Mindsfire Refund & Cancellation Policy
Clear guidelines on retainers, task-based work, and gateway‑handled refunds.
This Refund Policy explains how refunds, credits, and rollovers work for Mindsfire’s time-based virtual assistance services. By purchasing any plan or task, you agree to this policy.
Monthly Retainer Plans:
Lite,Starter,Essential,Pro,Pro Max,Scale(prepaid for each billing month).Task-Based Plan: Pay-as-you-go at the published hourly rate for one-off or sporadic needs.
Included Hours: Hours bundled with a monthly plan.
Additional Hours: Hours consumed beyond the plan’s included hours at the plan’s published “Additional Hourly” rate.
Work Started: Any time logged, coordination begun, deliverables drafted, or third‑party bookings made on your request.
Billing: Retainers are billed in advance for the upcoming month. Included hours and additional hours are billed at the published rates.
Refunds before work starts: If you cancel within 24 hours of purchase and before any work starts in that billing cycle, we will refund the retainer to your original payment method (see Processing & Fees below).
After work starts (same cycle): No cash refunds. Unused included hours follow the plan’s rollover rules below. Additional hours already worked are not refundable.
Plan changes: Upgrades take effect immediately (prorated at our discretion); downgrades take effect next cycle. Mid-cycle downgrades are not refunded.
Cancellation of auto-renew: You can cancel renewal any time before the next billing date. The current cycle remains active; no cash refunds for unused time.
Lite, Starter: No rollover. Unused included hours expire at the end of the billing month.
Essential, Pro: Up to 20% of included hours roll over to the next month, provided the subscription renews. Rolled hours expire if the plan is not renewed the next month.
Example: Essential (20 hrs) → up to 4 hrs rollover; Pro (40 hrs) → up to 8 hrs rollover.
Pro Max, Scale: Up to 25% of included hours roll over to the next month, provided the subscription renews. Rolled hours expire if the plan is not renewed the next month.
Example: Pro Max (80 hrs) → up to 20 hrs rollover; Scale (120 hrs) → up to 30 hrs rollover.
Pay-as-you-go: You authorize hours for specific tasks at the published hourly rate. You may stop further work at any time.
Refunds before work starts: If you prepay for a task and cancel before any work starts, we will refund the unspent amount (see Processing & Fees below).
After work starts: Hours already worked are not refundable. We will address quality concerns via fixes/rework.
Rework-first approach: If deliverables miss the brief, request changes within 7 days of delivery; we will rework within scope at no additional cost.
First-task satisfaction commitment (new clients): For your first paid task with Mindsfire only, if we cannot reasonably remedy issues within 2 business days of your feedback, we will issue an account credit equal to the time spent on that first task (up to 2 hours) or, at our discretion, a refund of the same amount. One-time use per client.
Non-refundable by Mindsfire: Fees charged by airlines, hotels, ticketing platforms, couriers, SaaS tools, and other vendors are governed by those providers’ policies and are not refundable by Mindsfire.
Pre-approval: We obtain your approval before incurring any pass-through costs. You are responsible for such charges even if plans change.
Method and timing: Eligible refunds are initiated back to the original payment method via our payment gateway. Please allow 5–10 business days after approval for your bank/payment provider to post the funds. Actual timelines may vary by provider and jurisdiction.
Gateway handling: Refund execution, any processing fees, foreign exchange, and posting timelines are determined by the payment gateway and your bank. Mindsfire does not apply additional deductions beyond what is handled by the gateway and applicable law.
Taxes: Any taxes will be handled in accordance with applicable law and the policies of the payment provider.
Please contact us via the channels provided during onboarding (e.g., your client success email or chat) with:
Your name and organization
Plan type (Lite/Starter/Essential/Pro/Pro Max/Scale) or Task-Based
The billing period and a brief description of the request
We’ll acknowledge within 1 business day and aim to resolve within 3–5 business days.
Contact Us
If you have any questions or concerns about this Refund Policy, please reach out to us at support@mindsfire.com.