Refund & Cancellation Policy

Last Updated: February 2025 | Effective Date: January 1, 2025 | Version 2.0

📖1. Guiding Principles

Our refund policy is built on the following principles:

• Professional Services Nature: The services we provide are professional in nature. Once professional time, expertise, and effort has been deployed, the value is partially or fully consumed, even if a tangible government-issued certificate or document has not yet been received
• Government Fee Exclusion: Amounts paid to government authorities (MCA fees, trademark filing fees, patent fees, GST portal fees, stamp duties, etc.) are never refundable by UrbanFiling as these are third-party statutory payments remitted on your behalf
• Work-in-Progress Deduction: Where work has commenced, a fair assessment of work already done shall be made and deducted before any refund is processed
• Timely Communication: Clients are strongly encouraged to communicate cancellation requests promptly. Delays in communication may result in reduced refund eligibility as work progresses

📊2. Refund Eligibility Matrix

The following table provides a general overview of refund eligibility. All refunds are at UrbanFiling's discretion and subject to assessment of actual work completed:

🚫3. Non-Refundable Components

The following amounts are strictly non-refundable under any circumstances:

• Government / Statutory Fees: MCA filing fees, Trademark Registry fees (₹4,500 or ₹9,500 per class), Patent Office fees, GSTN portal fees, Income Tax portal fees, stamp duties, court fees, notary charges, and all similar statutory payments made on your behalf
• Payment Gateway Transaction Charges: Typically 2–3% levied by the payment processor on every transaction
• Completed & Delivered Services: Any service or component that has been fully completed and delivered (e.g., a drafted agreement, a completed filing, an issued certificate) is non-refundable
• Consultation Fees: Paid advisory, legal opinion, or consultation fees are non-refundable once the consultation session has been conducted
• Priority / Express Service Charges: Expedited processing fees are non-refundable once the priority processing has commenced

📝4. Cancellation Procedure

To request a cancellation or refund, please follow these steps:

• Step 1 — Submit Request: Send a written cancellation/refund request to help@urbanfiling.com with the subject line "Cancellation/Refund Request — [Service Name] — [Order/Invoice Number]." Include your full name, registered mobile number, and a brief reason for cancellation
• Step 2 — Acknowledgement: We will acknowledge your request within 48 working hours
• Step 3 — Assessment: Our team will review the request and assess the extent of work completed, amount of government fees disbursed, and applicable deductions
• Step 4 — Decision: We will communicate our decision along with the refund amount (if any) within 7 working days of receiving the complete cancellation request
• Step 5 — Processing: Approved refunds will be processed within 7–10 working days of the decision, and credited to the original payment method or via NEFT/RTGS to your bank account

💰5. Refund Processing & Method

• All approved refunds are processed exclusively in Indian Rupees (INR) to the original payment source (credit/debit card, UPI, net banking account used for payment) or via NEFT/RTGS to a verified bank account
• Refunds are not issued in cash under any circumstances
• Total processing time from approval: 7–10 working days (additional time may be required depending on your bank/card issuer's clearing process)
• UrbanFiling will provide a refund confirmation email and transaction reference upon processing
• TDS/tax implications, if any, on refunds are the Client's responsibility

🔄6. Service Modification & Upgrade

Where a Client wishes to modify or upgrade a service post-payment (e.g., upgrading from a basic ITR filing to a complex one, or adding additional trademark classes), UrbanFiling will assess the additional work involved and issue a supplementary invoice for the difference. No refunds are provided for downgrades once work has commenced.

⏸️7. Service on Hold / Dormancy

If you are unable to provide required documents or information and wish to place a service "on hold," UrbanFiling may accommodate this for up to 60 days from the date of payment without additional charge. Beyond 60 days of inactivity due to non-provision of documents by the Client, UrbanFiling reserves the right to treat the engagement as cancelled, and the provisions of this Policy shall apply.

⚖️8. Dispute Resolution for Refund Disputes

If you are dissatisfied with our refund decision:

• Escalation: You may escalate to our Grievance Officer at help@urbanfiling.com within 15 days of the initial decision. A senior team member will independently review your case and respond within 10 working days
• Consumer Forum: You retain the right to approach the Consumer Disputes Redressal Commission under the Consumer Protection Act, 2019
• Arbitration: For disputes exceeding ₹1,00,000, parties may opt for binding arbitration as specified in our Terms of Service

🌐9. International / Cross-Border Services

For services involving company formation in foreign jurisdictions (UAE, USA, Singapore, UK, etc.), refund eligibility is additionally governed by the laws and policies of the respective jurisdiction. Government fees paid to foreign authorities are non-refundable. Professional fees may be partially refundable if engagement has not materially commenced. Currency conversion costs are borne by the Client.

🔄10. Force Majeure

UrbanFiling shall not be liable for delays in service delivery or refund processing arising from force majeure events including but not limited to Acts of God, natural disasters, pandemic, epidemic, war, terrorism, government-imposed restrictions, nationwide internet outages, prolonged government portal shutdowns, or any other event beyond our reasonable control. In such circumstances, estimated timelines and refund decisions shall be adjusted equitably and in good faith.

📞11. Contact for Refund Queries