Payment & Cancellation Policy

This Payment & Cancellation Policy explains how payments, billing, cancellations, transfers, and payment-related disputes are handled by Optimus Robotics Academy. By enrolling in a course, workshop, bootcamp, corporate training program, or other educational service, you agree to the terms described in this policy.

1. Scope of This Policy

This policy applies to payments and cancellations for all Optimus Robotics Academy offerings, including online courses, in-person workshops, robotics bootcamps, private training sessions, STEM programs, industrial automation training, corporate education programs, and custom learning services.

This policy should be read together with our Terms of Service, Refund Policy, Safety Disclaimer, Educational Disclaimer, and any program-specific enrollment agreement. If a signed written agreement contains payment or cancellation terms that differ from this policy, the signed agreement will control for that specific service.

2. Pricing and Program Fees

2.1 Listed Prices

Program prices are displayed on our website, enrollment pages, proposals, invoices, or written agreements. Prices are listed in United States Dollars unless otherwise stated. The price applicable to your enrollment is the price in effect at the time your registration is submitted or your invoice is issued.

2.2 Price Changes

Optimus Robotics Academy reserves the right to update program pricing at any time. Price changes do not affect confirmed enrollments that have already been accepted and paid unless a program-specific agreement states otherwise.

2.3 Additional Costs

Some programs may require additional materials, robotics kits, hardware components, software licenses, certification exam fees, lab supplies, or third-party platform access. When applicable, these costs will be disclosed before enrollment or listed in the program description.

3. Accepted Payment Methods

We may accept payment through credit cards, debit cards, bank transfers, ACH payments, approved payment processors, invoices, or other payment methods made available at checkout or in writing. Available payment options may vary depending on the program type, enrollment location, corporate agreement, or transaction amount.

Students and clients are responsible for ensuring that payment information is accurate, authorized, and current. Payments submitted using unauthorized, fraudulent, or invalid payment methods may result in cancellation of enrollment and denial of access to services.

4. Payment Due Dates

4.1 Standard Enrollment Payments

Unless otherwise stated, payment in full is required at the time of enrollment to secure a seat in a program. Enrollment is not guaranteed until payment has been successfully received and confirmed by Optimus Robotics Academy.

4.2 Invoice-Based Payments

For corporate clients, custom programs, purchase orders, or approved invoice arrangements, payment is due by the date listed on the invoice or written agreement. If no specific due date is listed, payment is due within 10 calendar days of the invoice date.

4.3 Deposits

Certain programs may require a deposit to reserve a seat, schedule instructors, order materials, or begin curriculum preparation. Deposits may be non-refundable once planning, procurement, curriculum development, or scheduling work has begun.

5. Payment Plans

5.1 Availability

Payment plans may be available for select programs at the discretion of Optimus Robotics Academy. Payment plans must be approved before enrollment and may require a signed agreement or authorization for recurring payments.

5.2 Scheduled Payments

Students enrolled under a payment plan are responsible for making all scheduled payments by the due dates provided. Missing a scheduled payment may result in suspension of course access, removal from live sessions, withholding of certificates, or cancellation of enrollment.

5.3 Failed Payments

If a payment fails, is declined, reversed, disputed, or returned, we may attempt to contact you using the information on file. Access to course materials, workshop participation, or support may be paused until the outstanding balance is resolved.

6. Late Payments and Outstanding Balances

Late payments may result in administrative fees, temporary suspension of access, cancellation of future sessions, or referral of unpaid balances to collection procedures where permitted by law. Students or clients remain responsible for all amounts owed under their enrollment, invoice, or agreement.

Optimus Robotics Academy reserves the right to withhold certificates, completion records, project feedback, or continued instruction until all outstanding balances are paid in full.

7. Taxes and Transaction Fees

Students and clients are responsible for any applicable taxes, payment processing fees, currency conversion fees, bank fees, chargeback fees, or other transaction-related costs unless otherwise stated. Taxes may be added at checkout or invoicing where required by law.

We are not responsible for fees imposed by your bank, card issuer, payment provider, or financial institution.

8. Cancellation by Student or Client

8.1 Written Cancellation Required

To cancel an enrollment, you must submit a written cancellation request by email to info@optimusroboticsacademy.com. Verbal cancellation requests, missed classes, non-attendance, or failure to log into an online course do not constitute valid cancellation.

8.2 Cancellation Timing

Cancellation eligibility and any related refund or credit depend on the timing of your request, the type of program, and the terms stated in our Refund Policy or your program-specific agreement. In general, cancellations made closer to the start date may be subject to reduced refunds or no refund.

8.3 No-Show Policy

If you do not attend a scheduled session, workshop, private consultation, or live class without providing timely written notice, you may be considered a no-show. No-shows are not eligible for refunds, make-up sessions, or credits unless otherwise approved in writing.

