Effective Date: December 16, 2025
Applies To: All clients, partners, and entities working with Zeitra
1. Acceptance of This Policy
By engaging Zeitra, authorizing work, submitting payment, approving a scope, granting system access, or continuing to use delivered systems, the client acknowledges and agrees that this policy is binding and enforceable.
Acceptance applies regardless of whether services are rendered under a signed agreement, invoice, written authorization, or verbal approval. Continued collaboration or use of delivered automation constitutes ongoing acceptance of this policy.
2. One-Time Automation Builds
Project Initiation & Upfront Payment
All one-time automation builds require a 50% estimated upfront payment prior to project initiation. This payment secures scheduling, planning, system design, and preparatory work.
Once work has commenced, the upfront payment is non-refundable, as it compensates Zeitra for time, labor, and intellectual effort already committed.
Build Process & Final Pricing Reconciliation
Due to the technical and variable nature of automation work, final scope complexity can only be fully assessed during implementation.
- Operators document task steps, complexity, and execution details in real time within the Origin Build Log.
- Upon completion, the final project total is calculated based on actual build complexity.
- The remaining 50% balance is reconciled by deducting the initial payment from the final calculated total.
Payment of the remaining balance is due upon delivery.
Delivery & Acceptance
Delivery includes the completed automation and the associated Build Log documenting what was implemented.
Clients may report objective build errors within five (5) business days of delivery. Approval, acceptance, or continued use of the automation constitutes acknowledgment of satisfactory completion.
Refund Conditions
Refunds are considered only in the event Zeitra is unable to deliver the automation as defined by the agreed scope.
- The upfront payment is non-refundable under all circumstances once work has begun.
- Dissatisfaction, preference changes, or requests outside the agreed scope do not qualify for refunds.
- Chargebacks or disputes submitted without prior written notice will be treated as a breach of this policy.
3. Change / Improvement Work
Change or improvement requests refer to modifications, enhancements, extensions, or adjustments requested after the original scope has been delivered.
- Change work is not included in one-time builds unless explicitly stated.
- All changes are scoped, estimated, and invoiced separately.
- Once approved and initiated, change work follows the same non-refundability standards as one-time builds.
4. Automation Maintenance & Operational Care
Service Scope
Maintenance services provide ongoing operational oversight to ensure stability and uptime. This includes weekday-only daily health checks, error monitoring and incident triage, production fixes when feasible, and weekly and monthly operational reports. No new features or redesigns are included unless separately scoped.
Billing & Termination
Maintenance is billed monthly in advance and continues until terminated by either party with 14 days' written notice. Monthly maintenance fees are non-refundable, as each payment secures dedicated monitoring, availability, and operational capacity for that period.
Service Credits
If Zeitra materially fails to provide agreed maintenance services during a billing period, pro-rated service credits may be issued at our discretion. No cash refunds are provided for maintenance services.
5. Disputes & Chargebacks
Clients agree to raise any concerns directly with Zeitra prior to initiating a chargeback or formal dispute. Unauthorized chargebacks, payment reversals, or disputes that contradict this policy may result in immediate suspension of services, revocation of support access, and collection efforts for unpaid balances.
6. Policy Supremacy
This policy supplements and supports all executed agreements. In the event of conflict, the governing agreement shall control, except where this policy provides additional protection or clarification.
7. Acknowledgment
By working with Zeitra in any capacity, the client acknowledges that they have read, understood, and agreed to this Refund & Dispute Policy in full.