- Deposits reserve project time and may become non-refundable once work begins.
- Completed, approved, launched, or delivered custom work is generally not refundable.
- Recurring care plans can be canceled for future service periods under the applicable written terms.
- Billing concerns should be sent to us first so we can investigate and respond.
01What This Policy Covers
This policy applies to website strategy, design, development, redesign, ecommerce setup, landing page, web app, SEO foundation, maintenance, care plan, and support services provided by POLAR CIRCUIT LLC.
If a signed agreement, proposal, statement of work, or invoice contains different refund or cancellation terms, that written document controls for that project.
02Deposits and Project Reservations
Deposits reserve calendar time, planning capacity, and project resources. Unless a written scope says otherwise, a deposit is refundable only if you cancel before we begin strategy, planning, design, development, project setup, third-party coordination, or other billable work.
Once work begins, deposits may be applied to work already performed, reserved capacity, project administration, and non-cancellable commitments.
03Refund Eligibility
| Situation | Typical outcome |
|---|---|
| Duplicate or mistaken payment | Refunded after verification |
| Overpayment | Refunded or credited after verification |
| Cancellation before work begins | Deposit may be refundable unless stated otherwise in writing |
| Cancellation after work begins | Client is responsible for completed work, reserved time, approved expenses, and non-cancellable third-party costs |
| Completed, approved, launched, transferred, or used deliverables | Generally not refundable |
| Dissatisfaction caused by a documented failure to meet the written scope | We will review and may correct the issue, credit fees, or refund a fair portion depending on the facts |
04Non-Refundable Items
- Completed strategy, design, development, setup, consulting, support, or maintenance time.
- Approved, accepted, launched, transferred, downloaded, or used deliverables.
- Domain, hosting, plugin, stock asset, font, CMS, ecommerce, app, API, or third-party platform fees paid to outside providers.
- Rush fees, scheduling holds, custom research, custom integrations, and work performed at your request.
- Fees for delays caused by missing client content, missing access, late approvals, scope changes, or third-party platform issues outside our control.
05Project Cancellations
To cancel a project, email hello@polarcircuitweb.com with your project name, invoice number if available, and the reason for cancellation. We may ask for verification before processing a cancellation request.
After cancellation, we will review completed work, unpaid balances, non-cancellable costs, and any refund or credit eligibility. If a refund is approved, we will usually initiate it within 10 business days after the review is complete.
06Recurring Care Plans
Recurring care plans may be canceled for future service periods by written notice unless a written agreement states a different notice period. Cancellation does not automatically refund the current period if work, monitoring, updates, or reserved support has already been provided.
Unused support time does not roll over unless the written plan expressly allows rollover.
07Billing Questions and Disputes
If you believe a charge is incorrect, contact hello@polarcircuitweb.com or +1 (307) 742-1563 as soon as possible. Include your name, company, invoice number, payment date, amount, and a short explanation.
We will review billing concerns in good faith and respond with next steps. Project work, support, launch, transfer, or account access may be paused while a payment dispute is pending.
08Refund Method and Timing
Approved refunds are usually returned to the original payment method when possible. Processing times can vary based on banks, card networks, payment processors, weekends, holidays, and fraud or compliance reviews.
Refunds do not include third-party fees unless those fees are refunded to us or the written agreement says otherwise.
09How to Request a Refund or Cancellation
- Email hello@polarcircuitweb.com.
- Call +1 (307) 742-1563.
- Use the contact form on the Contact page.
- Mail a written request to POLAR CIRCUIT LLC, 1365 Taylor Ave, Sheridan, WY 82801, USA.
POLAR CIRCUIT LLC
1365 Taylor Ave, Sheridan, WY 82801, USA
hello@polarcircuitweb.com - +1 (307) 742-1563