Refund and Cancellation Policy

Introduction

This Refund and Cancellation Policy describes how KDA HiringLabs Overseas Private Limited ("KDA Hiring", "Company", "we", or "us") handles recruitment-service cancellations, employer payment adjustments, refunds, and replacement requests.

KDA Hiring provides overseas manpower recruitment services for employers, primarily across GCC countries.

This policy must be read together with our Terms and Conditions and any signed employer recruitment agreement.

Employer Recruitment Fees

Employers may be charged for manpower recruitment services in accordance with a written quotation or recruitment agreement.

The agreement should specify:

• Recruitment service fees
• Payment milestones
• Applicable taxes
• Included and excluded services
• Third-party expenses
• Cancellation terms
• Refund eligibility
• Replacement obligations

No standard fee or refund percentage is implied unless expressly agreed in writing.

Cancellation Before Recruitment Begins

An employer may request cancellation before candidate sourcing, screening, or other substantive recruitment work begins.

Refund eligibility will depend on the signed agreement, services already provided, expenses incurred, and applicable law.

Where an advance payment has been received, any refundable balance will be calculated after accounting for contractually permitted and documented charges.

Cancellation After Recruitment Begins

Where recruitment activities have commenced, the employer may be responsible for services already performed and approved or contractually recoverable expenses.

Such activities may include:

• Candidate sourcing and shortlisting
• Interviews and assessments
• Trade tests and verification
• Medical and documentation coordination
• Visa-processing support
• Other agreed recruitment activities

Any cancellation charge must be supported by the applicable agreement and applicable law.

Cancellation After Candidate Selection

If an employer cancels a requirement after candidates have been selected, refund or adjustment eligibility will depend on the agreed commercial terms, the stage of recruitment, documented expenditure, and legal obligations.

KDA Hiring will provide a reasonable explanation of any deductions or retained amounts.

Cancellation After Visa Processing or Deployment

Where visa processing, government documentation, travel arrangements, or deployment has commenced, third-party charges may already have been incurred.

Refunds of such amounts depend on whether the relevant payments are recoverable, the applicable agreement, and mandatory law.

Government fees, medical charges, visa expenses, airline charges, and similar third-party payments are not automatically refundable by KDA Hiring merely because a recruitment requirement is cancelled.

Candidate Withdrawal or Rejection

Where a candidate withdraws, fails a required assessment, is medically unfit, or is refused a visa or emigration clearance, the employer's entitlement to a replacement, credit, or refund will be determined by the signed recruitment agreement and applicable law.

KDA Hiring will make reasonable efforts to communicate the status and available alternatives.

90-Day Replacement Guarantee

KDA Hiring advertises a 90-day replacement guarantee for eligible employer placements.

The guarantee is intended to provide replacement recruitment support where a qualifying worker leaves during the agreed guarantee period.

The following matters must be defined in the employer's written agreement:

• The date from which the 90-day period begins.
• The circumstances qualifying for replacement.
• The circumstances excluded from the guarantee.
• The deadline and process for submitting a claim.
• Required supporting documentation.
• Replacement sourcing and deployment arrangements.
• Responsibility for visa, travel, medical, and other third-party expenses.
• The remedy available if a suitable replacement cannot be provided.

A replacement guarantee does not automatically mean that all recruitment fees or third-party expenses are refundable.

KDA Hiring will honour the specific guarantee obligations agreed with the employer, subject to applicable law.

Refund Requests

Employers requesting a refund should contact:

Email: hr@kdahiring.com

Phone: +91-8090078886

The request should include:

• Company name
• Authorized contact person's details
• Recruitment agreement or reference number
• Invoice and payment details
• Reason for cancellation or refund request
• Relevant supporting documents
• Bank details, if a refund is approved and such details are required

We may request additional information reasonably necessary to validate the request.

Review and Processing

KDA Hiring will acknowledge refund requests and review them in accordance with the relevant agreement and applicable law.

Approved refunds will ordinarily be returned through the original payment method or another mutually agreed, legally permitted banking channel.

The applicable review and payment timelines should be specified in the employer's recruitment agreement.

Bank processing times, cross-border transfer requirements, and regulatory checks may affect the date funds are received.

Incorrect or Duplicate Payments

Where KDA Hiring verifies that it has received a duplicate payment or an amount not contractually due, the excess amount will be refunded or adjusted, as appropriate, subject to applicable law and verification requirements.

Disputes

If an employer disagrees with a refund determination, the employer may request a review by contacting hr@kdahiring.com.

Both parties should first attempt to resolve the matter through documented discussions.

Unresolved disputes will be handled under the applicable recruitment agreement and governing law.

Changes to This Policy

KDA Hiring may update this policy to reflect operational or legal changes.

Changes will be published on the website and will not retrospectively remove existing contractual or statutory rights.

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KDA HiringLabs Overseas Private Limited