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Comprehensive Refund Policy for Helping Hand for Community Development (HHCD)

Effective Date: 01/10/2020
Last Updated: 30/09/2024

Helping Hand for Community Development (HHCD) operates as a non-profit organization dedicated to alleviating poverty, promoting quality education, and supporting vulnerable populations. Financial contributions, whether in the form of donations, event participation fees, or program fees, are vital to achieving our mission. This refund policy outlines the terms under which refunds may be granted to ensure clarity, accountability, and fairness in our financial dealings.


1. Purpose and Scope

This policy applies to all monetary contributions, including but not limited to:

  • Donations: Financial gifts intended to support HHCD’s objectives and programs.
  • Event Fees: Payments for participation in events organized by HHCD.
  • Program Fees: Payments for enrollment in HHCD-led training, workshops, or community programs.

This policy ensures transparency in managing funds while safeguarding the financial resources necessary to achieve HHCD’s mission.


2. Refund Principles

HHCD is committed to responsible financial management. While contributions are typically allocated promptly to programs and services, we recognize that certain circumstances may warrant refunds.

  • Refunds are granted only under specific conditions outlined in this policy.
  • Refunds are not guaranteed for all contributions and will be subject to review.
  • Administrative and operational costs incurred may be deducted from the refundable amount.

3. Refund Policy for Donations

3.1 General Policy on Donations

  • Donations are regarded as voluntary and are typically non-refundable due to their immediate allocation toward HHCD’s programs and beneficiaries.
  • Refunds may be considered only in the following circumstances:
    • A duplicate donation was made in error.
    • The donor provides proof of a technical error during the transaction.
    • The donor requests a refund within 30 calendar days of the donation date.

3.2 Process for Donation Refund Requests

  • Refund requests must be submitted in writing to HHCD’s finance department at [insert email address].
  • The request must include:
    • Donor’s full name and contact information.
    • Date and amount of the donation.
    • Reason for the refund request.
    • Proof of payment (e.g., transaction receipt or ID).
  • Approved refunds will be processed within 30 business days and issued via the original payment method.

4. Refund Policy for Event Fees

4.1 Cancellation by Participants

  • If a participant cancels their registration for an HHCD event:
    • 50% of the event fee will be refunded if the cancellation is made at least 14 days prior to the event date.
    • No refunds will be provided for cancellations made less than 14 days prior to the event.

4.2 Cancellation by HHCD

  • If HHCD cancels an event, all registered participants are entitled to a full refund of the registration fee. Participants may also opt to transfer their registration to a rescheduled event or another program.

4.3 Refund Process for Events

  • Refund requests must be submitted via email or in writing to HHCD’s events team.
  • The request should include the participant's name, event name, transaction details, and reason for the request.
  • Refunds will be processed within 30 business days of approval.

5. Refund Policy for Program Fees

5.1 Cancellation by Participants

  • For cancellations of program participation:
    • A 50% refund will be issued if the cancellation occurs at least 30 days prior to the program start date.
    • No refunds will be issued for cancellations made less than 30 days prior to the program start date.

5.2 Program Cancellation by HHCD

  • If HHCD cancels a program, participants are entitled to a full refund of their program fee or may transfer their payment to another program or future session.

5.3 Non-Refundable Costs

  • Administrative fees, materials, and other non-recoverable expenses may be deducted from the refundable amount.

6. Refund Request Submission Guidelines

  • Refund requests must be made in writing to HHCD via email at [insert email address] or mailed to the headquarters in Nairobi.
  • The request must contain the following:
    • Full name of the contributor or participant.
    • Payment details, including receipt or transaction ID.
    • Detailed reason for the refund request.
    • Contact information for follow-up.

7. Administrative Fees and Processing Time

  • Refunds may be subject to a minimal administrative fee to cover processing costs, which will be deducted from the refundable amount.
  • All refunds will be processed within 30 business days from the date of approval.

8. Special Considerations for Beneficiary Funds

Funds specifically intended for beneficiaries (orphans, vulnerable children, and marginalized groups) are often utilized immediately to address pressing needs. Refund requests for such contributions will only be entertained if:

  • The funds have not yet been allocated or disbursed.
  • A valid and compelling reason is provided for the refund request.

9. Amendments to the Refund Policy

HHCD reserves the right to update or amend this policy to reflect changes in operational requirements, legal regulations, or financial practices. All amendments will be communicated through HHCD’s official website and other relevant communication channels.


10. Contact Information

For inquiries, assistance, or to submit a refund request, please contact:
Helping Hand for Community Development (HHCD)
Helping Hand for Community Development (HHCD)
Headquarters: Nairobi, Kenya
Email: info@helpinghandfor.or.ke

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Notice!!

HHCD org is a Non profit Organization based in Kenya registered under the NGO Coordination Board of Kenya under Reg.No. OP.218/051/19-096/11422

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