Refund and cancellation policy

This policy applies to advisory and assurance engagements with Virtual Automation Tech for supplier payment control audits, control design, bank-detail change reviews, and ongoing payment assurance. We do not sell physical products, software licences, or online checkout purchases through this website.

How fees are agreed

Fees are confirmed in a written proposal or engagement letter before work begins. Website prices are informational only. No payment is taken through this site.

Deposits

Some engagements require a deposit (typically 30% of the agreed fee) to reserve start dates and allocate reviewers. Deposits are stated in the engagement letter.

Cancellation by you

• If you cancel more than 14 days before the agreed start date, we refund deposits in full within 14 business days.
• If you cancel between 7 and 14 days before the start date, we refund 50% of the deposit; the remainder covers preparation already underway.
• If you cancel fewer than 7 days before the start date, deposits are non-refundable unless we rebook an equivalent engagement within 30 days by mutual agreement.

Rescheduling

You may reschedule once without charge if you give at least 7 days’ notice and a new date is agreed within 60 days. Later or repeated reschedules may incur a reasonable administration fee disclosed before confirmation.

Work already started

Once fieldwork, workshops, or evidence review has begun, fees for completed stages are payable. Unused future stages may be refunded or credited on a pro-rata basis after deducting non-recoverable preparation time.

Purchased materials and third-party costs

If an engagement requires agreed third-party data extracts, specialist tools, or travel booked at your request, those costs are non-refundable once incurred, unless the third party refunds us.

Non-refundable items

• Completed audit sampling packs and issued written findings.
• Delivered control frameworks, role guides, or briefing notes.
• Retainer months already started for ongoing payment assurance.
• No-shows for scheduled workshops without 48 hours’ notice.

Partial refunds

Partial refunds apply when only part of a scoped engagement remains undelivered and cancellation is accepted. We calculate remaining value from the milestone schedule in the engagement letter.

Refund method and timing

Approved refunds are returned by the original payment method (typically UK bank transfer) within 14 business days of written approval. Processing times of your bank may add a few days.

Our cancellations

If we must cancel due to illness, conflict, or capacity, we offer a full refund of sums paid for undelivered work or a rescheduled date at your choice.

How to request a refund

Email hello@virtualautomationtech.digital with your organisation name, engagement reference, and reason. You may also write to 30 Traill Street, Rossington, DN11 0EY, United Kingdom, or call +44 070 4062 1431.

Exceptions

Statutory rights under UK consumer law remain unaffected where you engage as a consumer. Business clients are governed primarily by the signed engagement letter; if terms conflict, the engagement letter prevails for that project.