Draft policy for operator review. This theme is connected to WHMCS: a configured installation can create customer accounts, orders, invoices and support records, and use enabled payment and service modules. Before adopting this policy, the operator must complete its verified identity, contacts, service terms and actual data practices. Installing the theme does not configure those business settings.
- Voluntary guarantee
- Only if expressly adopted
- Third-party costs
- Disclosed before approval
- Your legal rights
- Preserved
How this policy applies
This is a commercial policy model for the operator to review and adopt. The theme does not supply a money-back guarantee. The accepted order must identify the provider, covered service, billing term, cancellation method and applicable refund terms before purchase.
A voluntary guarantee is separate from any mandatory consumer cancellation right, remedy for a defective service, duplicate-payment correction or other right under applicable law. Those rights are not removed by an exclusion in this model policy.
New-hosting refund terms
Any voluntary new-hosting guarantee must state its eligible Web Hosting, Cloud Hosting or Reseller Hosting plans, covered charges, activation event, request window and exclusions in the accepted order. No refund window or eligible amount is set by this theme. Renewals, upgrades, additional services and replacement accounts must be addressed expressly.
The live operator must confirm the eligible plans and activation event, explain any fair-use or repeat-claim restriction in advance, and provide the request method. Any deduction must have a valid contractual and legal basis and be explained rather than applied as an undisclosed administration fee.
Treatment by service
| Service | Cancellation and refund basis |
|---|---|
| Domains | Registry registration, renewal, transfer, premium-name and restoration transactions can become irreversible once completed. Any voluntary refund exclusion must be disclosed before approval and remains subject to mandatory law and transaction errors. |
| Web, Cloud & Reseller Hosting | Eligible initial base subscriptions follow any voluntary guarantee expressly adopted by the operator. Renewals and changes follow the accepted order and applicable legal rights. |
| VPS, Dedicated & Game Servers | Resource allocation, reserved capacity, licences and usage can create non-recoverable costs. The order must define the cancellation cutoff, minimum term and any eligible refund; these services are not automatically included in a voluntary hosting guarantee. |
| Professional Email & VPN | Recurring access ends according to the purchased term and cancellation instructions. Treatment of unused time, activated seats and third-party subscriptions must be stated before purchase. |
| SSL Certificates | Eligibility can depend on whether an application has been submitted, a certificate has been issued, or a certificate authority offers a cancellation window. Revocation and refund are separate processes. |
| Web Design & Managed Services | The agreed statement of work governs milestones, committed time, accepted deliverables and cancellation charges. Charges for completed or expressly authorised work must be itemised. |
| Website Migration | Work already completed and authorised third-party costs are assessed against the agreed scope. A pending cutover and a completed migration are different delivery stages. |
| Backup & Recovery | Storage already used, retained copies and completed recovery work follow the order. Ending a subscription does not itself initiate a restoration or guarantee continued access. |
Software licences, optional extras, professional work and third-party costs are not included in a base-plan guarantee unless expressly listed. A provider must identify these items separately; a mixed order should not be treated as wholly non-refundable merely because one item has been fulfilled.
Renewals and service cancellation
Request cancellation through the channel and before the cutoff stated in the service order. Keep the confirmation and confirm which service is affected. Cancelling one service does not cancel unrelated hosting, domains, mailboxes, backups or licences.
For a recurring plan, cancellation normally prevents the next renewal and leaves access in place until the agreed end date unless immediate cancellation is selected or required. Any different arrangement must be stated in the order. Do not assume that an invoice disappearing or a payment failing has cancelled a service.
Domain auto-renewal is managed separately. A completed renewal may already have incurred a registry fee, even if the associated website is later cancelled.
How to request a review
- Identify the service, account and invoice or order reference, plus the transaction date.
- State whether you want immediate cancellation, cancellation at the end of the term, a refund review or correction of a billing error.
- Describe the reason and any relevant service issue. Do not send passwords, full card numbers, private keys or unrelated personal documents.
- Allow the provider to verify that you are authorised to manage the account. Obtain a written outcome and an itemised calculation.
The operator must publish a monitored request channel, response target and escalation route. Submit a request through the designated WHMCS support department or other published route. A cancellation request, a support ticket and a refund approval are separate actions; submitting one does not automatically approve or issue a refund.
Approved refunds and billing errors
An approved refund should be issued using the original payment method where lawful and technically possible, with any agreed alternative recorded. Payment-processor settlement time can be separate from the provider’s approval time. The live policy must publish a realistic processing timeframe.
Duplicate charges, incorrect amounts and unauthorised transactions require a separate review and must not be rejected solely because a commercial guarantee window has ended. Explain any exchange-rate or payment-method effect rather than guaranteeing the exact amount received in another currency.
Service credits are different from cash refunds. Any service-level credit is calculated under the accepted service schedule and cannot remove a mandatory remedy.
Protect your data before cancellation
Export the data you need and confirm the final access date, backup retention and deletion process before a service ends. Website, mailbox, game-world, VPN configuration and backup data can have different export requirements.
A cancellation or refund does not transfer a domain, revoke a certificate, migrate a website or deliver a backup unless that additional action is expressly requested and included in the agreed scope.
Mandatory rights and disputes
Applicable consumer law can provide cancellation or service-quality rights independently of a voluntary commercial guarantee. Whether a right applies can depend on the customer, jurisdiction, contract type, timing and any valid request for early performance. The operator must assess those rules rather than treating every online service as exempt.
If you disagree with an outcome, ask for the reasons, the relevant accepted term and the escalation route. This policy does not restrict a right to contact a competent regulator, pursue an available dispute process or use a legal remedy.
Related primary guidance
These sources inform the model. They do not establish which laws or contractual policies apply to a future operator.
Explore the services and review the terms relevant to your project.
