Company Name: Aarkbiz Global Solutions Pvt. Ltd. (“Aarkbiz”, “we”, “our”, or “us”)
At Aarkbiz Global Solutions Pvt. Ltd., we strive to deliver reliable, high-accuracy dental outsourcing and virtual administrative solutions. To ensure transparency with our clients and partners, this Refund and Cancellation Policy outlines the terms under which services may be modified, canceled, or refunded.
1. Scope of Services
This policy applies to all business-to-business (B2B) services provided by Aarkbiz Global Solutions, including but not limited to:
- Dental Insurance Verification
- Dental Billing and Coding
- Claims Processing and Submission
- Accounts Receivable (AR) Follow-up and Management
- Dedicated Virtual Assistant (VA) Services
If you have signed a formal Master Service Agreement (MSA) or Statement of Work (SOW) with us, the specific cancellation and refund terms in that signed contract will supersede the general terms stated on this page.
2. Service Cancellation Policy
2.1 Monthly Retainer & Dedicated Staffing Services
- Notice Period: Clients subscribed to monthly retainers or dedicated Virtual Assistant plans may cancel their service by providing a minimum of 30 days’ written notice (or 15 days if specified in your individual service agreement) prior to the next billing cycle.
- How to Cancel: All cancellation requests must be sent via email to your dedicated Account Manager and copied to hr@aarkbiz.com (or your designated billing contact email).
- Service Continuation During Notice: During the notice period, Aarkbiz will continue to deliver standard services and assist with a smooth handover of active tasks, credentials, and reports. Normal billing rates apply throughout the notice period.
2.2 Per-Transaction / Project-Based Services
- For pay-per-verification, pay-per-claim, or one-time AR cleanup projects, you may request to pause or cancel uninitiated work at any time in writing.
- Any work already completed or currently in progress at the time of the cancellation request will be billed at the agreed-upon rate and is non-cancellable.
3. Refund Policy
3.1 Rendered Services (Non-Refundable)
Because our services involve dedicated human labor, time allocation, and administrative processing, payments for services already rendered, billable hours logged, or claims/verifications already processed are strictly non-refundable.
3.2 Setup & Onboarding Fees
Any one-time onboarding, software integration, or training fees paid at the start of an engagement cover immediate administrative setup costs and are non-refundable once the onboarding process has begun.
3.3 Prepaid Unused Balances & Retainers
- Before Service Commencement: If a client cancels a service agreement within 48 hours of initial payment and before any onboarding, staffing allocation, or operational work has commenced, a full refund (minus any applicable payment gateway or wire transfer processing fees) may be issued.
- Mid-Cycle Cancellations: We do not offer prorated refunds for mid-month cancellations on flat-rate monthly retainers unless explicitly agreed to in writing. Your service will remain active until the end of the paid billing period.
3.4 Service Quality & Disputed Charges
If you believe there is a billing error or that a specific deliverable did not meet the agreed-upon Service Level Agreement (SLA):
- You must notify us in writing within 7 business days of receiving the invoice or deliverable.
- Our Quality Assurance team will review the logs, claim batches, or verification sheets within 5 to 7 business days.
- If an error or service shortfall on our part is verified, we will first offer re-work at no additional cost or apply a service credit toward your next billing cycle. If a refund is deemed appropriate by management, it will be processed back to the original payment method within 7 to 10 business days.
4. Replacement Policy for Virtual Assistants
If you are utilizing a dedicated Virtual Assistant and are unsatisfied with the assigned specialist’s performance, we offer a free replacement guarantee rather than a monetary refund, subject to timely notification. We will transition tasks to a newly vetted specialist at no extra onboarding cost.
5. Contact Us
For any questions regarding this Refund and Cancellation Policy, billing inquiries, or to submit a cancellation request, please contact us at:
- Company: Aarkbiz Global Solutions Pvt. Ltd.
- Website: www.aarkbiz.com
- Email: info@aarkbiz.com
