from time to time. By making a payment, you agree to the terms and conditions and refund policies of the applicable payment gateway.
Vaagai Tecknowledge is not responsible for payment failures, delays, or errors attributable to third-party payment gateway systems. In such cases, you are advised to also contact the relevant gateway's customer support.
Gateway processing fees and convenience charges are collected by and remitted to the respective payment gateway. Such charges are not collected by Vaagai Tecknowledge and cannot be refunded by Vaagai Tecknowledge.
12. CURRENCY AND EXCHANGE RATE
All amounts displayed on the Clubus.io platform and in invoices issued by Vaagai Tecknowledge are in Indian Rupees (INR) unless expressly indicated otherwise for international subscribers.
For international transactions:
The currency conversion rate applicable at the time of the original transaction shall apply;
In the event of an approved refund, the refund amount shall be converted at the exchange rate applicable at the time of refund processing, which may differ from the rate at the time of the original payment;
Vaagai Tecknowledge shall not be liable for any loss arising from exchange rate fluctuations between the date of payment and the date of refund.
13. TAXES AND STATUTORY DEDUCTIONS
13.1 GST (Domestic)
All subscription and service fees are subject to applicable Goods and Services Tax (GST) under the laws of India. GST once collected and remitted to the Government of India cannot be reversed or refunded by Vaagai Tecknowledge. In the event of an approved refund, only the base fee amount (net of GST) shall be refunded, unless the applicable GST rules permit a reversal in the specific circumstances.
13.2 Withholding Tax (International)
International subscribers are responsible for any withholding tax, local tax, or duties applicable in their jurisdiction. Vaagai Tecknowledge shall not gross up refund amounts to account for such taxes.
14. DISCRETIONARY REFUNDS
Nothing in this Policy shall be construed as preventing Vaagai Tecknowledge from issuing a discretionary, goodwill-based refund or service credit in circumstances not expressly covered by this Policy. Any such discretionary decision:
Shall be made entirely at Vaagai Tecknowledge's sole discretion;
Shall not create any precedent or obligation to issue similar refunds in the future;
Shall not constitute an admission of liability or fault;
May be in the form of a monetary refund, a service credit applied to the account, or an extension of the subscription period, as determined by Vaagai Tecknowledge.
15. AMENDMENTS TO THIS POLICY
Vaagai Tecknowledge reserves the right to amend, update, or replace this Policy at any time. Any material changes shall be communicated to registered Users via email and/or through a prominent notice on the platform at least fourteen (14) days before the changes take effect. Continued use of the Services following the effective date of any amendment constitutes your acceptance of the revised Policy.
The version of this Policy in force at the time of the relevant payment transaction shall govern any refund request relating to that transaction.
16. CONTACT FOR REFUND REQUESTS AND QUERIES
For all refund requests, cancellation notices, and payment-related queries, please contact us at:
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vaagaitecknowledge@gmail.com | |
Subject Line | "Refund Request — [Name] — [Transaction ID]" |
Address | 6/639, Lakshmi Nagar Main Road, Lakshmi Nagar, Virudhunagar, Tamil Nadu, India |
Acknowledgement | Within 2 business days of receipt |
Resolution | Within 7 business days of complete request |
Refund Processing | 7 to 10 business days from approval |
17. GOVERNING LAW AND DISPUTE RESOLUTION
This Policy shall be governed by and construed in accordance with the laws of the Republic of India, including the Consumer Protection Act, 2019, the Indian Contract Act, 1872, and the Payment and Settlement Systems Act, 2007, and all applicable rules and regulations thereunder.
Any disputes arising out of or in connection with this Policy or any refund claim that cannot be resolved through direct communication shall be subject to the Dispute Resolution and Arbitration mechanism set out in Section 21 of the Terms and Conditions of Service, which is incorporated herein by reference.
The courts of Virudhunagar, Tamil Nadu, India shall have exclusive jurisdiction over any disputes that proceed beyond arbitration to judicial proceedings.
— End of Return and Refund Policy —
Vaagai Tecknowledge | www.vaagai.org.in | Virudhunagar, Tamil Nadu, India GST: 33DKHPS0026J1Z8