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