This policy applies to all payments made to Cademix Institute of Technology, covering consultation fees, program enrollments, service charges, and other financial transactions unless a specific contract explicitly provides otherwise. By making a payment, the payer acknowledges and agrees to these terms.
All payments made are non-refundable once processed. Refunds will not be issued based on dissatisfaction with the outcome of a service or consultation. The only exceptions to this rule are cases where an explicit written agreement specifies different refund conditions.
For any cancellations, if a service such as an online consulting session is canceled more than 7 days before the scheduled time, a 50% cancellation fee will apply. Cancellations made within 7 days of the scheduled time are non-refundable. Requests for rescheduling are subject to availability and may incur an administrative fee. Changes to scheduled services are not guaranteed and will be reviewed on a case-by-case basis. In addition, a fixed Administration Costs will be charged if any discussion is initiated.
Fixed Administration Costs
Any Administrative discussions related to refunds, payment adjustments, or any request for an exemption from this policy will be subject to an administrative fee of €200. Any overpayments made by the payer will be refunded after deducting an administrative processing fee of €200. It is the responsibility of the payer to verify payment details before proceeding with the transaction to avoid unnecessary administrative fees.
Any discussions regarding dissatisfaction with a service that lead to additional administrative time or review will be charged a non-refundable fee of €200. This includes any requests for reconsideration of policies, service outcomes, or any claims that require review beyond the standard scope of service delivery.
For consulting sessions or services that require preparation, such as an online meeting where the mentor has already reviewed the CV of an applicant or received a list of questions for the meeting, a cancellation does not change the cost, and no refund will be issued regardless of the time of the cancellation request.
If a specific contract governs a service or payment, the terms in that contract will take precedence over this general policy. Any deviations from this policy must be explicitly stated in a written and signed agreement. Verbal agreements or informal communications will not override the terms outlined here.
All disputes related to payments, cancellations, or refunds must be submitted in writing. Chargebacks or unauthorized disputes initiated without prior written communication will be subject to legal action and additional administrative fees. By proceeding with payment, the payer agrees to adhere to this policy and acknowledges that failure to comply may result in forfeiture of fees paid.
For further clarification or inquiries regarding this policy, please contact our administration team before making a payment. No exceptions will be made after the payment has been processed.
Participant’s Responsibility for Payment Documentation
Full Responsibility for Transaction Records: The participant must maintain a complete history of every payment made to the Institute, covering details such as the payment method, date, amount, currency, destination account, and any intermediary involved. This applies to all payments throughout the program, from the initial deposit to the final installment.
Inclusion in Regular Reports: In each regularly scheduled progress report (e.g., monthly or quarterly), the participant shall provide an updated ledger of all payments made to date. This ledger should incorporate the participant’s cumulative payment history so that no transaction is omitted. Each entry must clearly match the participant’s official records to avoid confusion or disputes.
Submission of Supporting Proof: For every transaction, the participant must attach valid evidence—such as a bank statement, payment gateway receipt, or screenshot—demonstrating that the payment was executed. These documents must be submitted together with the participant’s progress report or as soon as they become available, ensuring timely reconciliation.
Consequences of Incomplete or Missing Documentation: The Institute reserves the right to withhold confirmation of any payment if the participant fails to furnish the required proof. Until adequate evidence is submitted, fees, penalties, or interest may continue to accrue. Repeated or prolonged failure to submit complete payment records may result in suspension or termination from the program, without altering any outstanding financial obligations.
Acknowledgment of Responsibility: The participant acknowledges that it is their sole duty to keep accurate, verifiable, and up-to-date payment records. This responsibility remains with the participant at all times and does not shift to the Institute in the event of incomplete or missing documentation.
Non-Contractual or One-Time Payments: The participant must immediately report any non-contractual or ad hoc fees, such as standalone consulting session charges or other one-time transactions not explicitly covered by the main agreement. This report must include the date, amount, payment method, and supporting documentation (e.g., payment screenshot or receipt). The participant must also incorporate these entries into the next scheduled progress report to maintain a comprehensive overview of all payments.