Cancellation Policy
Flexible where possible. Clear where necessary.
Last Updated: July 1, 2026
This policy outlines how project and service cancellations are handled at RiverLoom.
Overview
Our cancellation approach
RiverLoom aims to maintain flexible and fair cancellation terms. We understand that circumstances change, and we strive to accommodate our clients while protecting our team's time and resources.
This policy covers cancellations initiated by the client, cancellations initiated by RiverLoom, and subscription cancellations. Specific terms from your signed agreement take precedence.
[CONFIGURABLE: This policy should be reviewed alongside your signed Service Agreement or SOW for exact cancellation terms.]
Client Cancellation
You initiate cancellation
You may cancel a project or engagement at any time by providing written notice. The consequences depend on the project stage:
| Stage | Notice Required | Financial Impact |
|---|---|---|
| Pre-Discovery (before work begins) | [CONFIGURABLE: 3–5] business days | Full refund of any prepaid amounts minus [CONFIGURABLE: 5–10%] processing fee |
| During Discovery Phase | Immediate written notice | Discovery fees already incurred are non-refundable |
| Active Development | [CONFIGURABLE: 14–30] days | Pay for completed milestones; unused prepaid time refunded minus admin fee |
| Post-Launch / Maintenance | [CONFIGURABLE: 30] days | Prorated refund for unused prepaid maintenance hours |
Written notice should be sent to contact@riverloom.in with the subject line "Project Cancellation: [Project Name]."
RiverLoom Cancellation
When we need to cancel
RiverLoom reserves the right to cancel a project or engagement under the following circumstances:
Non-Payment: If invoices remain unpaid for more than [CONFIGURABLE: 30–60] days past due, we may suspend or cancel the project with [CONFIGURABLE: 7] days written notice.
Material Breach: If the client violates material terms (confidentiality, IP, acceptable use), we may cancel immediately.
Unforeseen Circumstances: In rare cases where we determine we can no longer deliver the agreed scope due to technical or resource constraints, we will provide [CONFIGURABLE: 30] days notice and work to transition the project smoothly.
In the event of RiverLoom-initiated cancellation (except for client breach), we will refund any prepaid amounts for work not yet completed.
Subscription Cancellation
SaaS and recurring services
For subscription-based services (SaaS, retainers, support plans):
Monthly Subscriptions: May be cancelled at any time. The subscription remains active until the end of the current billing period. No partial-month refunds apply.
Annual Subscriptions: Early cancellation may be eligible for a prorated refund of the unused portion, minus a [CONFIGURABLE: 15–25%] early termination fee.
Support Retainers: Prepaid support retainers may be cancelled with [CONFIGURABLE: 30] days notice. Unused hours are refundable on a prorated basis.
Subscription cancellations take effect at the end of the current billing cycle unless otherwise agreed.
Notice Periods
Timelines for cancellation
Required notice periods vary by service type:
| Service Type | Notice Period | Method |
|---|---|---|
| Custom Development Project | [CONFIGURABLE: 14–30] days | Written email notice |
| Consulting Engagement | [CONFIGURABLE: 7–14] days | Written email notice |
| SaaS Subscription (Monthly) | End of current billing period | In-app or email |
| SaaS Subscription (Annual) | [CONFIGURABLE: 30] days before renewal | Email notice |
| Support Retainer | [CONFIGURABLE: 30] days | Written email notice |
Notice periods may be waived or reduced at RiverLoom's discretion.
Completed Work & Payments
Financial settlement
Upon cancellation, all completed and accepted work up to the cancellation date must be paid for:
You retain ownership of all deliverables that have been fully paid for.
Work in progress that has been partially completed may be delivered in its current state (as-is) but remains subject to payment for the portion completed.
Any outstanding invoices become due immediately upon cancellation.
Prepaid amounts for work not yet started will be refunded as per the terms above.
Ownership of Deliverables
Who keeps what
Paid Deliverables: You retain full ownership of all work that has been completed, accepted, and paid for at the time of cancellation.
Partial Work: Unfinished work that is not yet accepted may be delivered as-is but may not be fit for production use.
RiverLoom IP: We retain ownership of our tools, libraries, and methodologies (as defined in the Intellectual Property section of our Terms & Conditions).
Confidential Information: Both parties must return or destroy confidential information upon termination as specified in your agreement.
Termination Procedure
Steps for cancellation
To ensure a smooth cancellation process, follow these steps:
1. Send a written cancellation notice to contact@riverloom.in with the subject "Project Cancellation: [Project Name]."
2. Include the effective date of cancellation and any relevant context.
3. Our team will acknowledge receipt within [CONFIGURABLE: 2–3] business days and coordinate next steps.
4. We will provide a final invoice or refund statement within [CONFIGURABLE: 7–10] business days.
5. Upon final settlement, we will transfer all completed deliverables and documentation.
Both parties are expected to cooperate in good faith during the transition.
Contact
Cancellation inquiries
For questions or to initiate a cancellation:
Email: contact@riverloom.in
Response Time: Within [CONFIGURABLE: 2–3] business days.
Business Hours: Monday–Friday, 9:00 AM – 6:00 PM [CONFIGURABLE: timezone]