Service Cancellation Policy

This policy applies to IT consultancy and digital solutions support offered by VC INFO SOLUTIONS SERVICES LIMITED, including requirements analysis, technology planning, software and infrastructure advisory, digital workflow review and systems upgrade planning.

The policy explains the general process for requesting cancellation or a change to an agreed service. The specific terms of an engagement, including any agreed project milestones, payment arrangements and cancellation provisions, should be reviewed alongside this policy.

This policy does not remove or restrict any rights that cannot lawfully be excluded or limited under applicable UK law.

If you wish to cancel a proposed or confirmed engagement, please contact us using the email address below. Written notice helps us identify the relevant request and confirm the arrangements that apply.

Please include, where available:

• your name or organisation name;
• the email address used to make the enquiry or agreement;
• the project or enquiry reference, if one has been provided;
• a description of the service you wish to cancel;
• your requested cancellation date and any relevant circumstances.

We will acknowledge the request where reasonably practicable and explain any next steps, including whether work has begun, which contractual terms apply and whether any amount remains payable or refundable.

Where a client is a consumer and a contract is made at a distance, such as online or by email, or off-premises, statutory cancellation rights may apply under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013.

Where those regulations provide a 14-day cancellation period for a service contract, the period generally begins on the day the contract is entered into. The precise application of the rules depends on the type of contract and the circumstances in which it was made.

To exercise an applicable statutory cancellation right, a consumer may send us a clear statement of their decision to cancel. A reason is not normally required. The contact details in this policy can be used to send that notice.

If a consumer asks us to begin providing a service during an applicable cancellation period, we will obtain any consent or acknowledgement required by law. If the consumer subsequently cancels, payment for service already supplied may be due only where the applicable legal conditions are satisfied.

For a service to be fully performed within the cancellation period, any requirement for the consumer’s express prior consent and acknowledgement concerning the loss of the cancellation right will be handled in accordance with applicable law. We will not treat a general enquiry or an ordinary website submission as automatic agreement to waive statutory rights.

If work has already begun, the financial effect of cancellation will depend on the agreed contract, the work actually performed, any properly agreed expenses and the consumer’s statutory rights where applicable.

Depending on the engagement, work already performed may include requirements discussions, system or workflow analysis, research, preparation of advisory materials, planning documents or other activities within the agreed scope.

Where an amount is properly payable for work completed before cancellation, we will explain the basis of the calculation by reference to the applicable agreement and relevant legal requirements. We will not apply an arbitrary cancellation charge that has no valid contractual or legal basis.

If the engagement is priced as a fixed-fee project, the applicable agreement will determine how completed milestones, partial performance and any remaining balance are treated, subject to any mandatory legal rights.

Where a refund is due, we will confirm the amount and arrange repayment in accordance with the applicable contract and legal requirements.

We will not promise a universal number of days for every refund because the applicable deadline can depend on the reason for the refund, the contract type and the legal rules governing the transaction.

We may need to decline, suspend or end an engagement where there is a valid contractual or legal basis, where essential information or access is not available, where the agreed work cannot reasonably proceed, or where another material circumstance prevents delivery.

Where reasonably practicable, we will notify the client, explain the relevant issue and discuss whether the work can be adjusted, rescheduled or brought to an orderly close.

If we cancel an engagement, any payment adjustment will be handled under the agreed terms and applicable law. Any amount refundable for services not supplied will be assessed and communicated to the client. This does not limit any remedies or rights available under applicable law.

If you would prefer to change a meeting, revise the scope or postpone a project rather than cancel it, contact us as soon as reasonably possible. We will consider the request against existing commitments, project dependencies and the agreed terms.

A change may require an updated schedule, revised deliverables or a change to the fee. We will discuss material changes with you before treating them as agreed.

A rescheduling request is not automatically approved merely because it has been submitted. The revised arrangement will be confirmed through the communication method agreed for the engagement.

Cancellation rights and refund entitlements may differ according to whether the client is acting as a consumer or for business purposes, how the contract was formed, whether performance has begun and the nature of the service.

Nothing in this policy is intended to exclude or restrict consumer rights, statutory remedies or other legal protections that cannot lawfully be excluded or restricted. If a term in this policy conflicts with a mandatory legal requirement, the mandatory requirement will take precedence.

Where an engagement is governed by a separate written agreement, that agreement should be read alongside this policy. Any variation must be agreed by the parties and must comply with applicable law.

If you have a question about a cancellation request, a payment adjustment or a refund, contact us and include the relevant enquiry or project reference where available.

We will review the matter and respond as reasonably practicable. If you wish to raise a formal complaint about our handling of a service or cancellation, please refer to our Complaints Policy.

Personal information supplied in connection with a cancellation request will be handled in accordance with our Privacy Policy.

Please send cancellation notices and related questions to the company using the details below.