Refund, Cancellation, and Dispute Resolution Policy

Effective Date: June 19, 2026

This Refund, Cancellation, and Dispute Resolution Policy applies to all products and services provided by Whitney Solutions unless otherwise specified in a signed agreement.

Refund Policy

Managed Services

Managed Services are billed for services rendered and are not generally eligible for refunds once services have been provided.

If Whitney Solutions determines that a billing error has occurred, appropriate credits or adjustments will be issued.

Project Services

Payments for project work, consulting, website development, cybersecurity assessments, deployments, migrations, and similar professional services are non-refundable for work already performed.

If a project is terminated before completion:

• The client is responsible for payment of all work completed through the termination date.
• Any unused prepaid project deposits may be refunded at Whitney Solutions’ discretion, less any expenses incurred.
• Purchased hardware, software, subscriptions, licensing fees, and third-party services are non-refundable.

Hardware, Software, and Third-Party Services

Hardware purchases, software licenses, cloud subscriptions, domain registrations, SSL certificates, and other third-party products or services are non-refundable once ordered, activated, provisioned, or delivered.

Manufacturer warranties, if applicable, shall govern hardware warranty claims.

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Cancellation Policy

Managed Service Agreements

Clients may terminate Managed Services by providing at least 30 days written notice to Whitney Solutions.

Notice must be submitted by email or other written communication method agreed upon by both parties.

Services and billing will continue during the notice period.

Project Services

Clients may cancel project work at any time by providing written notice.

Upon cancellation:

• All completed work and incurred expenses become immediately due.
• Any remaining project work will cease unless otherwise agreed in writing.
• Deliverables completed through the cancellation date will be provided upon receipt of payment.

Suspension or Termination by Whitney Solutions

Whitney Solutions reserves the right to suspend or terminate services for:

• Non-payment of invoices
• Violation of contractual obligations
• Abusive, threatening, or inappropriate conduct toward employees or contractors
• Illegal or unauthorized use of services

Whenever practical, reasonable notice will be provided before suspension or termination.

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Billing Disputes

Clients must notify Whitney Solutions in writing of any billing dispute within 15 days of the invoice date.

The notice must include:

• Invoice number
• Disputed amount
• Reason for the dispute

Undisputed portions of invoices remain due according to normal payment terms.

Failure to dispute an invoice within 15 days shall constitute acceptance of the charges.

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Chargebacks and Payment Reversals

Before initiating a credit card chargeback, ACH reversal, or payment dispute, clients agree to contact Whitney Solutions and provide a reasonable opportunity to resolve the issue.

If a chargeback or payment reversal is initiated for services that were provided:

• Services may be suspended during the investigation.
• The client remains responsible for valid charges.
• The client may be responsible for any fees incurred as a result of the dispute process.

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Service Suspension for Non-Payment

Whitney Solutions may suspend services when invoices become overdue.

Suspended services may include:

• Help Desk Support
• Remote Monitoring and Management
• Managed Security Services
• Website Hosting and Maintenance
• Cloud Administration
• Technical Support

Service restoration may require payment of all outstanding balances.

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Dispute Resolution

Both parties agree to make a good-faith effort to resolve disputes through direct communication before pursuing legal action.

Any dispute arising from services provided by Whitney Solutions shall be governed by the laws of the State of Texas.

Venue for any legal action shall be located in the state or federal courts serving Wylie, Texas.

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Relationship to Signed Agreements

Nothing in this policy supersedes the terms of any signed Service Agreement, Master Services Agreement (MSA), Statement of Work (SOW), proposal, or other written contract. In the event of a conflict between this policy and a signed agreement, the signed agreement shall control.

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Policy Changes

Whitney Solutions reserves the right to modify this policy at any time. Updated versions will be posted on the company website and will apply prospectively unless otherwise required by law.