Refund & Cancellation Policy

Last Updated: January 01, 2026

1. Purpose & Applicability

This Refund & Cancellation Policy ("Policy") applies to all payments, fees, invoices and engagements entered into between Mirrormira Consulting Services ("Mirrormira", "we", "us", or "our") and any client, prospective client or Website visitor ("Client", "you" or "your") for the provision of statutory compliance, HR consulting, payroll, labour law or related professional services, as well as any purchase of digital products, reports, checklists, training or consulting packages made through www.mirrormira.com (the "Website") or through a written Letter of Engagement (LoE).

By making any payment to Mirrormira or by engaging any of our services, you acknowledge that you have read, understood and agree to be bound by this Policy, together with our Terms and Conditions and Privacy Policy.

2. Types of Fees & General Refund Rules

Mirrormira collects the following broad categories of fees. The refund rules that apply depend on the category, and are explained in detail below:

Fee Category Description Refundable?
Monthly / Quarterly Retainer Recurring payroll & compliance service fee Pro-rated (see §3)
One-time Project / Registration Fee EPF Code, ESIC Sub-code, PT registration, CLRA Form V, S&E Form C etc. Partially (see §4)
Audit / Assessment / Consultation Compliance gap audit, inspection representation, compounding, opinion letter Rarely (see §5)
Digital Products / Reports Paid downloadable checklists, templates, webinar recordings 7-day cooling (see §6)
Government / Third-party Pass-through EPF/ESIC/PT challans, stamp duty, notary, courier, portal fees Never (see §7)

3. Retainer Services (Monthly / Quarterly)

  1. Retainer fees are billed in advance on the 1st of each calendar month. If you cancel or terminate an engagement part-way through a month, the retainer for that month is refunded on a pro-rated daily basis — i.e., fees attributable to days on which service has already been performed (including any filings, payroll runs or work-in-progress) are non-refundable; only the balance (if any) is refunded.
  2. Refund under this clause is applicable only if no material work has been completed for the days being claimed. If payroll for the month has been finalised or any statutory return has been submitted, the full month's fee is deemed earned and is non-refundable.
  3. Any advance retainer paid for future months (e.g. 3 months' advance paid at a discounted rate) is fully refundable for months that have not yet commenced, net of any discount already availed.

4. One-Time Project / Registration Fees

For one-time project services like EPF Code registration, ESIC Sub-code, PT enrolment, CLRA Form-V, Shops & Establishment registration, Catering Establishment licence, Minimum Wages audit implementation etc.:

  • 100% refund — if Mirrormira has not yet commenced work and you cancel in writing within 48 (forty-eight) hours of LoE signing and payment.
  • 50% refund — if work has commenced (document checklist shared, form draft prepared, portal login created) but no application has yet been submitted to the concerned department.
  • 0% refund (Non-refundable) — once the application / draft filing / representation has been submitted to the statutory authority, department or inspector — regardless of the eventual outcome.

Please note: department approval timelines, technical errors on Government portals, requests for additional documents by officers, and other third-party factors do not constitute grounds for refund — they simply extend the delivery time accordingly.

5. Audit, Assessment, Consultation & Inspection Representation

  • Compliance gap audits, risk assessments and one-time consultation engagements are non-refundable once the Mirrormira team has spent billable hours on review, site visit or report preparation.
  • Audit fees (including travel, stay and out-of-pocket expenses) are non-refundable once the audit team has visited the client's premises or has initiated document review.
  • Inspection representation fees (EPF, ESIC, CLRA, S&E, Labour department) are earned and non-refundable on the date the representation is made before the inspector — regardless of the final order or quantum of assessment passed.
  • Opinion letters, legal notices and compounding applications are non-refundable once drafted and delivered to the Client.

In the rare, exceptional case where Mirrormira determines (at its sole discretion) that a service was materially not delivered due to an internal error on our side, a credit note for a portion of the fee — not exceeding 50% — may be issued against the client's next invoice. Cash refunds are not provided under this clause.

6. Digital Products, Training & Webinars

  1. For paid downloadable digital products (templates, checklists, compliance calendars, reports, recordings of webinars, training packs), we offer a 7-day cooling period from the date of purchase. If you are genuinely unable to use a purchased product due to a defect or error on our side, we will issue a full refund on receipt of a written request within those 7 days, together with reasonable evidence of the issue.
  2. No refund shall be issued after the cooling period has expired, or if the product has been downloaded, printed, forwarded, reproduced or used in any manner whatsoever.
  3. Live training / webinar tickets are non-refundable within 48 hours of the scheduled event. Cancellations made earlier than 48 hours receive a 90% refund; cancellations between 48 and 24 hours receive a 50% refund (or free entry to the next equivalent event, at the client's option).

