Refund and Cancellation Policy

This policy applies to services you purchase from Epiko Hub LLC, including the HR Audit (7 Key Areas), the Employee Handbook package, the Compliance Package, the Handbook and Compliance bundle, Dedicated HR Basic, Dedicated HR Pro, and on site HR and IT work.

It is written in plain language on purpose. If you signed an engagement letter that says something different about refunds, the engagement letter controls for the points it expressly addresses.

Most refund disagreements come down to one question: was the work delivered? Here is how we define it, so there is no guessing.

A deliverable is delivered at the moment Epiko Hub sends it to the email address you gave us, or gives you access to it in a shared folder or portal, whichever happens first. Delivery is measured by the time we send it, not by when you open it, download it, read it, or approve it.

A first draft counts as delivery. If your service includes review rounds, sending the first draft is the delivery point. The remaining review rounds are finished as part of the same engagement, but the refund window has closed.

These are not deliverables and do not close your refund window: the free consultation, the free HR Self-Check summary, intake questionnaires, document request lists, scheduling emails, proposals, quotes, and invoices.

If a delivery email bounces back, we resend it to a corrected address and delivery counts from the resend.

If you paid for a one time service and we have not delivered it yet, you get a full refund of what you paid for that service. Email info@epikohub.com and tell us you want to cancel. Once we confirm nothing has been delivered, we process the refund.

Once a deliverable has been sent to you, that purchase is not refundable. You have the document, the analysis, and the recommendations, and we cannot take them back.

Instead of a refund, we handle problems this way:

• Our mistake: If the delivered document contains an error we made, we correct it at no charge. Tell us within 30 days of delivery.
• Something changed, or you want more: New requirements, added locations, added headcount, a change in the law after delivery, or work outside the original scope is handled as maintenance or as additional work, quoted in writing before we start.

If you bought a package that contains more than one deliverable and we have delivered some but not all of them, we refund only the part that was not delivered. The refund is calculated by splitting the package price across its parts in proportion to their standalone prices.

Worked example. The Handbook and Compliance bundle is $1,800 and contains the Employee Handbook (standalone $1,500) and the Compliance Package (standalone $500). The bundle splits into $1,350 for the Handbook and $450 for the Compliance Package. If we delivered the Handbook but not the Compliance Package, the refund is $450. The bundle discount is not returned in cash.

Dedicated HR Basic and Dedicated HR Pro are billed monthly, in advance, for a full service month. A monthly fee buys you a service period, not a set number of hours.

Payments are processed by Stripe. Your monthly fee is charged automatically to the payment method you keep on file with Stripe, on the same billing date each month, before that service month begins. The charge repeats every month until you end the plan under Section 7 or pause it under Section 8.

The month you are in is not refunded. It is not refunded in part, it is not prorated by day, and it is not credited forward, whether or not you used the full month. There are two exceptions: Section 7, where we bill you even though your notice reached us at least 14 calendar days before that billing date, and Section 11, where Epiko Hub ends the plan.

Section 7 and Section 8 work differently on purpose. If you end the plan under Section 7, you keep service through the last day of the period you paid for. If you pause under Section 8, service stops on the day you ask and the days left in that period are lost.

Email info@epikohub.com and tell us you want to end your plan. Send it at least 14 calendar days before your next billing date. There is no minimum term and no cancellation fee.

If your notice reaches us at least 14 calendar days before your next billing date, you are not billed again from that billing date onward. We stop the automatic Stripe charge.

If your notice reaches us fewer than 14 calendar days before your next billing date, that next billing date is your final charge. You receive full service for that final period, at the same level, and nothing is billed after it. The 14 days is the lead time we need to stop an automatic Stripe charge, so send your email early if you want the next charge stopped.

Your service does not stop on the day you cancel. We keep serving you, at the same level, through the last day of the service period you have already paid for. That last day is the day before your next billing date. Until then you keep your HR Partner, the same response times, and any work already in progress.

The service period you have already paid for is not refunded. It is not refunded in part, it is not prorated by day, and it is not credited forward, whether or not you use the rest of it.

If your request reaches us on your billing date and that day's charge has already gone through, that charge stands, and the period it paid for is your final service period.

We reply with a written confirmation, including your last day of service, within 2 business days. If you do not receive that confirmation, contact us, because it may mean your request never reached us.

If your notice reached us at least 14 calendar days before your next billing date and we still charge you on that date, we refund that charge in full.

Worked examples.

You keep every deliverable we already sent you, under the license terms in our Terms of Service.

Your email is what stops the automatic charge. Removing your card from file, letting it expire, or asking your bank to block the charge is not a cancellation request. It does not end the plan and it does not cancel fees you already owe.

If you want to stop temporarily instead of ending the plan, see Section 8. Read it first: a pause stops your service on the day you ask, and the days left in the period you already paid for are not carried over.

Instead of ending a monthly plan, you can pause it. A pause stops the billing and stops the service at the same time. It is not a discount and it is not a reduced level of service. A pause never refunds a month you have already paid for, and it does not push the unused days forward.

Before you ask us to pause

A pause takes effect on the day your request reaches us, and the days left in the service period you have already paid for are lost. They are not refunded, not credited, and not added to your plan when you come back. If you pause on the 10th of a month you paid for in full, you give up the rest of that month. Check where you are in your billing cycle before you send the request.

If you would rather keep the service you already paid for and simply not be billed again, end the plan under Section 7 instead. Under Section 7 you keep full service through the last day of the period you paid for.

How to pause

Email info@epikohub.com and tell us you want to pause rather than end your plan. There is no notice period. The pause takes effect on the day your email reaches us. That day is your first paused day, and the day before it is your last day of service.

Billing stops at the same moment. A billing date that would have fallen after your pause takes effect is not charged.

We reply within 2 business days with a written confirmation that states your last day of service, your pause start date, and the number of paid days you gave up.

Worked example. Your billing date is the 1st. You paid on September 1 for September 1 through September 30. Your pause request reaches us on September 10. Your last day of service is September 9, your pause starts September 10, and the remaining 21 days of September are not refunded, credited, or added to your plan later. You are not charged on October 1.

While your plan is paused

• You are not billed. The automatic monthly charge stops on your pause start date and does not restart on its own.
• Service stops. During a pause we do not provide HR support, documents, reviews, training, or response times, and we do not monitor your business, your headcount, or changes in California law on your behalf. Epiko Hub has no advisory role while a plan is paused.
• You keep what we already delivered, under the license terms in our Terms of Service.
• Urgent matters are not covered. If something comes up while you are paused, you can resume the plan or ask us for a written quote for separate one time work.

Coming back within 60 days

Your pause start date is the day your pause request reached us. If you tell us to resume within 60 days of that date, the plan restarts on a date we agree in writing, and billing restarts on that same date.

Coming back after 60 days

If more than 60 days have passed since your pause start date, we cannot responsibly restart the plan on our old findings. Your headcount, your staff, your pay practices, and California law all move, and guidance built on an out of date picture of your business can do more harm than good. So a new HR Audit (7 Key Areas) has to be completed first. The monthly plan restarts once that audit is delivered.

The new HR Audit (7 Key Areas) is a separate purchase at its standard price. It is not included in your monthly fee.

Your monthly fee is quoted again when you resume, based on your headcount and our rates at that time. It is not held at the rate you paid before the pause.

Worked examples.

How long a pause can last

A pause can last up to 90 days. If you have not resumed by then, the plan ends on that day and we send you written confirmation. Ending this way is a termination, not a refund event, and nothing further is billed. You can start again later as a new engagement, beginning with a new HR Audit (7 Key Areas).

The free consultation and the HR Self-Check cost nothing, so there is nothing to refund. You can stop at any time.

On site work is quoted in writing before it starts. The written quote controls. If the quote does not say otherwise, the service is treated as delivered when the scheduled visit begins, and any deposit is fully refundable until that moment. Travel and scheduling costs we have already committed to a third party are handled as stated in the quote.

If Epiko Hub ends an engagement before delivery, or cannot deliver what you paid for, you receive a full refund of the amount paid for the undelivered work. This applies whether the reason is on our side or is outside anyone's control.

For monthly plans, if Epiko Hub ends the plan for a reason that is on our side or outside anyone's control, we refund the unused days of the month you already paid for, counted from the day service stops. This does not apply when we end or suspend your plan because you did not pay, because you materially breached our Terms of Service, or because continuing would require us to act unlawfully. In those cases the period you already paid for is not refunded.

Email info@epikohub.com with your business name, the invoice number, and one line about what you are asking for. We reply within 2 business days.

Approved refunds are issued to the original payment method. For card payments processed by Stripe, we submit the refund within 10 business days of approval. Your bank or card issuer then decides when the credit appears on your statement, which usually takes another 5 to 10 business days. That second step is outside our control.

If the original payment method is no longer available, we send a company check to the business address on your invoice. We do not issue cash refunds and we do not refund to a third party.

If you open a dispute with your bank or card issuer before contacting us, we respond with our delivery records. Opening a dispute does not change what this policy says you are owed.

This Refund and Cancellation Policy is part of our Terms of Service and applies together with them. If you signed an engagement letter or a Master Service Agreement, that signed document controls for the refund and cancellation points it expressly addresses, and this policy fills in everything it does not address.

Nothing in this policy changes the payment terms, late payment terms, or dispute resolution terms in our Terms of Service.

We may update this policy. Updates are posted here with a new effective date. Changes apply to purchases made after the new effective date. They do not change the terms of a purchase you already made.

This policy is published in English and in Korean. If the two versions differ, the English version controls.