Cancellation Policy

1. Overview

At Rudocode, we invest significant time, planning, and resources in every project. Our Cancellation Policy is designed to be fair — protecting the client's interests while also recognising the real costs incurred by our team when a project is discontinued.

We strongly encourage clients to discuss any concerns, delays, or changes in direction with us before opting for cancellation. In many cases, issues can be resolved through scope adjustments, timeline extensions, or revised agreements.

2. Client-Initiated Cancellation

2.1 Notice Requirement

If you wish to cancel an active project or engagement, you must notify Rudocode in writing (via email to admin@rudocode.com or your designated project manager). The required notice periods are:

• Within 48 hours of advance payment (before work begins): Full advance may be refunded. See our Refund Policy.
• During active project development: 15 calendar days' written notice is required
• For ongoing retainer/maintenance plans: 15 calendar days' written notice before the next billing cycle

2.2 Financial Obligations Upon Cancellation

Upon cancellation, the client is responsible for:

• Payment for all work completed up to the date the notice period expires
• Any non-cancellable third-party costs already incurred (e.g., domain registrations, software licences, hosting setup fees)
• Any outstanding invoices for previously delivered milestones

Rudocode will prepare a final statement of completed work and costs within 5 business days of the cancellation effective date.

2.3 Cancellation Fees

We do not charge a separate "cancellation fee." The client pays only for work completed and costs incurred. However, advance payments are typically non-refundable once project work has commenced (see our Refund Policy for detailed scenarios).

3. Rudocode-Initiated Cancellation

Rudocode reserves the right to terminate an engagement under the following conditions:

• Non-payment: If a client fails to make a scheduled payment within 14 days of the due date after written notice
• Breach of Terms: If the client materially violates our Terms & Conditions
• Illegal or Unethical Requests: If the project requires us to build something that violates applicable law, industry regulations, or our ethical standards
• Extended Client Inactivity: If the client is unresponsive for more than 30 consecutive days without prior agreement to pause
• Force Majeure: Extraordinary circumstances beyond our control that prevent delivery

In such cases, Rudocode will provide written notice and allow a 7-day remedy period (except for legal/ethical violations, which may result in immediate termination). If the issue remains unresolved, the project will be formally closed.

If Rudocode terminates the engagement without cause, we will refund a proportional amount of any advance payment covering uncompleted work.

4. Retainer & Maintenance Plan Cancellation

For clients on monthly retainer or maintenance agreements:

• Cancellation must be submitted in writing at least 15 days before the next billing date
• The current month's retainer fee is non-refundable once the billing cycle has begun
• Active support tickets or in-progress tasks at the time of cancellation will be completed or handed over to the client
• Rudocode will provide a knowledge handover document summarising configurations, credentials, and system architecture to facilitate smooth transition to another provider

5. Scope Changes vs. Cancellation

Before choosing cancellation, consider whether a scope reduction or modification might better serve your needs. We can:

• Reduce the project scope and adjust pricing accordingly
• Pause development and resume when you're ready (see Section 8)
• Split a large project into phased deliveries to better manage budget and timelines
• Transition from a project engagement to a smaller maintenance or advisory retainer

Scope changes are governed by our standard change request process and do not constitute a cancellation. Any scope reduction that has already been delivered and paid for is non-refundable.

6. What Happens After Cancellation

Once a cancellation is confirmed, here is what to expect:

7. Deliverables on Cancellation

Upon cancellation and settlement of all outstanding payments:

• Rudocode will deliver all completed and paid-for work including source code, design files, databases, and documentation
• Partially completed modules or features may be delivered in their current state for the client's own continuation
• Work-in-progress that has not been paid for remains the property of Rudocode until the corresponding payment is received
• Any Rudocode proprietary tools, frameworks, or components used in the project will be decoupled or the client will be provided alternative open-source equivalents where applicable

Rudocode will cooperate in good faith to ensure a smooth transition, including a brief handover call to explain the project status, codebase structure, and any critical technical considerations.

8. Project Pausing

If you need to temporarily pause a project rather than cancel it entirely, Rudocode can accommodate a project hold under the following conditions:

• A pause request must be submitted in writing with at least 7 days' notice
• Projects may be paused for a maximum of 60 days without a re-scoping discussion
• All outstanding invoices must be cleared before a pause is granted
• After 60 days, if the project has not resumed, Rudocode may treat the engagement as cancelled and begin the cancellation process
• Upon resuming after a pause, a brief re-onboarding period (typically 1–3 days) may be required, and team availability cannot be guaranteed for the same members

A pause does not waive any payment obligations for work already completed. Any work performed to facilitate the pause (documentation, code freezing, handover notes) may be billed at our standard hourly rate.

9. Contact Us

To initiate a cancellation, request a pause, or discuss your options:

• Email: admin@rudocode.com
• Contact Form: Reach our projects team
• Address: Rudocode, Jabalpur, Madhya Pradesh, India

Please include your project name, company, and a brief description of your reason for cancelling. Our team will respond within 1 business day.