Refunds & Cancellations Policy

This Refunds, Cancellations & Payment Dispute Policy ("Financial Policy") forms an integral part of the Master Terms & Conditions executed between RUGABA RAAMATU KYNIGOS SYSTEMS PRIVATE LIMITED ("Company", "We", "Us", or "Our"), operating under the trade style Helix Human Capital ("Helix"), and the Client ("Client", "You", or "Your").

1. Pre-Payment Briefing & Zero-Liability Stage

1.1 Free Briefing Phase: Sourcing briefs, role requirements, compensation frameworks, and candidate profiling parameters built within the Helix hiring wizard carry zero monetary cost prior to checkout. You may edit, modify, or discard any brief prior to completing payment without incurring financial liability or requiring cancellation requests.

1.2 Execution of Mandate: Submission of payment credentials and completion of checkout via Cashfree Payment India Private Limited constitutes a final, irrevocable commercial mandate authorizing the Company to immediately allocate talent sourcing bandwidth, initiate database search compute, and deploy recruiter outreach.

2. Engagement Fee — Strict Non-Refundability

2.1 Immediate Work Commencement: The Engagement Fee charged at checkout covers upfront computational costs, recruiter assignment, preliminary candidate screening, and proprietary database queries executed immediately upon payment confirmation.

2.2 Absolute Non-Refundability Covenant: Once payment of the Engagement Fee is authorized by Cashfree or credited to the Company banking channel, THE ENGAGEMENT FEE IS STRICTLY NON-REFUNDABLE AND NON-TRANSFERABLE UNDER ANY CIRCUMSTANCES WHATSOEVER, including without limitation instances where:

• The Client unilaterally cancels, postpones, or suspends the hiring brief post-checkout;
• The Client fills the role internally, through an existing employee transfer, or via an un-related third-party agency;
• The Client rejects all Candidate shortlists presented by the Company;
• The Client modifies job specifications, compensation brackets, or reporting structures after sourcing has commenced; or
• The Client undergoes corporate restructuring, budget freezes, or liquidation.

2.3 Success Fee Offset Credit: If the Client hires a Candidate presented by the Company for the specific search requisition, the prepaid Engagement Fee shall be credited against the final net Success Fee tax invoice in accordance with Section 4 of our Master Terms & Conditions.

3. Success Fee Non-Refundability & Free Replacement Credit

3.1 Performance Earned Fee: The Success Fee is fully earned by the Company upon the Candidate's execution of an offer letter or official start date. Success Fees paid or invoiced are non-refundable once the Candidate commences employment.

3.2 Sole Remedy via 90-Day Guarantee: If a placed Candidate leaves employment or is lawfully terminated within ninety (90) calendar days of starting, the Client's sole and exclusive remedy is one (1) replacement search conducted at no additional charge under Section 6 of our Master Terms & Conditions. Under no circumstances shall candidate departure entitle the Client to a cash refund, credit note, or monetary payout.

4. Duplicate, Erroneous & Overcharged Transactions

4.1 Reporting Window: In the event of a genuine duplicate transaction (where the same order was billed twice due to network latency) or an arithmetic billing discrepancy, the Client must notify admin@helixhumancapital.in in writing within seven (7) calendar days of the charge date.

4.2 Mandatory Evidence: Claims must include the Cashfree Order Reference ID, transaction date, bank payment advice, and payment summary.

4.3 Verification & Reversal Timeline: Upon receipt of valid notice, the Company shall verify gateway logs with Cashfree Payment India Private Limited within three (3) business days. Upon confirmation of an erroneous duplicate charge, the Company shall initiate a full reversal to the original payment method, which typically reflects in the Client account within five to seven (5–7) business days depending on issuing bank settlement policies.

5. Interrupted Transactions & Failed Payment Deductions

5.1 Bank-Side Drops: If funds are deducted from the Client's bank account or credit card during a transaction that fails to generate a successful order confirmation on the Helix Platform (a drop-off transaction caused by 3D-Secure authentication timeouts or inter-bank gateway failures):

• The order remains unconfirmed and no sourcing work is initiated; and
• The deducted funds are held in the banking settlement pipeline and automatically reversed by Cashfree or the Client's issuing bank within standard banking clearing windows (typically 3–5 business days).

5.2 Escalation Assistance: If an unconfirmed deduction is not automatically reversed within five (5) business days, the Client may forward the payment reference receipt to admin@helixhumancapital.in for manual reconciliation with Cashfree risk operations.

6. Prohibition of Unauthorized Bank Chargebacks

• The Client shall immediately become liable for a liquidated administrative fee of ₹25,000 (Twenty-Five Thousand Indian Rupees) plus all chargeback processing penalties assessed by Cashfree and card networks;
• The Company reserves the right to immediately suspend all active searches, withhold candidate pipelines, and report default details to corporate credit bureaus; and
• The Company may initiate legal collection proceedings under Section 17 of the Master Terms & Conditions in Gurgaon/New Delhi jurisdiction.

7. Currency & Gateway Processing Parameters

All refunds, reversals, or adjustments approved under this Policy are processed strictly:

• In Indian Rupees (INR);
• Through the original payment gateway integration (Cashfree Payment India Private Limited); and
• To the exact corporate account, card, or net-banking profile utilized during original checkout. The Company cannot issue refunds via cash, third-party wire transfers, or to alternative bank accounts.

8. Force Majeure & Systemic Disruption

The Company accepts no financial liability for refund claims arising from delay or inability to perform search engagements caused by force majeure events, including acts of God, banking network blackouts, Reserve Bank of India regulatory freezes, cyber warfare, or telecommunication outages.

9. Formal Financial Dispute Resolution Matrix

For any billing dispute or commercial escalation, the Client shall adhere to the statutory escalation matrix set forth below:

10. Statutory Inquiries

For additional clarification regarding payment terms, Cashfree gateway reconciliation, or invoice copies, please contact our billing administration team at admin@helixhumancapital.in or visit our Contact Us Page.