Refund Policy

This Refund Policy applies specifically to fees paid for Qavach® screening appointments booked through the Qavach Parent App. For donations made through swastify.org, please refer to our Donation Policy, which includes its own refund terms.

1. Fee Structure

Fees charged for Qavach® screening appointments are inclusive of applicable GST, as reflected in the final amount shown at checkout within the app.

2. Booking Process

Before completing payment, parents/guardians go through the following steps within the Qavach Parent App:

• Create a profile
• Add child details
• Choose a screening date and venue
• Apply a coupon code, if applicable
• Review the final fee (inclusive of GST) and complete payment

Because the fee amount, date, and venue are confirmed and reviewable at each step before payment, screening fee payments are treated as a deliberate, confirmed booking.

3. Why Screening Fees Are Non-Refundable

Qavach® screenings are primarily conducted through camps, where our clinical and operational resourcing — specialist availability, venue booking, materials, and staffing — is planned directly around confirmed registrations. A late cancellation does not simply affect one booking:

• It denies the reserved slot to another paying child on a waitlist.
• Swastify Foundation is a not-for-profit, and the modest surplus generated from screening fees is how we fund subsidized and free screenings for underprivileged children. A cancellation doesn’t only cost us — it reduces our capacity to serve a child who cannot otherwise afford this screening.

For these reasons, screening fees are, as a general policy, non-refundable, except in the specific circumstances described below.

4. Reschedule — Our First Option

If you’re unable to attend a booked screening, we will make reasonable efforts to reschedule your child to a mutually convenient and available slot, within [X days / the current camp cycle], at no additional cost. To request a reschedule, contact us at [email/in-app option] as early as possible, ideally at least [X days] before your scheduled appointment.

5. Refund If No Alternate Slot Is Available

If, despite reasonable efforts, no mutually convenient and available slot can be found for rescheduling, the screening fee (including GST) will be refunded in full.

6. Other Circumstances for Refund

Refunds will also be considered in the following cases:

• Duplicate transactions — you were charged more than once for the same booking due to a technical error
• Erroneous transactions — an incorrect amount was charged due to a system or processing error
• Service not delivered — Swastify Foundation/Qavach® is unable to provide the screening at the confirmed date and venue for reasons attributable to us

7. Case-by-Case Refund Requests

Outside of Sections 4-6, the Qavach Parent App provides an option to submit a refund request for review. This is not an automatic or guaranteed refund process. Each request is reviewed individually by our backend/leadership team, considering factors such as [illustrative examples — e.g. medical emergencies, family bereavement]. Approval is entirely at Swastify Foundation’s discretion, given our resourcing model described in Section 3.

We aim to respond to refund requests within [X business days]. Decisions made under this section are final.

8. How to Raise a Request

Refund and reschedule requests can be raised via [in-app option / email], providing your booking reference, transaction ID, date of payment, and reason for the request.

9. Processing Time

Approved refunds will be processed within [X business days] to the original payment method, inclusive of the GST component paid.

10. Questions or Escalation

If you disagree with the outcome of a refund request, you may write to [grievance contact/email] for further review.

11. Contact Us

Swastify Foundation [Registered address] [Email] | [Phone, if applicable]