Refund & Compliance Policy

1. Introduction

This Training Refund, Cancellation & Compliance Policy outlines the terms and conditions governing enrollment, payments, training delivery, attendance, system access, batch transfers, cancellations, refunds, intellectual property, participant conduct and related services provided by HiTekMindz Consulting & Services LLP (“HiTekMindz”, “Company”, “we”, “us” or “our”).

This policy applies to participants enrolling in HiTekMindz training programs, including but not limited to SAP and IT training programs, instructor-led programs, 1-on-1 training, batch training and self-paced learning programs, unless separate written terms have been agreed.

By enrolling in a program, making a payment, accessing training materials, joining a training session or using the provided system resources, the participant (“Participant”, “you” or “your”) acknowledges that they have read, understood and agreed to this policy.

Participants are encouraged to review the applicable course details, fee structure, training format and terms before making payment.

2. Enrollment & Fee Terms

Enrollment is confirmed upon receipt of the applicable booking amount or course fee, as specified by HiTekMindz.

The applicable course fee may include, depending on the selected training model and package:

Live training sessions
Study materials
Session recordings
SAP/system access
Trainer facilitation
Practical exercises
Post-training query support
Other services specifically mentioned in the applicable course offering

The exact inclusions may vary depending on the course and training model.

2.1 Fees

All fees must be paid according to the payment schedule communicated at the time of enrollment.

Where an initial booking amount is accepted, the remaining course fee must be paid at least Two (2) – Three (3) days before the scheduled commencement of the training, unless otherwise agreed in writing.

Fees are subject to the refund, cancellation and batch-transfer provisions stated in this policy.

2.2 Non-Transferability

Enrollment is generally non-transferable to another individual. A participant may not transfer their seat, course access, system credentials or learning resources to another person.

3. Booking Amount & Seat Reservation

Where a participant reserves a seat by paying an initial booking amount, the seat is considered allocated to that participant for the selected batch.

HiTekMindz may make arrangements based on the confirmed batch strength, including:

Trainer scheduling
System/server allocation
Training resources
Session planning
Learning materials
Batch capacity management

The booking amount will be treated as an advance payment towards the total course fee.

Because a reserved seat may prevent another participant from enrolling in the same batch, participants are requested to communicate any change in their plans as early as possible.

4. Self-Paced Learning – Refund & Access Policy

For enrollments under the Self-Paced Learning Model, the following conditions apply:

4.1 Non-Refundable After Access Is Provided

Once payment has been completed and training materials, recordings or other digital learning resources have been shared or access has been provided, the course fee will generally be non-refundable and non-transferable, subject to applicable law.

4.2 Digital Content Access

Participants should carefully review the course details, syllabus and learning model before making payment.

Once digital learning resources have been provided, refund or cancellation eligibility may be affected because the participant has received access to proprietary learning content.

4.3 Course Completion Certificate

Upon successful completion of the applicable requirements, the participant may receive a Course Completion Certificate.

Where applicable, the certificate may specify that the program was completed through the Self-Paced Learning model.

4.4 SAP System/Server Access

SAP system/server access is not included by default in the Self-Paced Learning fee unless specifically stated in the applicable course offering.

Participants requiring hands-on system access may need to purchase it separately at the applicable charges.

The duration and conditions of system access will be communicated at the time of purchase.

4.5 Acknowledgement

By making payment for a Self-Paced Learning Program, the participant acknowledges that they understand that access to digital learning resources may affect their eligibility for cancellation or refund.

5. System & Server Access Policy

Where included in the applicable training package, participants may receive SAP system/server access for the period specified for the particular course.

Unless otherwise stated, system access may typically be provided for approximately one (1) month from the batch start date, subject to the applicable training package.

System access is provided strictly for:

Educational purposes
Training exercises
Practical learning
Course-related activities

5.1 Credential Security

Participants must not:

Share login credentials
Transfer credentials to another person
Sell or distribute access
Publish credentials
Allow unauthorized persons to use the system
Attempt to misuse or compromise the training environment

Any unauthorized use may result in suspension or termination of system access.

5.2 Extension

Requests for extension of system access may be considered subject to availability and may involve additional charges.

6. System Availability

Training systems and servers are dependent on technical infrastructure, connectivity and other operational factors.

Temporary interruptions may occur due to:

Scheduled maintenance
Technical issues
Connectivity problems
Server downtime
Infrastructure failures
Third-party service interruptions
Other circumstances beyond the reasonable control of HiTekMindz

HiTekMindz will make reasonable efforts to restore access or provide an appropriate alternative where feasible.

