Managed IT Services & Marketing Solutions for Southern California
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Legal & Billing

Cancellation & Refund Policy

How cancellations, renewals, and refunds work for XaaS Techs services. This page is designed to give clients clear expectations around billing- related questions.

Last updated:

Billing & account questions?

If you have questions about charges, invoices, cancellations, or this policy in general, please reach out to our team:

This policy should be read together with our Terms of Service and Privacy Policy.

This Cancellation & Refund Policy (“Policy”) describes how cancellations, renewals, and refunds are handled for services provided by XaaS Techs (“we”, “us”, or “our”). It supplements any specific terms set out in your service agreement, proposal, statement of work (“SOW”), or order form (collectively, the “Agreement”).

In the event of a conflict between this Policy and your signed Agreement, the terms of your Agreement will control.

1. Scope

This Policy generally applies to the following types of services:

  • Managed IT services and support plans;
  • Projects and professional services (e.g., migrations, deployments, audits);
  • Licensing and subscriptions that we resell or manage on your behalf;
  • Marketing and consulting services, where applicable.

Certain vendor or third-party products (such as software licenses or cloud services) may be subject to separate cancellation and refund rules, which will be communicated in your Agreement or order documentation.

2. Term and renewal

Managed services and recurring subscriptions are typically provided on a fixed term (for example, 12-month initial term) as described in your Agreement. Unless otherwise specified:

  • Automatic renewal: At the end of the initial term, your agreement may automatically renew for successive terms (e.g., month-to-month or additional annual terms), unless cancelled in accordance with the notice requirements in your Agreement.
  • Notice of non-renewal: If you do not wish to renew, you are generally required to provide written notice prior to the renewal date, within the notice period specified in your Agreement (for example, 30 days).

3. Cancellation of managed services

For managed IT and other recurring services, cancellation is subject to the terms in your specific Agreement. In most cases:

  • During the initial term: Early cancellation during the committed term may result in early termination fees, which can include payment of outstanding amounts due and/or a portion of remaining monthly fees.
  • After the initial term: Once the initial term has ended, you may typically move to a month-to-month arrangement or renew for a new term, depending on your Agreement.
  • Notice requirements: Written notice (email is usually sufficient) must be provided to the billing contact specified in your Agreement within the required notice period (e.g., 30 days).

We will work with you during the cancellation period to coordinate offboarding, transfer of documentation, and, where applicable, transition to another provider.

4. Project and professional services

Projects, SOW-based work, and one-time professional services are generally billed on a fixed-fee or time-and-materials basis, as described in your Agreement. Unless otherwise stated:

  • Deposits and retainers: Upfront deposits, retainers, or minimum fees are typically non-refundable once work has begun or resources have been allocated to your project.
  • Cancellation before work starts: If you cancel before we begin work, we may refund a portion of any prepayments at our discretion, taking into account planning, procurement, or third-party commitments already made.
  • In-progress cancellations: If you cancel a project after work has started, you are generally responsible for fees incurred up to the date of cancellation, including any non-refundable third-party costs.

5. Third-party licenses and subscriptions

We frequently provision or manage licenses and subscriptions from third-party vendors (for example, Microsoft 365, security tools, backup services, or other SaaS solutions). These services are governed by the vendor’s terms, which may include minimum commitment periods and non-refundable prepaid terms.

In general:

  • No refunds for unused license periods: Once licenses or subscriptions are provisioned for a term, they are often non-cancellable and non-refundable until the end of that term.
  • Seat changes: We will use reasonable efforts to adjust license counts (for example, adding or removing users) in line with vendor rules and your Agreement’s notice period.
  • Vendor-specific policies: Where vendor terms differ from this Policy, those vendor terms will apply to the affected licenses or subscriptions.

6. Refunds

Our goal is to provide clear, predictable billing. While we do not generally offer refunds for services already delivered or periods already used, we may consider reasonable adjustments or credits in the following situations:

  • Billing errors: If you believe there has been a billing error (e.g., duplicate charge or incorrect quantity), please notify us promptly. We will investigate and correct confirmed errors with a refund or account credit.
  • Service not delivered: If you were charged for a service we did not reasonably attempt to deliver, we will review the circumstances and, where appropriate, issue a refund or credit.
  • Service level issues: If you believe we have materially failed to meet service commitments, please refer to the remedies, credits, or dispute resolution process described in your Agreement.

Except as explicitly described in your Agreement or in this Policy, all fees for services, licenses, and subscriptions are non-refundable.

7. Disputed charges

If you have a question or dispute regarding a charge, please contact us at billing@xaastechs.com as soon as possible and no later than the time frame specified in your Agreement or on your invoice (for example, within 30 days of the invoice date).

We ask that you attempt to resolve billing disputes directly with us before initiating a chargeback or formal dispute with your bank or payment provider.

8. Offboarding and data access

Upon cancellation or non-renewal of services, we will work with you in good faith to support an orderly transition, subject to the terms of your Agreement. This may include:

  • Reasonable access to documentation and configuration information;
  • Transfer or wind-down of certain licenses or services, where allowed by vendors;
  • Clarification of any remaining obligations related to backups, data retention, or secure data deletion.

Some services (such as backups, email archives, or monitoring tools) may be decommissioned upon cancellation. It is important to coordinate timing with us to avoid unexpected data loss or gaps in coverage.

9. Changes to this Policy

We may update this Cancellation & Refund Policy from time to time to reflect changes in our services, billing practices, or legal requirements. When we make material changes, we will update the “Last updated” date at the top of this page and may provide additional notice where appropriate.

10. Contact us

If you have questions about this Policy or how it applies to your account, please contact us at:

XaaS Techs
Email: billing@xaastechs.com
Phone: (626) 412-8113
Website: https://xaastechs.com/

This Cancellation & Refund Policy is provided for general informational purposes only and does not constitute legal, accounting, or tax advice. You should consult with your legal and financial advisors to ensure your agreements and internal policies comply with applicable laws and regulations.