Refund Policy

This policy sets out when an order placed with iVerified Data PrivateStorage Solutions Holdings Ltd. can be cancelled, what charges may apply, and how refunds are calculated and paid. It reflects the nature of the work we do: equipment is sourced and configured against a written specification for a named client, and in many cases is ordered from a supplier only once the client has confirmed the order.

1. Scope

This policy applies to orders placed against a quotation we have issued. It does not apply to consumer retail purchases, because we do not sell through an online checkout. Every order begins with a quotation and a written acceptance.

Where a signed supply agreement or the accepted quotation sets out different cancellation terms, those terms take precedence over this policy.

2. Quotation validity

Each quotation states a validity period. Outside that period, pricing, availability and lead times are subject to re-confirmation, because component pricing and supplier allocation move continuously in this market.

A quotation is an offer to supply. It does not become an order until the client accepts it in writing and, where an advance payment is required, that payment is received in cleared funds.

3. When an order becomes binding

An order becomes binding when we acknowledge the client acceptance in writing. From that point we may place supplier orders, reserve allocation, and begin configuration work against the specification.

Because much of what we supply is configured or allocated specifically for one client, the point at which an order can still be cancelled without charge is usually early and usually short. Clients who anticipate a change should tell us as soon as possible, since the cost of cancelling rises as the order progresses.

4. Cancellation by the client

A cancellation request must be made in writing, must quote the order reference, and takes effect from the time we acknowledge it. A verbal indication is not a cancellation.

On receiving a request we confirm the current status of the order, the recoverable and non-recoverable costs already committed, and the cancellation charge that applies. No charge is applied without that written breakdown.

5. Cancellation charges

Cancellation charges are based on cost actually committed, not on a fixed percentage applied regardless of circumstances. The categories are:

• Before any supplier order is placed. No cancellation charge, other than any documented third-party cost already incurred at the client request.
• After a supplier order is placed but before goods are configured or despatched. Any supplier restocking, cancellation or allocation charge passed on at cost, together with any non-recoverable freight or documentation cost.
• After configuration has begun. The above, plus the engineering and configuration work already carried out.
• After despatch. The order cannot be cancelled. It is handled instead under our Return Policy.

Custom-configured systems, made-to-order builds and items ordered specially against a client specification are frequently non-cancellable and non-returnable at the supplier level. Where that applies to a line item we state it on the quotation.

6. Cancellation by us

We may cancel or decline an order, in whole or in part, where the goods become unavailable or the supplier withdraws allocation, where export control, sanctions or end-user requirements cannot be satisfied, where the pricing on which the quotation was based is withdrawn before the order is confirmed, or where agreed payment is not received.

If we cancel an order for a reason that is not the fault of the client, any payment already received for the cancelled portion is refunded in full.

7. Refunds

Approved refunds are issued to the original payer, using the same method and to the same account from which payment was received. We do not issue refunds to a third party or to a different account.

Refunds are normally processed within ten business days of the refund being agreed in writing. The time taken for funds to appear depends on the banks and intermediaries involved and is outside our control.

Where a refund follows a return, it is processed after the goods have been received and inspected under our Return Policy.

8. What is not refundable

• Freight, insurance, customs clearance, duties and taxes already incurred on a despatched consignment.
• Supplier restocking or cancellation charges passed on at cost.
• Engineering, configuration or integration work already performed.
• Goods that have been installed, modified, or had firmware or licensing applied that cannot be reversed.
• Software, firmware and licence entitlements once the keys or entitlements have been issued.

9. Deposits and staged payments

Where an order is placed on staged payments, each stage is allocated against a defined milestone stated in the quotation. On cancellation, amounts paid are applied first against committed cost, and the balance is refunded.

Where an advance payment is described as non-refundable on the quotation, that description applies only to the portion representing cost committed at the point of order.

10. Currency and bank charges

Refunds are issued in the currency in which payment was received. We are not responsible for exchange rate movement between the date of payment and the date of refund, or for intermediary bank charges deducted in transit.

11. Raising a concern

If the client does not agree with a cancellation charge or a refund calculation, the matter should be raised in writing with the order reference and the point in dispute. We will review the committed cost, provide supporting documentation where we are permitted to share it, and respond with our position.

12. Contact

Cancellation requests and refund enquiries should be sent with the order reference through the contact details published on our Contact page.

iVerified Data PrivateStorage Solutions Holdings Ltd., 534 17 Ave SW, Unit 534, Calgary, Alberta, Canada T2S 0B1. Company No. 1673457-0.