Refund, Cancellation, Billing & Chargeback Policy
Effective Date: June 1, 2026
1. Nature of Services
XC Media Design provides professional digital services, including but not limited to website design and development, website hosting, website maintenance, search engine optimization (SEO), AI optimization services, digital marketing, social media marketing, graphic design, photography, videography, consultation services, domain registration and renewals, SSL certificates and renewals, online ordering systems, software licensing, technical support, email hosting and configuration, website security services, and content creation.
All services provided by XC Media Design are custom, professional, creative, intellectual, consulting, technical, or digital in nature and are considered non tangible goods.
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2. No Guarantee of Results
XC Media Design utilizes commercially reasonable efforts, industry accepted practices, and professional expertise in providing services. However, no guarantee, warranty, or representation is made regarding search engine rankings, website traffic, revenue generation, lead generation, sales performance, Google Maps rankings, AI visibility, social media engagement, or any specific business outcome. The Client understands that online performance is influenced by numerous factors outside the control of XC Media Design.
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3. Website Design Refund Policy
Website design and development projects require substantial planning, consultation, creative work, coding, project management, revisions, testing, and implementation. All deposits paid toward website design or development projects are non refundable.
Once a project has been scheduled or work has commenced, XC Media Design allocates internal resources and production time specifically to the Client’s project. Any fees paid become earned as work progresses.
No refund shall be provided for design work, development work, coding, consultations, meetings, project planning, content creation, revisions, testing, research, project management, migration services, or technical implementation that has already occurred.
Upon completion, publication, delivery, installation, deployment, or transfer of any website, design, graphic, software configuration, or digital deliverable, all payments shall be considered final and non refundable.
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4. Consultation Fees
Consultation fees are fully earned upon delivery of professional advice, support, strategy, planning, review, analysis, recommendations, meetings, telephone calls, virtual meetings, or in person consultations.
Because consultation services involve the expenditure of professional time and expertise, all consultation fees are non refundable.
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5. Hosting Services
Website hosting services are billed in advance and become fully earned upon payment. Upon activation or renewal of hosting services, XC Media Design incurs infrastructure, server, licensing, monitoring, backup, maintenance, and support expenses.
Accordingly, hosting fees are non refundable, including any partially used or unused hosting periods. Cancellation of hosting services shall not entitle the Client to a prorated refund for any remaining term.
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6. Domain Registrations
All domain registrations, domain renewals, domain transfers, premium domain purchases, and related registry services are non refundable.
Upon registration or renewal, registry fees are incurred and ownership rights are secured. Because these transactions cannot typically be reversed by registrars or registries, no refund shall be issued under any circumstances.
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7. SSL Certificates
SSL certificates are purchased through third party certificate authorities and become fully earned upon purchase or renewal.
Because certificate fees are incurred immediately and certificates cannot generally be canceled or refunded by certificate authorities, all SSL certificate purchases and renewals are non refundable.
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8. SEO, AI Optimization & Marketing Services
SEO, AI optimization, digital marketing, advertising management, content marketing, social media management, and related services require the expenditure of labor, expertise, research, planning, implementation, and ongoing management.
All setup fees, monthly fees, optimization fees, management fees, and campaign fees are non refundable once work has commenced.
Refunds shall not be issued due to ranking fluctuations, traffic fluctuations, search engine algorithm changes, AI platform updates, market conditions, competitor actions, or dissatisfaction with campaign performance.
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9. Photography, Video & Media Services
Photography, videography, media production, editing, travel, setup, processing, and post production services become fully earned once performed.
No refund shall be provided for completed photography sessions, completed video shoots, editing services, production services, travel expenses, media processing, or other related services.
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10. Monthly Recurring Services
Monthly recurring services may include website hosting, maintenance, SEO, marketing, AI optimization, software licensing, email services, security services, support services, or other recurring digital services.
Once a billing cycle begins and payment is processed, the fees for that billing cycle become fully earned and non refundable.
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11. Cancellation Requirements
Clients wishing to cancel recurring services must provide a minimum of thirty (30) days written notice prior to the next billing, renewal, or service date. Written cancellation requests must be submitted to Service@XCMediaDesign.com.
Cancellation requests shall not be considered effective until acknowledged by XC Media Design. Verbal requests, social media messages, text messages, or assumptions of cancellation shall not constitute valid notice.
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12. Client Responsibilities Upon Cancellation
Cancellation of services does not eliminate responsibility for previously incurred charges. The Client remains responsible for all outstanding balances, completed work, active subscriptions, services rendered, third party expenses incurred, domain renewals processed, SSL renewals processed, hosting periods billed, and any other amounts due prior to the effective date of cancellation.
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13. Failed Payments
Any payment that is declined, returned, rejected, reversed, disputed, or otherwise unsuccessful may result in a non refundable failed payment fee of thirty dollars ($30.00) being added to the Client’s account. The Client agrees to maintain valid and current payment information at all times.
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14. Service Suspension
If payment is not received after reasonable notice, XC Media Design reserves the right to suspend, disable, disconnect, remove, restrict, or terminate access to any website, hosting service, email service, online ordering platform, domain related service, software license, or digital asset associated with the account until the account is brought current.
No refund shall be provided as a result of suspension caused by non payment.
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15. Restoration Fees
If services are suspended, disconnected, disabled, or removed due to non payment, restoration fees may apply before services are reinstated.
Restoration fees may include charges associated with technical labor, emergency support, recovery services, third party expenses, data restoration, migration services, account reactivation, and system recovery. Such fees shall be determined based upon the actual labor and expenses incurred by XC Media Design.
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16. Chargebacks & Payment Disputes
The Client agrees not to initiate a chargeback, payment reversal, payment dispute, or bank claim for services that were authorized, contracted, scheduled, partially completed, completed, delivered, renewed, or otherwise provided under any agreement with XC Media Design.
The filing of a chargeback or dispute shall not cancel or eliminate the Client’s contractual obligations.
In the event a chargeback or dispute is initiated, XC Media Design reserves the right to immediately suspend services, revoke access to digital assets, pursue collection efforts, recover associated costs, assess administrative fees where permitted by law, and pursue all available legal remedies.
The Client agrees that signed agreements, invoices, payment authorizations, proposals, contracts, emails, project files, communication records, website access logs, service records, billing history, and related documentation may be used as evidence in responding to disputes and enforcing contractual obligations.
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17. Ownership & Release of Deliverables
Unless otherwise agreed in writing, all outstanding balances must be paid in full prior to the release of final deliverables.
Websites under development, source code, design files, creative assets, software configurations, licenses, proprietary materials, and editable project files shall remain the property of XC Media Design until all invoices and obligations have been satisfied.
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18. Exceptions
Refunds may only be issued when required by applicable law or when expressly approved by XC Media Design in its sole and absolute discretion. Any exception granted shall not establish a precedent or obligation for future transactions.
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19. Policy Acceptance
By signing any agreement, authorization form, estimate, proposal, invoice, online acceptance form, recurring billing authorization, payment authorization, or by submitting payment to XC Media Design, the Client acknowledges that they have read, understood, and agreed to this Refund, Cancellation, Billing and Chargeback Policy. The Client further acknowledges that they understand the non refundable nature of digital services, authorize recurring billing where applicable, agree to provide thirty (30) days written notice for cancellation of recurring services, and remain responsible for all charges incurred prior to the effective date of cancellation.
This version will hold up much better when attached to contracts, proposals, Stripe evidence, Square evidence, and your payment authorization form because it reads like a formal legal policy rather than a marketing page.