Temporary system downtime does not automatically entitle a participant to a refund.

7. Training Content & Intellectual Property

All training materials and resources provided by HiTekMindz or the Trainer may include:

Documents
Presentations
Study materials
Assignments
Worksheets
Session recordings
Practical exercises
System-related resources
Training guides
Other digital learning resources

These materials may constitute the intellectual property of HiTekMindz, the Trainer or their respective licensors.

Participants receive a limited, non-exclusive, non-transferable right to use the materials for personal educational purposes only.

Participants must not, without prior written authorization:

Copy
Reproduce
Distribute
Resell
Publish
Upload
Share
Commercially exploit
Modify and redistribute

any proprietary training materials or recordings.

Where materials are provided through controlled access, such as Google Drive or another platform, participants must not attempt to circumvent access restrictions.

Please note that the training material document is provided through a view-only link and cannot be downloaded. This approach is implemented to protect the training content from being copied, misused, or circulated online without authorization.

The access will be provided exclusively to the registered participant’s Gmail ID through the company’s secured folder. The access *will not be revoked or expire, and the registered participant will have *lifetime access to the training material through the provided link.

We request all participants to use the material strictly for their personal learning and training purposes and not to share, reproduce, distribute, or circulate the content in any form.

8. Attendance & Participation

The duration of the SAP training program may vary depending on:

Course/module
Training scope
Curriculum
Trainer’s schedule
Batch requirements
Training objectives

The program may typically be conducted over approximately one (1) month, up to forty-five (45) days, or another duration mutually agreed based on the training requirements.

Each training session will generally last 1–2 hours or longer, depending on the curriculum and the time required to adequately cover the planned topics and training objectives.

Participants are expected to:

Attend sessions regularly
Participate actively
Complete relevant exercises
Interact with the Trainer
Maintain professional conduct

Session recordings, where provided, are intended strictly for revision and reference purposes and do not substitute for live participation.

9. Refund & Cancellation Policy

9.1 General Principle

Training programs involve trainer allocation, batch planning, system resources, learning materials and administrative arrangements.

Accordingly, refund eligibility depends on the stage of enrollment and training participation and is subject to the conditions below.

9.2 Cancellation Before Training Commencement

A participant may request cancellation before the scheduled commencement of the batch.

Any refund, where applicable, will be processed subject to:

The timing of the cancellation
Whether training materials have already been provided
Whether recordings have been provided
Whether system access has been activated
Applicable payment-processing charges
The booking/batch reservation conditions
Applicable law

If training materials, recordings, system credentials or other proprietary learning resources have already been provided before commencement, refund eligibility may be affected.

9.3 Cancellation After Training Commencement

If cancellation is requested after training has commenced:

Cancellation after attending one (1) session may be considered on a case-by-case basis.
Once two (2) or more sessions have been attended, no refund will ordinarily be provided.
Any exception will be subject to HiTekMindz management review and applicable law.

9.4 After System Access Has Been Provided

Once SAP system/server credentials have been issued and access has been activated, refund eligibility may be significantly affected because system resources have been allocated specifically to the participant.

Refund requests after system activation will therefore be considered subject to the circumstances and applicable terms.

9.5 After Course Completion

Once the applicable training program has been completed, no refund request will ordinarily be entertained.

10. Booking Amount – Cancellation Policy

Where a participant has reserved a seat by paying an initial booking amount and subsequently withdraws within one (1) day prior to or on the scheduled batch commencement date, the booking amount will be non-refundable.

This is because the seat has been reserved and HiTekMindz may have already made arrangements for:

Trainer availability
Batch planning
System access
Training resources
Administrative arrangements

Any exception will be subject to management approval and applicable law.

11. Batch Transfer Policy

Once a participant reserves a seat in a particular batch, the seat is allocated to that participant and the batch is planned accordingly.

11.1 Advance Notice

A request to transfer to another batch should be communicated at least 2–3 days before the scheduled commencement date.

This allows HiTekMindz to manage:

Batch strength
Seat availability
Trainer scheduling
System arrangements
Candidate enrollment

11.2 Late Transfer Requests

Requests made within the final 1–2 days before commencement will be considered subject to availability and management approval.

A batch transfer is not guaranteed.

11.3 Multiple Transfers

Repeated or multiple requests to move between batches may be subject to additional conditions or may be declined.

11.4 No-Show / Last-Minute Withdrawal

If a participant does not attend the scheduled batch or requests a transfer/withdrawal immediately before or after the scheduled commencement without providing sufficient advance notice, the booking amount may be forfeited and any transfer will be subject to management approval.

12. Course Structure & Customization Policy

SAP training programs are generally designed as structured learning programs to ensure consistency and effective knowledge delivery.

The course content, session flow and curriculum are generally standardized for the batch.

Participants should follow the agreed curriculum and schedule.

Individual requests to:

Skip topics
Replace topics
Reorder the curriculum
Add extensive additional topics
Change the training schedule

may not be possible within a group batch.

Personalized Training

Participants requiring:

Customized topics
Flexible scheduling
Extensive individual attention
Additional project-specific training
One-on-one sessions

may request a separate personalized training arrangement.

Such services may be subject to additional charges, which will be communicated and agreed upon in advance.

13. Trainer & Session Delivery

Training sessions are conducted by experienced industry professionals.

HiTekMindz may coordinate trainer schedules based on course requirements.

In the event of trainer unavailability due to:

Illness
Emergency
Scheduling conflict
Technical issue
Other unforeseen circumstances

the affected session may be rescheduled.

Where reasonably necessary, HiTekMindz may also arrange an alternative qualified trainer to maintain continuity of the training program.

Trainer substitution or session rescheduling, where reasonably necessary, shall not automatically qualify for a refund.

14. Career Assistance & Placement Disclaimer

HiTekMindz may provide participants with services such as:

Resume preparation
Interview preparation
Career guidance
Interview tips
Professional guidance
Networking opportunities
Information about relevant job opportunities
Project opportunities
Talent-network registration

However:

These services do not constitute a guarantee of employment, placement, interview selection, project allocation, salary, promotion or job offer.

Final hiring and selection decisions are made solely by the relevant employer, client or hiring organization.

HiTekMindz does not guarantee that a participant will receive employment or a particular compensation level as a result of completing a training program.

15. Course Completion & Certificate

A Course Completion Certificate may be issued upon successful completion of the applicable training requirements.

Completion requirements may include:

Reasonable attendance
Participation
Completion of the prescribed training program
Other course-specific requirements

The certificate confirms participation/completion of the HiTekMindz training program.

It does not represent an SAP certification or certification issued by SAP or any other third-party organization unless expressly stated otherwise.

16. Support Policy

Participants may receive reasonable support for:

Course-related doubts
Training clarification
Learning-related questions

during the applicable training period.

Support beyond the standard training scope may include:

Project-specific assistance
Client-project consulting
Advanced troubleshooting
Extended post-training support
Personalized consulting
Additional one-on-one sessions

Such services may be subject to separate charges.

17. Additional Learning Support

HiTekMindz may provide additional learning guidance or clarification beyond the standard training curriculum based on the participant’s requirements and trainer availability. The scope and availability of such support will be mutually discussed with the participant.

18. Code of Conduct

Participants are expected to maintain professional and respectful behavior during:

Training sessions
Online meetings
Communication with Trainers
Communication with HiTekMindz staff
Use of system resources

The following may constitute misconduct:

Harassment
Abusive or inappropriate communication
Disruptive behavior
Unauthorized recording
Unauthorized sharing of training materials
Misuse of system access
Sharing of credentials
Attempts to compromise system security
Misrepresentation
Fraudulent activity

HiTekMindz reserves the right to suspend or terminate participation or system access in cases of serious misconduct, subject to applicable law and the circumstances of the case.

19. Personal Data & Privacy

HiTekMindz may collect and process participant information required for:

Enrollment
Payment processing
Training administration
Communication
Certification
System access
Training support
Course administration
Career assistance
Relevant recruitment/project opportunities, where applicable

Information may include:

Name
Email address
Phone number
Location
Professional details
Resume/CV
SAP/IT skills
Employment information
Other information voluntarily provided by the participant

Personal information will be handled in accordance with HiTekMindz’s Privacy Policy and applicable data-protection laws.

Participants should review the separate Privacy Policy for additional information regarding data collection, use, storage, retention and applicable rights.

20. Resume & Talent Network

Where participants voluntarily submit their profile/resume to the HiTekMindz Talent Network, the information may be considered for relevant:

Employment opportunities
Contract opportunities
Freelance assignments
SAP/IT consulting opportunities
Project requirements
Client requirements
Future opportunities

Submission of a resume does not guarantee employment, interview selection or project allocation.

Candidates may be contacted when a potentially relevant opportunity becomes available.

21. Taxes & International Participants

Course fees and applicable taxes will be communicated at the time of enrollment.

Depending on the participant’s:

Country
Location
Customer status
Nature of service
Applicable tax regulations

additional taxes, GST, VAT, withholding requirements, payment-processing charges or other statutory charges may apply.

For international participants, the applicable tax treatment will be determined based on the relevant transaction and applicable laws.

22. Payment Processing & Banking Charges

Where payments are made through payment gateways, banks, international payment platforms or other third-party payment providers, applicable transaction or processing charges may apply.

Where a refund is approved, any non-recoverable payment-processing or transaction charges may be deducted where permitted by applicable law and where appropriately disclosed.

23. Force Majeure

HiTekMindz shall not be responsible for delays or interruptions caused by circumstances beyond its reasonable control, including but not limited to:

Natural disasters
Government restrictions
Public emergencies
Power outages
Internet/network failures
Major technical failures
Third-party infrastructure failure
Serious illness or emergency
Other unforeseen circumstances

Where reasonably possible, HiTekMindz will attempt to reschedule affected sessions or provide an appropriate alternative.

24. Changes to Training Schedule

HiTekMindz may make reasonable changes to:

Session timing
Session dates
Trainer allocation
Training platform
Delivery schedule

where operationally necessary.

Where significant changes occur, reasonable notice will be provided wherever possible.

25. No Unauthorized Representation

Participants and Trainers must not represent themselves as:

Employees of HiTekMindz, unless they are formally employed by the Company
Authorized representatives of HiTekMindz beyond their actual role
SAP employees
SAP-certified professionals unless they hold the applicable certification
SAP partners on behalf of HiTekMindz unless such status has been formally established

All representations must be accurate and professional.

26. Policy Changes

HiTekMindz may update this policy from time to time to reflect:

Changes in services
Operational requirements
Legal/regulatory requirements
Changes to training models
Changes in payment or system arrangements

The latest applicable version will be made available through the Company’s website or communicated through appropriate channels.

Changes will not ordinarily be applied retrospectively in a manner that unlawfully removes rights already accrued to a participant.

27. Questions, Complaints & Grievances

Participants may contact HiTekMindz regarding:

Enrollment
Payments
Refunds
Training delivery
System access
Course materials
Certificates
Support
Other concerns relating to the training program

Contact

HiTekMindz Consulting & Services LLP
📧 info@hitekmindz.com
📞 +91 9167427159
🌐 www.hitekmindz.com

HiTekMindz will make reasonable efforts to review and respond to participant concerns within an appropriate timeframe.

28. Governing Law & Jurisdiction

This Policy shall be interpreted in accordance with the applicable laws of India.

Any dispute arising in connection with the training program or this Policy shall first be addressed through good-faith discussion between the parties.

Subject to applicable law, unresolved disputes shall be subject to the jurisdiction of the appropriate courts in Nagpur.

29. Policy Acceptance

By:

Completing an enrollment form,
Making a booking/payment,
Joining a training program,
Accessing course materials,
Accessing system/server resources, or
Otherwise participating in the program,

the participant confirms that they have had an opportunity to review this Training Refund, Cancellation & Compliance Policy and agree to the applicable terms.

Participants are encouraged to clarify any questions regarding fees, refunds, batch transfers, system access, course structure or other conditions before making payment.

30. Important Participant Acknowledgement

By enrolling, the participant acknowledges that:

☐ I have reviewed the course details and training format.
☐ I understand the applicable course fee and payment schedule.
☐ I understand the refund and cancellation conditions.
☐ I understand the batch-transfer requirements.
☐ I understand that system access may be subject to availability and specific terms.
☐ I understand that training completion does not guarantee employment or placement.
☐ I understand that training certificates issued by HiTekMindz are not SAP certifications.
☐ I agree not to share training materials, recordings or system credentials without authorization.
☐ I have reviewed the applicable privacy and data-processing terms.
☐ I agree to comply with the HiTekMindz Training Refund, Cancellation & Compliance Policy.

HiTekMindz Consulting & Services LLP

IT Training | Consulting | Talent Solutions

📧 info@hitekmindz.com
📞 +91 9167427159
🌐 www.hitekmindz.com