Service Policies
& Terms
Everything you need to know about how ScanicX works — from project scope and payments to privacy and your rights.
Scope of Work
Every project begins with a clearly defined scope outlining the features, pages, functionality, and deliverables agreed upon between the client and ScanicX.
Any request outside the agreed scope will be treated as a change request and may result in additional cost and extended timelines.
All scope changes must be approved in writing (email or message) before additional work begins.
Project Timelines
ScanicX will make reasonable efforts to deliver the project within the estimated timeframe communicated at the start of the project. However, timelines may change if:
- The client is unresponsive for more than 3 business days
- Required materials (content, images, credentials) are delayed
- The project scope changes after development has begun
If delays occur due to the client, the project delivery timeline may be extended accordingly.
Payment Structure
Most projects follow a milestone-based payment structure. The exact structure is agreed upon before work begins.
| Milestone | When | Amount |
|---|---|---|
| Advance | Before work begins | 50% |
| Final Payment | Upon delivery | 50% |
For larger projects, payments may be divided into three or more milestones depending on project size.
Payment Methods
ScanicX accepts the following payment methods:
- UPI — GPay, PhonePe, Paytm
- Bank Transfer — NEFT / IMPS
- Other digital payment methods where applicable
All payments are processed in Indian Rupees (INR) unless otherwise agreed. International clients may pay via bank transfer. Any transaction or conversion fees are the responsibility of the client.
Invoices
Invoices are issued at each payment milestone and must be paid within 3 business days of issuance.
If payment is delayed, active work may be paused until payment is settled, and project timelines may be adjusted accordingly.
Bug Fix Grace Period
After project delivery, the client receives a 4-day grace period to report bugs or functionality issues related to the original scope.
During this period, reported bugs will be fixed free of charge within 4 days of the report.
After the grace period, any fixes or changes will be treated as paid maintenance work.
Maintenance & Hosting Payments
If a client subscribes to a monthly maintenance plan, payment must be made within the first week of each month.
If payment is not received, the following notice schedule applies:
- Notice sent 7 days before suspension
- Final notice sent 1 day before suspension
- Website may be temporarily suspended if payment is still not received
Restoring or redeploying the website will incur an additional redeployment fee.
Pay-Later Option
If a client chooses a pay-later payment option, a +10% interest charge will be applied to the outstanding balance.
Full payment including interest must be completed before final ownership transfer.
Domain & Hosting Responsibility
Domain names and hosting services are the responsibility of the client. This includes costs related to:
- Domain registration
- Hosting services & server subscriptions
- Third-party platform fees
If ScanicX assists with purchasing or setup, the client must pay the full cost before purchase. ScanicX is not responsible for hosting downtime, server outages, or domain expiration due to non-payment.
Before Full Payment
All work-in-progress materials — including source code, drafts, design files, prototypes, and development assets — remain the property of ScanicX until full payment is received.
Unauthorized use or publication of deliverables before full payment is a violation of this agreement.
Delivery & Access
Upon full payment, clients receive source files, design assets, and documentation.
- With Maintenance Plan: Server infrastructure and deployment may continue to be managed by ScanicX.
- Without Maintenance Plan: Clients receive a one-time credential handoff and become responsible for hosting and maintenance.
No further support is included unless a maintenance plan is established.
Refund Policy
Refunds are handled based on the stage of the project:
| Stage | Refund |
|---|---|
| Before work begins | Full refund, minus transaction fees |
| After work has started | Up to 40% of advance, depending on stage |
| After delivery / acceptance | No refund |
No refunds will be issued once the final deliverable has been approved by the client, or the 7-day acceptance window has passed.
Cancellation by ScanicX
In rare circumstances, ScanicX may cancel a project due to capacity limits, policy conflicts, or operational constraints.
If this occurs, the client will receive a full refund for any uncompleted work.
Tools, Frameworks & Internal Code
ScanicX may use proprietary templates, frameworks, and internal tools to build projects. While the final delivered product belongs to the client after full payment, the underlying tools and frameworks remain ScanicX intellectual property.
Portfolio Rights
Unless the client explicitly requests otherwise in writing, ScanicX may display completed projects in its portfolio, case studies, or social media for promotional purposes.
Confidential business information will never be publicly shared.
Information We Collect
When contacting ScanicX or submitting a project inquiry, we may collect:
- Name & email address
- WhatsApp number
- Project details and any information voluntarily shared
This information is used solely for communication and service delivery. We do not use tracking cookies or analytics scripts without user awareness.
Third-Party Tools
ScanicX may use third-party services such as WhatsApp Business, Google Workspace, and Google Drive or other cloud storage. These services operate under their own privacy policies.
By engaging with ScanicX, clients acknowledge the involvement of these services in project delivery.
Your Rights
Clients have the right to:
- Access their personal data
- Correct their personal data
- Request deletion of their personal data
Requests will be reviewed and responded to within 7 business days.
Have questions about these policies?
Reach out before starting your project — we're happy to clarify anything.
Chat on WhatsApp