1. Purpose
This Refund & Cancellation Policy defines the terms under which GCAI handles cancellations, postponements, and refunds for certification services, audits, surveillance activities, and related services.
The policy ensures transparency, fairness, and compliance with applicable accreditation and contractual requirements.
2. Scope
This policy applies to:
• Accredited and non-accredited certification audits
• Initial certification, surveillance, recertification, and special audits
• Transfer, extension, and scope change audits
• Application, registration, audit planning, and certification decision activities
• Training programs and examinations (where applicable)
3. Application & Registration Fees
• Application, registration, and contract review fees are non-refundable once the application has been reviewed and accepted.
• These fees cover administrative effort, eligibility review, and audit planning activities.
4. Audit Cancellation by the Client
4.1 Cancellation Before Audit Commencement
Cancellation Timeline Refund / Charges
More than 30 days before audit start : Refund of audit fees excluding application & planning charges
15–30 days before audit start : 50% of audit fees chargeable
Less than 15 days before audit start : 100% of audit fees chargeable
Travel, accommodation, and third-party expenses already incurred are non-refundable.
4.2 Cancellation After Audit Commencement
• No refunds will be issued once:
o Stage 1 or Stage 2 audit has started, or
o Any part of the audit has been conducted (on-site or remote).
5. Audit Postponement / Rescheduling
• One rescheduling request may be accepted without additional charge if requested at least 15 days prior to the audit date.
• Rescheduling requests made within 15 days may attract:
o Re-planning charges
o Auditor rescheduling fees
o Additional travel or logistical costs
• Multiple rescheduling requests may result in full audit fees becoming payable.
6. Cancellation or Postponement by the Certification Body
• If GCAI is required to cancel or postpone an audit due to unavoidable circumstances (e.g., auditor unavailability, force majeure), the client may choose:
o Rescheduling at no additional cost, or
o Refund of audit fees excluding application and administrative charges.
7. Certification Decision & Outcomes
• No refunds shall be issued based on:
o Failure to achieve certification
o Major or minor nonconformities
o Suspension, withdrawal, or refusal of certification
• Certification outcomes are based on objective audit evidence and impartial decision-making.
8. Surveillance & Recertification Audits
• Surveillance and recertification audits once planned and scheduled are subject to the same cancellation and refund terms as initial certification audits.
• Missed or delayed surveillance audits may lead to suspension or withdrawal of certification without refund.
9. Training Programs & Examinations (If Applicable)
• Training or examination fees are non-refundable once the participant is registered.
• Substitutions may be allowed prior to the training date, subject to approval.
• Absence or non-attendance does not qualify for a refund.
10. Third-Party & External Costs
• Any third-party costs (travel, accommodation, interpreters, technical experts, exam platforms, etc.) incurred on behalf of the client are fully chargeable and non-refundable.
11. Refund Processing
• Approved refunds, if applicable, will be processed within 15–30 working days.
• Refunds will be made using the original mode of payment or an equivalent method.
12. Disputes & Appeals
• Refund-related disputes may be raised through the formal complaints or appeals process of GCAI.
• All disputes will be handled in accordance with impartiality and confidentiality requirements.
13. Policy Updates
• GCAI reserves the right to amend this policy at any time.
• The latest version published on the website shall be considered authoritative.