Reimbursement and Refund Policy

Reimbursement of Approved Expenses

XTRM Group shall be entitled to reimbursement for all reasonable, pre-approved, out-of-pocket expenses incurred in the course of providing services under this Agreement, including but not limited to:

• Travel and accommodation costs
• Courier or shipping charges
• Printing and documentation expenses
• Administrative fees related to local registrations, permits, or legal filings

All such expenses must be supported by valid receipts and shall be invoiced separately. The Client agrees to reimburse approved expenses within fifteen (15) business days of receipt of the invoice.

Refund Conditions

Refunds for services paid in advance shall be handled under the following conditions:

• Partial Delivery: If services have been partially rendered and the Agreement is terminated early by either party, XTRM Group will refund the unutilized portion of fees, less any work already completed, deliverables submitted, or resources allocated.
• Non-Performance: If XTRM Group fails to provide a material portion of the services as defined in this Agreement due to its own negligence and after receiving written notice with a reasonable opportunity to remedy, a pro-rated refund may be issued.
• Client-Initiated Cancellation: If the Client terminates the Agreement for reasons unrelated to breach or non-performance by XTRM Group, no refund shall be due for services already initiated or delivered. However, a partial refund for unused services may be considered on a case-by-case basis.

Non-Refundable Items

The following shall be non-refundable under any circumstances:

• Completed consulting reports, studies, or deliverables
• Government fees or third-party expenses paid on behalf of the Client
• Any services rendered more than 30 calendar days prior to the termination notice

Refund Process

Any request for refund must be submitted in writing to XTRM Group’s Accounting and Finance Management Office at finances@xtrm.group, stating the reasons for the request. Refunds, if approved, will be processed within thirty (30) business days of validation.