7. Government & Third-Party Pass-through Charges

All payments made to statutory authorities and third parties on the Client's behalf — including but not limited to EPF challans, ESIC challans, Professional Tax payments, stamp duty, notary fees, government registration fees, portal-user fees, courier charges, speed-post charges, and travel expenses — are pass-through in nature and are non-refundable under any circumstances.

If any such payment results in a refund from the authority (e.g., excess challan, rejected application fee), Mirrormira shall promptly credit the refunded amount to the Client upon actual receipt from the authority, net of any processing charges incurred.

8. How to Request a Refund

  1. All refund requests must be submitted in writing via email to hr@mirrormira.com with the subject line "Refund Request — [Your Company Name] — [Invoice Number]".
  2. The request must include: (a) Invoice number and date; (b) Date of payment; (c) UTR / transaction reference; (d) Service or product for which refund is claimed; (e) Detailed reason for the refund request; and (f) Supporting documents (if any).
  3. Incomplete or verbal requests will not be processed.

9. Refund Timeline & Method of Refund

  • Mirrormira will acknowledge receipt of your refund request by email within 2 (two) working days.
  • Our internal review and decision will be communicated to you in writing within 10 (ten) working days from the date of the acknowledgement.
  • If the refund is approved, payment will be made by the same method used for the original payment (NEFT/RTGS/UPI back to the originating account) within a further 7 (seven) working days — i.e., approximately 15–17 working days in total from the date of request.
  • Bank processing charges, GST levied, or payment gateway fees that are not returned to Mirrormira will be deducted from the refund amount.

10. Rejection of Refund Requests

A refund request may be rejected (in whole or in part) if, in the reasonable opinion of Mirrormira:

  • The request relates to a service or product category that is explicitly marked non-refundable in this Policy.
  • The service has been substantially performed or deliverables have been accepted by the Client.
  • The request is based on Client-provided incorrect information, wrong documents, delayed approvals or Client-side failure to respond.
  • The request is made after the applicable time period stated in this Policy has expired.
  • The Client is in breach of the Terms and Conditions or any signed Letter of Engagement (e.g. outstanding dues on other invoices).

Every rejection decision will be communicated in writing with a clear explanation. Clients who disagree with a rejection may escalate to our Grievance Officer as per §12 below.

11. Cancellations & Rescheduling

  • Appointments / Consultations: Appointments booked with our senior advisors may be rescheduled free of charge up to 24 hours before the scheduled time. Cancellations made with less than 24 hours' notice or "no-shows" may attract a cancellation fee of up to 50% of the consultation fee.
  • Site Visits / Audits: Cancellations within 48 hours of a scheduled site visit / audit are liable for 100% of the associated travel and pre-audit preparation fee, whether or not the visit has been paid in advance.

12. Grievance Redressal

If you are dissatisfied with any refund decision, please raise a formal grievance by writing to our Grievance Officer at the address below. The grievance will be acknowledged within 2 working days, reviewed by senior management, and a final decision communicated within 15 working days.

Grievance Officer · Mirrormira Consulting Services
Attn: Ms. Priya Rajkumar (Founder & Managing Director)
8/29, Loganathan Street, West Tambaram,
Chennai – 600 045, Tamil Nadu, India.
Email: hr@mirrormira.com · Phone: +91 99526 05558

13. Changes to This Policy

Mirrormira reserves the right to update or modify this Refund & Cancellation Policy at any time, without prior individual notice. The current version will always be published on this page with an updated "Last Updated" date at the top. Any refunds for transactions initiated before a policy change will be processed under the version of the Policy that was in force at the time of payment.

14. Governing Law & Jurisdiction

This Policy is governed by the laws of India. Any dispute arising from or in connection with it is subject to the exclusive jurisdiction of the competent courts of Chennai, Tamil Nadu, as more fully set out in our Terms and Conditions.

Thank you for choosing Mirrormira Consulting Services. We sincerely value every client relationship and will always endeavour to handle refund and cancellation requests fairly, transparently and with empathy.