Effective Date: September 17, 2026 | Last Updated: September 2026

1. Overview & Operating Framework

NovaCodex, a digital engineering and web development agency operating from registered offices in Coimbatore (603 Thirumagal Nagar, Peelamedu, Tamil Nadu - 641004) and Bengaluru (Indiranagar, Karnataka - 560038), India, engineers bespoke digital platforms including enterprise ERP systems, dynamic web applications, high-performance static websites, SaaS platforms (including our proprietary AI expense tracker NovaTrax), and mobile apps. Because custom engineering requires dedicated architecture sprints, infrastructure provisioning, and technical development hours, all client engagements operate on a clear, milestone-based delivery schedule to ensure mutual accountability and total transparency.

2. Milestone-Based Project Payments

Standard client projects follow phased milestone schedules outlined in the agreed Statement of Work (SOW):

• Milestone 1 (Discovery, Architecture & UI/UX Wireframes): Initial deposit (typically 30% - 40%) required to commence research, design mockups, and database architecture planning.
• Milestone 2 (Core Development & Beta Release): Interim payment upon demoing the working functional application on our private staging server for client review.
• Milestone 3 (UAT, Quality Assurance & Production Deployment): Final payment upon complete User Acceptance Testing (UAT), production server deployment, domain DNS mapping, and full source code repository handover.

3. Refund & Cancellation Policy

We recognize that business circumstances may evolve. Our cancellation terms are governed as follows:

• Prior to Project Kickoff: If a cancellation is requested in writing within 48 hours of project confirmation and before any architectural or design work has commenced, a full refund (minus third-party payment gateway transaction processing fees) will be granted.
• During Active Design / Development Milestones: Payments made for approved milestones are non-refundable, as they cover consumed engineering hours and allocated technical resources. In the event of early termination, the client is only billed for work completed up to the date of cancellation, and all created assets up to that stage are handed over to the client.
• Post-Deployment & Source Code Delivery: Once the final code has been deployed to the client's production server or source code ownership has been transferred, the milestone payment is strictly non-refundable due to the irreversible nature of digital intellectual property.

4. Post-Launch Warranty & Bug-Fix Guarantee

To provide absolute peace of mind, all custom websites, ERP platforms, and web applications delivered by NovaCodex include an initial 30-day to 90-day comprehensive bug-fix warranty post-deployment. If any functional flaw, broken layout, or code defect arising from our original agreed scope occurs during this warranty period, our engineering team will rectify it immediately at zero additional cost.

5. Scope Modifications & Change Requests

Any additions, integrations, or feature expansions beyond the originally agreed Statement of Work (SOW) will be documented as a formal Change Request (CR) with estimated additional hours and cost. Work on changes begins only after explicit client sign-off, ensuring no surprise billing or scope ambiguity.

6. Maintenance SLAs & Subscription Services

Ongoing maintenance retainers, cloud server monitoring, and SEO retainers may be cancelled at any time by providing a 15-day advance written notice. Prepaid retainers are non-refundable for the current active billing cycle.

7. Dispute Resolution & Inquiries

We pride ourselves on our client relationships and are always open to resolving any project discrepancies constructively. Please contact our client accounts desk: