Refund Policy

Overview

This Refund Policy governs all financial transactions between clients and Optivara Strategy ("Optivara Strategy," "we," "us," "our"). It applies to all consulting engagements, project-based work, and retainer arrangements entered into with us.

We are committed to delivering exceptional value in every engagement. If you have concerns about the quality or delivery of our services, we strongly encourage you to contact us first — most issues can be resolved through direct communication before formal refund procedures are initiated.

General Policy

As a professional services firm, our primary deliverable is intellectual work — strategic analysis, recommendations, frameworks, and consulting time. Once this work has commenced, the underlying value has been delivered regardless of whether the client chooses to implement the recommendations.

All fees are quoted and invoiced in US Dollars. Payment of any invoice constitutes acknowledgment that the client has reviewed and accepted this Refund Policy. Any exceptions to this policy must be agreed upon in writing prior to engagement commencement.

Eligible Refund Scenarios

Refunds or credits may be issued in the following specific circumstances:

• Optivara Strategy cancels the engagement — If we initiate cancellation for reasons other than client breach, a pro-rated refund of any prepaid fees for undelivered work will be issued within 14 business days.
• Duplicate payment — If a client is charged twice for the same invoice due to a processing error, the duplicate amount will be refunded in full within 5 business days of verification.
• Deposit before work begins — If a signed agreement exists but work has not yet commenced and both parties agree to cancel, the deposit may be refunded at our discretion, less any administrative costs incurred.
• Material failure of delivery — If Optivara Strategy materially fails to deliver the agreed scope of work as defined in the Statement of Work, and such failure is documented and substantiated, a partial or full credit may be applied toward future services or refunded, at our discretion.

Non-Refundable Circumstances

The following situations do not qualify for a refund under any circumstances:

• Work has commenced on the engagement, regardless of completion percentage
• The client chooses not to implement our recommendations or changes direction
• The client is dissatisfied with business outcomes that depend on client-side execution
• The client fails to provide required information, access, or feedback in a timely manner
• The client terminates the engagement voluntarily after work has begun
• Retainer fees for the current or any completed billing period
• Fees for completed deliverables that have been accepted by the client
• Fees for work completed during any notice period following termination
• Fees associated with third-party tools, licenses, or subcontractors engaged on your behalf

Refund Scenario Matrix

The following table summarizes refund eligibility across common scenarios:

How to Request a Refund

To initiate a refund request, please follow these steps:

• Step 1 — Contact us in writing. Send your request to connect@optivarastrategy.com with the subject line "Refund Request — [Your Company Name]"
• Step 2 — Include required information. Your full name, company name, invoice number(s), the amount in question, and a clear description of the reason for your request.
• Step 3 — Provide supporting documentation. Any evidence relevant to your request, such as email correspondence, deliverable feedback, or records of communication.
• Step 4 — Await review. We will acknowledge your request within 3 business days and complete our review within 10 business days.

All refund requests are reviewed individually and in good faith. We reserve the right to request additional information to complete our assessment.

Processing Timeline

Approved refunds are processed via the original payment method where possible. If the original payment method is no longer available, we will work with you to arrange an alternative. We do not issue refunds in cryptocurrency, cash, or any method other than the original transaction method or bank transfer.

Optivara Strategy is not responsible for delays caused by banking institutions, payment processors, or factors outside our control. Please allow the full processing period before following up on the status of your refund.

Dispute Resolution

If you are not satisfied with the outcome of your refund request, we encourage the following resolution path:

• Direct escalation — Request a call or meeting with a senior member of our team to discuss your concern directly and in good faith.
• Mediation — Both parties may agree to engage a neutral third-party mediator in St. Louis, Missouri, with costs shared equally.
• Binding arbitration — Disputes not resolved through mediation shall be submitted to binding arbitration under the American Arbitration Association Commercial Rules, in St. Louis, Missouri.

Chargebacks initiated directly through a bank or payment processor without first following this dispute resolution process may result in permanent suspension of services and referral to collections. We strongly prefer to resolve all disputes directly and professionally.

Policy Amendments

Optivara Strategy reserves the right to update or modify this Refund Policy at any time. Changes will be published on our website with an updated effective date. For active engagements, the version of this Policy in effect at the time of the original agreement will apply, unless the client agrees to the updated terms in writing.

We recommend reviewing this Policy periodically. Material changes will be communicated to active clients via email at least 14 days before they take effect.

Contact Us

For refund requests, billing questions, or to discuss your engagement, please reach our team directly: