Cancellation and Refund policy

Amma Chairitable Trust (hereafter “the Trust,” “we,” “us,” or “our”) is committed to delivering charitable services and programs in a transparent, accountable, and ethical manner. We understand donors’ expectations regarding how their contributions are used and the need for clear policies around cancellations and refunds. This Cancellation & Refund Policy explains when and how donations, program fees, sponsorship payments, pledge commitments, and other monetary transactions made to the Trust may be cancelled or refunded, and the processes we follow to protect donor intent, the Trust’s mission, and legal and financial obligations.

Scope and Applicability: This policy applies to:

• Donations (one-time and recurring) made directly to Amma Chairitable Trust.
• Sponsorships and program-specific contributions (e.g., school sponsorships, medical aid, disaster relief funds).
• Event registration fees where the Trust charges for participation in fundraising events, workshops, or training programs.
• Merchandise purchases through the Trust’s official channels.
• Grants or third-party funds administered by the Trust where the Trust collects, disburses, or holds funds on behalf of a donor or partner. It does not cover: in-kind donations (materials, goods, volunteer time), which are governed by our separate in-kind donation policy; or funds donated through third-party platforms that impose their own nonrefundable terms, unless otherwise noted.

Principles Guiding Refunds and Cancellations

• Donor Intent: We will honor donor intent to the greatest extent possible. Donations given for a designated purpose will be used for that purpose whenever feasible. If a designated purpose becomes impossible to carry out, we will attempt to contact the donor to propose an alternative use consistent with the donor’s original intent.
• Stewardship and Fiduciary Responsibility: To protect the Trust’s ability to deliver services and meet obligations, refunds will be issued only in circumstances consistent with legal, contractual, and ethical considerations.
• Transparency and Fairness: We will apply this policy consistently and communicate eligibility, timing, and procedures for cancellations and refunds.
• Compliance: Refunds and cancellations will follow applicable laws, tax rules, and contractual obligations. Donors should note that tax deductions may be affected by refunds; consult a tax advisor.

Definitions

• Donation: A voluntary, unconditional gift (monetary) to the Trust, intended as a contribution to our charitable purposes.
• Restricted/Designated Donation: A donation given for a specific program, project, or beneficiary.
• Unrestricted Donation: A donation given for the Trust’s general purposes.
• Pledge: A donor’s stated intention to give a specified amount over a specified period.
• Refund: Return of money previously paid to the Trust.
• Cancellation: Termination of a scheduled or pending payment, pledge, or registration, which may or may not result in a refund.

General Refund & Cancellation Guidelines

1. One-Time Monetary Donations

• Non-Refundable by Default: One-time donations are generally considered final and are typically non-refundable once funds have been processed and used to support Trust activities.
• Exceptions: Refunds may be considered and issued in the following limited circumstances:
  • Administrative error (e.g., duplicate charges, processing mistakes).
  • Payment made in error (e.g., wrong amount, wrong beneficiary).
  • Donation received in violation of policy, law, or contractual obligations.
  • Donor revokes donation within a short grace period (see “Grace Period” below), provided funds have not already been disbursed or irrevocably committed.
• Procedure: To request a refund, donors should contact our Support team (contact details below) with donation details (date, amount, transaction ID, payment method, donor name). We will review the request and respond within 14 business days. If approved, refunds are processed through the original payment method whenever possible.

2. Recurring (Monthly/Periodic) Donations

• Cancellation: Donors may cancel recurring donations at any time through their donor account on our website, by contacting our Support team, or through the payment processor used (if applicable).
• Refunds: Donations already processed before cancellation are generally non-refundable, except in cases of administrative error or other exceptions described above.
• Confirmation: After cancellation, donors will receive confirmation via email. We recommend checking bank or card statements to ensure the cancellation took effect.

3. Pledges and Multi-Installment Gifts

• Pledge Fulfilment: Pledges represent a donor’s commitment to make future payments. The Trust relies on pledge fulfilment for program planning; however, we recognize that circumstances can change.
• Cancellation/Revision of Pledge: Donors who wish to cancel or modify a pledge should contact Support as soon as possible. We will review requests and, when reasonable, accommodate schedule changes or reductions.
• Refunds: Payments already received against a pledge are subject to the same rules as one-time donations. If a donor requests a refund for payments already made, the Trust will evaluate the request per the exceptions listed in this policy.

4. Designated/Restricted Donations

• Use of Funds: Designated contributions are used as specified. If the designated purpose cannot be fulfilled (e.g., program discontinued, beneficiary unavailable), the Trust will:
  • Attempt to contact the donor for direction.
  • Propose a closely related alternative use consistent with the original intent.
  • Where contacting the donor is not possible after reasonable effort, or the donor consents to an alternate use in writing, the Trust may reassign funds following applicable law and best practices for charitable organizations.
• Refunds: Refunds on restricted donations are considered on a case-by-case basis and may be less likely if funds have been committed or expended for the designated purpose.

5. Event Registrations, Workshops, and Fundraising Activities

• Cancellation by Attendee:
  • Cancellation windows and refund eligibility will be stated at registration. Typical models:
    • Full refund if cancellation is made at least 14 days before the event.
    • Partial refund for cancellations within the partial window (e.g., 50% refund if canceled 7–13 days prior).
    • No refund for cancellations within a last-minute window (e.g., less than 7 days).
  • If the attendee cancels and requests a refund, the Trust will review the request and issue refunds per the event’s published terms.
• Cancellation or Change by the Trust:
  • If the Trust cancels an event, registrants will be offered a full refund or a credit toward a future Trust event, at the registrant’s choice.
  • If an event is rescheduled, registrants may opt for a refund if they cannot attend the new date.
• Force Majeure: If an event is canceled due to unforeseen circumstances beyond our control (natural disaster, public health order, governmental action), refund or credit policies will follow the event’s terms and applicable law. The Trust will aim to provide as much notice as possible.

6. Merchandise Purchases

• Returns & Refunds: Merchandise sold through the Trust’s official channels may be returned for refund or exchange within a stated return period (commonly 14–30 days), provided items are in original condition. If damaged or defective, please contact Support for resolution.
• Shipping Costs: Shipping charges may be non-refundable, except when items are defective or there was an error on our part.
• Non-Returnable Items: Some items (e.g., personalized or perishable goods) may be non-refundable; the product page will note such exceptions.

7. Third-Party Payment Platforms and Fundraisers

• Third-Party Terms Prevail: Donations made through third-party fundraising platforms, crowdfunding pages, payroll giving, matching gift programs, or payment processors may be subject to those platforms’ terms, fees, and refund rules. The Trust will attempt to assist donors when possible, but cannot bypass third-party rules.
• Fees and Deductions: Some platforms retain transaction fees or processing charges that may not be refundable even if the donation is refunded; donors should consult the third-party platform’s policy.

8. Tax Implications

• Tax Receipts: When a refund is issued for a donation that previously received a tax receipt, the Trust will issue any necessary adjustments, including amended receipts or documentation, to reflect the refund. Donors should consult their tax advisors to understand the implications of a refund on tax filings.

9. Processing Time and Methods

• Method: Refunds will generally be issued via the original payment method (credit/debit card, bank transfer, etc.) whenever feasible. If the original method is not available, the Trust will arrange an alternate refund mechanism (e.g., check, bank transfer) with the donor.
• Timing: Once a refund is approved, the Trust will process it promptly, usually within 14 business days. The exact time for funds to appear in the donor’s account depends on the payment processor or bank and may take additional days.
• Records: The Trust will retain records of cancellations and refunds following our document retention policy and applicable laws.

10. Grace Period

• Short Grace Period: In recognition of unintentional errors or immediate change-of-mind situations, the Trust may offer a short grace period (e.g., 48–72 hours) after an online donation during which donors can request a cancellation and full refund, provided funds have not been disbursed or committed.
• Discretionary: This grace period is discretionary and may vary depending on payment method, urgency of funds use, or operational constraints.

11. Situations Where Refunds Will Not Be Provided

• Donations Already Expended: Funds that have already been committed, allocated, or spent for charitable programs are generally not refundable.
• Anonymous Donations: If a donor gives anonymously and a refund cannot be processed because the donor’s identity or payment details are not known, the Trust cannot refund those donations.
• Donations Made to Specific Beneficiaries: If funds have already been transferred to a named beneficiary in good faith, the Trust will generally not retract the transfer and refund the donor.
• Funds Given to Fraudulent or Unauthorized Appeals Not Initiated by the Trust: If a donor made a payment to an impersonator or fraudster (not via an official Trust channel), the Trust is not responsible for those transactions. Donors should contact their bank or payment provider immediately.

12. Dispute Resolution and Appeals

• If a donor disagrees with a refund decision, they may request a review by submitting a written appeal to the Trust’s Support or Compliance team. The appeal should include all relevant details and supporting documentation.
• Appeals will be reviewed by an independent staff member or committee not involved in the initial decision. The Trust will respond within a specified timeframe (e.g., 30 days) with a final decision.

13. Contact and How to Request a Refund or Cancellation

• Contact Details: [Insert official contact details for Support: email address, phone number, mailing address, and donor portal link]
• Required Information: To expedite requests, donors should provide:
  • Full name, contact details, and donor ID (if applicable).
  • Date and amount of donation or payment.
  • Transaction reference or receipt number.
  • Reason for cancellation or refund request.
  • Preferred refund method.
• Confidentiality: We treat donor information with confidentiality and handle personal data in accordance with our Privacy Policy.

14. Recordkeeping and Reporting

• The Trust will maintain accurate records of donations, cancellations, and refunds for accounting, auditing, and regulatory compliance.
• Refunds and cancellations will be recorded in financial statements and internal reports by applicable accounting standards and legal obligations.

15. Policy Review and Changes

• The Trust reserves the right to review and amend this Cancellation & Refund Policy periodically. Any significant changes will be posted on our website and, where appropriate, communicated directly to donors.
• Date of last update: [Insert date]. Next scheduled review: [Insert date or timeframe].

Examples and Illustrative Scenarios

• Example 1: Duplicate Charge — Donor A accidentally donates Rs. 5,000 twice by mistyping and making two identical online payments. Donor A contacts Support within 3 days with transaction IDs. The Trust verifies the duplicate and issues a refund for the extra Rs. 5,000 to the original payment method within 14 business days.
• Example 2: Event Cancellation — The Trust cancels a fundraising gala due to unforeseen circumstances. Registrants may choose a full refund or a credit toward a future event. Refunds are processed to the original payment method within the timeframe published in event communications.
• Example 3: Designated Donation Cannot Be Used — Donor B gives funds specifically for a program that cannot proceed (e.g., regulatory approval denied). The Trust attempts to contact Donor B and offer alternate, related uses. If Donor B does not respond after reasonable effort, the Trust reallocates funds consistent with donor intent and legal requirements; a refund may not be feasible if funds have already been used.

Roles and Responsibilities

• Donors: Provide accurate payment and contact information, review event terms at registration, and promptly notify the Trust of errors or refund requests.
• Trust Staff: Process cancellations and refunds according to this policy, maintain records, and communicate with donors professionally and promptly.
• Finance/Compliance Team: Review refund approvals, ensure compliance with regulations and accounting standards, and provide oversight for disputes and appeals.

Frequently Asked Questions (FAQ)

• Q: How long will a refund take to appear in my account?
  A: After approval, we typically process refunds within 14 business days. The time for funds to appear in your account depends on banks and payment processors and may take additional days.
• Q: Can I cancel a donation I made a month ago?
  A: Donations that have been spent or irrevocably committed are generally not refundable. Contact Support with your details; we will review the request and advise on options.
• Q: I donated through a crowdfunding site — who do I contact?
  A: Please check the crowdfunding platform’s refund policy first. Contact the Trust if you need assistance; we will work with the platform when possible, but we are subject to their terms and fees.
• Q: Will a refund affect my tax deduction?
  A: Possibly. If you received a tax receipt for a donation that was later refunded, the Trust will issue documentation to reflect the correction. Consult your tax advisor for specific guidance.

Legal and Regulatory Compliance This policy is intended to comply with applicable laws and regulations governing charitable organizations, financial recordkeeping, anti-money laundering, and donor privacy. It does not constitute legal advice. The Trust will seek professional advice if complex legal issues arise from refund or cancellation requests.

Amma Chairitable Trust values the trust and generosity of donors and supporters. This Cancellation & Refund Policy aims to balance donor rights and intentions with the Trust’s need to responsibly allocate resources to achieve its mission. We encourage donors to contact us with questions or concerns, and we commit to handling all requests promptly, fairly, and transparently.

You can contact us using email: contact@ammachairitable.org, phone number: +91-9554667776, contact form.

Acknowledgement By making a donation, registering for an event, or purchasing goods or services from Amma Chairitable Trust, you acknowledge that you have read and agree to the terms of this Cancellation & Refund Policy as well as the Trust’s Privacy Policy and Terms of Use.