Refund & Cancellation Policy

Effective Date: May 2025  |  Last Updated: May 2026

1. Overview

At Red Hot Media House, we are committed to delivering high-quality digital marketing and creative services with complete transparency. We understand that business needs evolve, and this policy is designed to provide clear, fair, and professional guidelines for refunds and cancellations.

Please read this policy carefully before engaging our services. By making a payment to the Agency, you confirm that you have read and accepted these terms.

2. Advance Payment Terms

All services offered by Red Hot Media House require an advance payment before work commences. The advance payment terms are:

• Project-Based Services: A minimum of 50% advance payment is required before the Agency begins work. The remaining balance is due upon project completion and prior to final delivery.
• Monthly Retainer Services: Full monthly fees are payable in advance at the beginning of each billing cycle.
• Large-Scale Projects: For projects exceeding a defined budget threshold, a custom payment schedule (e.g., milestone-based) will be agreed upon in the project contract.

Work will not commence until the advance payment is received and cleared. Any delays caused by delayed payments will affect the project timeline accordingly.

3. Non-Refundable Services

The following services and associated costs are strictly non-refundable once work has commenced:

3.1 Creative & Strategy Services

• Brand identity design (logos, brand guidelines, visual identity systems)
• Custom website design and development
• Content creation including copywriting, scripts, graphics, and video production
• Digital marketing strategy and campaign planning
• SEO audits, keyword research, and technical SEO implementation

3.2 Advertising & Media Spend

• Any advertising spend deployed to third-party platforms (Google Ads, Meta Ads, LinkedIn Ads, etc.) is non-refundable under any circumstances
• Platform setup fees and third-party tool subscription costs

3.3 Consultation & Strategy Sessions

• Paid consultation sessions once delivered
• Strategy workshops and advisory sessions once conducted

4. Refund Eligibility

Refunds, in full or in part, may be considered only under the following specific conditions:

• The Agency has failed to commence work within 14 business days of receiving the advance payment and agreed project brief, without a reasonable explanation.
• A written mutual agreement to cancel the project has been reached before any work has been initiated.
• A duplicate payment has been made due to a technical error. In this case, the duplicate amount will be fully refunded.

Refund requests must be submitted in writing to our official email address within 7 days of the triggering event. Requests submitted after this period will not be considered.

5. Project-Based Refunds

For project-based engagements, the following refund structure applies if a project is cancelled:

• Cancellation before work commences: Up to 75% of the advance payment may be refunded after deducting administrative and onboarding processing fees.
• Cancellation after work has commenced but before the first deliverable: Up to 25–50% of the advance payment may be refunded at the Agency's discretion, after deducting the cost of work completed.
• Cancellation after the first deliverable has been shared: No refund is applicable. The Client will be invoiced for any remaining milestone due at the time of cancellation.

6. Monthly Retainer Cancellation

• Monthly retainer agreements require a minimum of 30 days' written notice for cancellation.
• The current billing cycle's fees are non-refundable once the cycle has begun.
• Notice received within the current billing cycle will take effect from the next billing cycle.
• Early termination without the required notice period will result in a one-month fee being charged as a notice period fee.

7. Impact of Client Delays on Refunds

Red Hot Media House operates on a collaborative model that requires timely input from clients. If project progress is delayed due to:

• Non-provision of required materials, content, access, or approvals from the Client
• Lack of response to Agency communication for more than 10 consecutive business days
• Client-initiated scope changes mid-project

…the Agency is not liable for resulting delays, and no refund will be issued for time elapsed due to Client-side inaction. If a project is placed on hold at the Client's request for more than 30 days, the Agency reserves the right to close the project and retain all advance payments received.

8. Scope Changes & Additional Work

Any changes to the agreed project scope requested by the Client after work has commenced will be treated as additional work. These will be quoted separately and will not qualify for a refund on previously agreed-upon work.

The Agency will issue a formal Change Order for any scope modifications, which must be approved and paid for before the additional work begins.

9. Third-Party Costs

The following third-party costs are outside the Agency's direct control and are non-refundable:

• Advertising spend on Google, Meta, LinkedIn, or any other paid media platform
• Domain registration and web hosting fees
• Software licenses and plugin purchases
• Stock image, video, or audio licensing fees
• Any platform fees charged by external service providers

Where possible, the Agency will inform the Client before incurring significant third-party costs. However, operational advertising expenses incurred during active campaign management are considered consumed and are non-refundable.

10. No Guarantee of Results

The Client acknowledges and understands that digital marketing outcomes, including but not limited to:

• Search engine rankings and organic traffic growth
• Social media follower growth and engagement rates
• Return on ad spend (ROAS) and conversion rates
• Lead volume and lead quality

…are influenced by factors beyond the Agency's complete control, including search engine and platform algorithm changes, market competition, seasonal trends, and Client-side factors such as website quality and offer attractiveness.

The absence of specific results does not constitute grounds for a refund. The Agency commits to applying professional expertise and best practices to pursue the best achievable outcomes.

11. Refund Process

Approved refunds will be processed as follows:

• Refund requests must be submitted in writing via email to the Agency's official contact address
• The Agency will acknowledge receipt within 3 business days and evaluate the request
• Approved refunds will be processed within 7–14 business days from the date of approval
• Refunds will be issued via the same payment method used for the original transaction
• Bank transfer charges or payment gateway fees, if applicable, will be deducted from the refund amount

12. Payment Disputes

If a Client initiates a payment dispute or chargeback without first contacting the Agency to resolve the matter, the Agency reserves the right to:

• Immediately suspend all active services
• Retain all work-in-progress and completed deliverables pending resolution
• Pursue recovery of legitimate fees through appropriate legal channels

We strongly encourage all clients to contact us directly at the first sign of any billing concern. We are committed to resolving disputes fairly and professionally.

13. Contact for Refund Requests

All refund and cancellation requests must be submitted in writing to:

• Red Hot Media House
• Email: info@redhotmediahouse.com
• Website: www.redhotmediahouse.com
• Address: Office no. 3, G, 69, G Block, Sector 63, Chotpur, Noida, Uttar Pradesh 201309

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