Refund Policy

1. Overview

QuantumStack Advisors ("Company," "we," "us," or "our") is committed to delivering high-quality IT infrastructure advisory services. We understand that circumstances may arise in which a client needs to cancel or modify an engagement, and this Refund Policy ("Policy") outlines our approach to handling such requests fairly and transparently.

This Policy applies to all advisory service engagements with QuantumStack Advisors, including but not limited to IT Systems Analysis, Technology Evaluation, Strategic Recommendations, and any combination packages. By engaging our services, you agree to the terms and conditions set forth in this Policy.

Because our services are advisory and deliverable-based rather than product-based, our refund and cancellation policies are structured to reflect the nature of professional consulting work, where significant intellectual effort, time, and resources are invested from the commencement of an engagement.

2. Cancellation Before Work Begins

If you wish to cancel an engagement before any substantive work has commenced, you are entitled to a full refund of any upfront payment or deposit, less a non-refundable administrative fee of $250.00 (two hundred fifty US dollars) to cover the costs of proposal preparation, contract processing, and scheduling.

To qualify for a full refund under this provision, the cancellation request must be submitted in writing (via email) to our team before the scheduled start date of the engagement and before any data collection, analysis, or discovery activities have taken place.

3. Cancellation After Work Has Begun

Once an engagement has commenced (including the completion of a discovery call, data collection activities, or any analytical work), refunds will be issued on a prorated basis, subject to the following conditions:

• Within the first 25% of the engagement timeline: A refund of 60% of the total engagement fee will be issued. The remaining 40% covers the discovery, planning, and initial analysis work already performed.
• Between 25% and 50% of the engagement timeline: A refund of 35% of the total engagement fee will be issued. By this stage, significant analytical work, data processing, and preliminary assessments have been completed.
• Beyond 50% of the engagement timeline: No refund will be issued. At this point, the majority of the analytical work and advisory preparation has been completed, and the remaining effort is primarily focused on report compilation and delivery.

The engagement timeline is determined based on the dates specified in the engagement proposal or agreement. If no specific dates are specified, the timeline is calculated from the date of the discovery call to the scheduled delivery date of the final report.

4. Completed Engagements

Once the final deliverables (advisory report, presentation, or other agreed-upon materials) have been delivered to the Client, the engagement is considered complete, and no refund will be issued. Delivery is defined as the transmission of the deliverables to the Client via email, secure file sharing, or other agreed-upon delivery method.

Our advisory services are based on professional expertise and intellectual effort. Once deliverables have been provided, the advisory work has been completed in full, regardless of whether the Client chooses to implement, review, or otherwise act upon the recommendations contained therein.

5. Dissatisfaction with Deliverables

QuantumStack Advisors is committed to client satisfaction and stands behind the quality of our work. If you are dissatisfied with the quality or substance of our deliverables, we encourage you to contact us promptly so that we can address your concerns. We offer the following resolution process:

• Step 1 - Written Notification: Submit a detailed written description of your concerns, specifying which aspects of the deliverables do not meet your expectations and why.
• Step 2 - Review and Discussion: Our team will review your concerns and schedule a call or meeting to discuss them with you. We will work collaboratively to identify areas that may need clarification, revision, or additional analysis.
• Step 3 - Revision (if applicable): If, after discussion, we determine that certain aspects of the deliverables can be reasonably revised or supplemented to address your concerns, we will perform one round of revisions at no additional charge. This revision must be initiated within thirty (30) days of the original delivery date.

We believe that open communication and a collaborative approach can resolve most concerns. However, refunds will not be issued solely on the basis of subjective dissatisfaction with the advisory recommendations provided, as our recommendations are based on professional judgment and the information available during the engagement.

6. Scope Changes and Add-On Services

If, during the course of an engagement, the Client requests changes to the scope of work that result in additional effort or deliverables beyond what was originally agreed upon, supplemental fees may apply. Such changes will be documented in a written amendment to the engagement proposal and must be approved by both parties before additional work begins.

Supplemental fees for scope changes are subject to the same refund provisions outlined in this Policy. If the Client cancels a scope change after it has been approved and work has begun, refunds will be prorated based on the additional work completed at the time of cancellation.

7. How to Request a Refund

All refund requests must be submitted in writing via email. Your refund request should include the following information:

• Your full name and company name
• The date the engagement began and the engagement reference or proposal number, if applicable
• The reason for the refund request, with as much detail as possible
• Any supporting documentation that may be relevant to your request

We will acknowledge receipt of your refund request within two (2) business days and will process the request within ten (10) business days. If a refund is approved, it will be issued using the same payment method used for the original payment, unless otherwise agreed.

8. Non-Refundable Items

The following are not eligible for refunds under any circumstances:

• The non-refundable administrative fee of $250.00 referenced in Section 2
• Any third-party costs or expenses incurred on behalf of the Client during the engagement, such as travel expenses, specialized software licenses, or external consultant fees, if applicable and agreed upon
• Completed engagements where all deliverables have been delivered to the Client
• Services that have been fully performed, even if the Client has not yet reviewed or acted upon the deliverables

9. Engagement Rescheduling

As an alternative to cancellation and refund, Clients may request to reschedule an engagement to a later date, subject to availability. Rescheduling requests must be made in writing at least five (5) business days before the scheduled start date of the engagement. One rescheduling request is permitted per engagement at no additional charge. Additional rescheduling requests may incur an administrative fee of $150.00.

If the Client fails to participate in scheduled sessions or provide necessary information within the agreed-upon timeline, and this results in delays to the engagement, QuantumStack Advisors reserves the right to proceed with the engagement based on available information or to terminate the engagement in accordance with the Terms of Service.

10. Company-Initiated Cancellations

In rare circumstances, QuantumStack Advisors may need to cancel or reschedule an engagement due to unforeseen events, resource constraints, or force majeure. In such cases, we will provide the Client with as much notice as possible and will offer the following options:

• Rescheduling the engagement to a mutually agreed-upon date
• A full refund of all fees paid, including any administrative fees

Company-initiated cancellations will not result in any liability beyond the refund of fees paid by the Client.

11. Dispute Resolution

If you are not satisfied with the outcome of a refund request, you may escalate your concern by contacting our management team in writing. We are committed to resolving disputes amicably and professionally. Disputes that cannot be resolved through direct communication will be handled in accordance with the dispute resolution provisions outlined in our Terms of Service.

12. Changes to This Policy

QuantumStack Advisors reserves the right to modify this Refund Policy at any time. Changes will be effective immediately upon posting to our website. The refund terms applicable to a specific engagement are those that were in effect at the time the engagement proposal was accepted by the Client. We encourage you to review this Policy periodically.