TRANSPARENT BILLING & FAIR TERMS

Cancellation & Refund Policy

Last updated: October 15, 2026. Clear, fair guidelines regarding our setup sprints, retainers, and refund turnaround times.

1. Overview & Commercial Scope

At Otbix Systems (a commercial unit of Simb Technologies), we deliver bespoke, production-grade AI Employees and business process automation. We take immense pride in our engineering quality, high uptime, and hands-on maintenance.

Because our services involve significant upfront engineering, custom API orchestration, and dedicated cloud instance provisioning, this Cancellation & Refund Policy outlines the terms under which cancellations and refunds are evaluated.

100% Free Initial Workflow Audits

Our initial 30-minute Workflow & Architecture Audit is completely free of charge and non-binding. You are under no financial obligation to engage us after the audit session.

2. Custom Setup & Deployment Sprint Fees

Custom build fees cover dedicated senior software engineering, API schema mapping, prompt guardrail programming, and staging server setup:

  • Pre-Engineering Cancellation: If you request cancellation in writing within 24 hours of making the setup payment and before our technical discovery interview or architecture provisioning has commenced, you are eligible for a 100% full refund.
  • Post-Commencement: Once technical discovery has been conducted, sandbox environments provisioned, or sprint engineering has commenced, setup fees become non-refundable due to the direct allocation of engineering hours and proprietary cloud infrastructure.

3. Monthly Retainers & Infrastructure Plans

For active deployments running on monthly maintenance and hosting retainers:

  • Cancellation Anytime: You may cancel your ongoing monthly retainer at any time by providing at least 15 days' written notice prior to your next renewal date.
  • Service Continuation: Upon notice of cancellation, your AI systems and webhooks will continue to operate through the end of your currently paid 30-day billing period.
  • No Pro-Rated Mid-Month Refunds: We do not offer partial or pro-rated refunds for unused days within an active monthly billing cycle.

4. Refund Approval & Turnaround Timeline

In the event that a cancellation or refund request is approved by our management (for example, in cases of inadvertent double payment or pre-sprint cancellation):

  • Refunds are credited strictly back to the original payment method (UPI account, Credit/Debit Card, or Net Banking) through our authorized payment gateway, Razorpay.
  • Once initiated by us, the banking network and Razorpay process the credit within 5 to 7 business days.
  • You will receive an automated email confirmation with the Razorpay Payment ID and Refund Reference Number as soon as the transaction is processed.

5. How to Submit a Request

To initiate a cancellation or refund inquiry, please reach out to our billing support with your registered business email and invoice details:

Email: hello@otbix.com (Subject: "Billing / Cancellation Request - [Your Company Name]")

Phone / WhatsApp: +91 79974 62639

Registered Entity: Simb Technologies (trading as Otbix Systems), HITEC City, Hyderabad, India.