9. Standard Cancellation Schedule

Unless a program-specific agreement states otherwise, the following general cancellation schedule applies:

• Cancellations made more than 14 days before the program start date may be eligible for a full refund of tuition paid, minus non-refundable fees and delivered materials.
• Cancellations made between 7 and 14 days before the program start date may be eligible for a 50 percent refund of tuition paid, minus non-refundable fees and delivered materials.
• Cancellations made less than 7 days before the program start date, or after the program has started, are generally not eligible for a refund.

Refund eligibility remains subject to the Refund Policy and any specific terms disclosed during enrollment.

10. Bootcamps, Intensives, and Limited-Capacity Programs

Bootcamps, intensive programs, limited-seat workshops, and specialized technical training may have stricter cancellation requirements because seats, instructors, equipment, and materials are reserved in advance.

• Cancellations more than 21 days before the start date may be eligible for a refund minus registration fees and delivered materials.
• Cancellations 14 to 21 days before the start date may be eligible for a partial refund or credit at our discretion.
• Cancellations less than 14 days before the start date, or after the program begins, are generally non-refundable.

11. Corporate and Custom Program Cancellations

Corporate training, private group instruction, custom curriculum development, on-site workshops, and consulting-based education services are subject to the cancellation terms in the applicable proposal, invoice, or written agreement.

Because these services may involve custom preparation, instructor scheduling, material procurement, travel planning, and curriculum development, deposits and preparation fees may be non-refundable once work has begun. Rescheduling may be available depending on instructor availability and the amount of notice provided.

12. Rescheduling and Transfer Requests

12.1 Student-Initiated Rescheduling

Students may request to transfer enrollment to a future session of the same program, subject to availability and written approval. Transfer requests should be made at least 7 days before the program start date unless an emergency prevents timely notice.

12.2 Transfer Conditions

Approved transfers may be subject to the following conditions:

• Transfer must be to the same or equivalent program
• Transfer must occur within 12 months of the original enrollment date
• Only one transfer may be allowed per enrollment
• Price differences may apply if program fees have changed
• Administrative or rescheduling fees may apply

13. Cancellation or Rescheduling by Optimus Robotics Academy

Optimus Robotics Academy may cancel, postpone, reschedule, or modify a program due to insufficient enrollment, instructor availability, equipment issues, facility limitations, safety concerns, technical problems, weather, emergencies, or other circumstances beyond our reasonable control.

If we cancel a program, students will generally be offered one of the following options:

• Transfer to a future session of the same program
• Transfer to an equivalent program where available
• Receive a credit toward future enrollment
• Receive a refund of eligible fees paid for the canceled program

We are not responsible for travel costs, lodging, missed work, third-party expenses, or incidental losses resulting from program cancellation or rescheduling.

14. Digital Course Access and Cancellations

Digital course materials, downloadable resources, recorded lessons, software access, templates, code files, and online learning modules may be treated as delivered once access is granted. If digital materials have been accessed, downloaded, or substantially used, related fees may be non-refundable.

Access to digital platforms may be revoked after cancellation, refund approval, chargeback activity, policy violation, or termination of enrollment.

15. Private Sessions and Consultations

Private coaching, mentoring, technical support sessions, and one-on-one consultations require advance scheduling. Cancellations or rescheduling requests for private sessions should be submitted at least 24 hours before the scheduled time.

Sessions canceled with less than 24 hours' notice may be charged in full and may not be eligible for rescheduling. Missed private sessions are treated as completed unless otherwise approved in writing.

16. Chargebacks and Payment Disputes

If you believe a payment was made in error, please contact us first so we can review the issue. Initiating a chargeback or payment dispute without first attempting to resolve the matter with us may result in immediate suspension of access to services while the dispute is investigated.

If a chargeback is found to be invalid or inconsistent with this policy, you may be responsible for the disputed amount, chargeback fees, administrative costs, and any outstanding balance.

17. Refund Processing

Approved refunds are generally processed within 10 business days after approval. Refunds are issued to the original payment method whenever possible. Your bank, card issuer, or payment provider may require additional time to post the refund to your account.

Refunds do not include non-refundable registration fees, application fees, shipped materials, used digital products, third-party fees, bank charges, payment processor fees, or other excluded costs unless required by law.

18. Outstanding Balances After Cancellation

Cancellation does not automatically eliminate amounts already owed. If you cancel after services have begun, after materials have been delivered, or while enrolled in a payment plan, you may remain responsible for unpaid balances, non-refundable fees, or charges for services already provided.

19. Policy Violations and Dismissal

Students removed from a program due to violation of our Terms of Service, Code of Conduct, Safety Disclaimer, academic integrity standards, payment obligations, or other policies are not eligible for refunds unless required by law. Dismissal decisions may be made at the discretion of Optimus Robotics Academy.

20. Changes to This Policy

Optimus Robotics Academy reserves the right to update this Payment & Cancellation Policy at any time. Updates will be posted on our website with a revised "Last Updated" date. For already-enrolled students, the policy in effect at the time of enrollment generally applies unless a later change is required by law or is more favorable to the student.

21. Contact Us

If you have questions about payments, invoices, cancellations, rescheduling, chargebacks, or refund eligibility, please contact us before enrolling or before your scheduled program begins.