Refund Policy

Effective Date: October 13, 2025
Last Updated: October 13, 2025

Introduction

At Hazza Institute of Technology, we are committed to providing quality education and ensuring student satisfaction. This Refund Policy outlines the terms and conditions under which refunds may be processed for course fees paid through our payment gateway, PayFast.

Please read this policy carefully before enrolling in any course. By completing your registration and payment, you acknowledge that you have read, understood, and agree to this Refund Policy.

1. Refund Eligibility Criteria

1.1 Before Course Commencement

Full Refund Eligibility: Students may request a full refund if:

• The course has not yet started
• The request is submitted at least 7 days before the scheduled course start date
• No course materials have been accessed
• No classes have been attended

Processing:

• Refund requests must be submitted in writing via email to contact@hazzainstitute.org
• Include your full name, registration number, course name, and payment receipt
• Refunds will be processed within 10-15 business days after approval

1.2 After Course Commencement

Partial Refund Eligibility: Students may request a refund if:

• The course has started but no classes have been attended
• A satisfactory reason is provided (medical emergency, family emergency, relocation, etc.)
• The request is submitted within the first week of course commencement
• Supporting documentation is provided for the stated reason

Refund Amount:

• If no classes attended: Up to 80% of course fees (20% administrative fee applies)
• If 1-2 classes attended: Up to 50% of course fees (50% administrative fee applies)
• If more than 2 classes attended: No refund available

1.3 Non-Refundable Situations

Refunds will NOT be issued in the following cases:

• More than 2 classes have been attended
• Course materials have been downloaded or accessed extensively
• The course is more than 25% completed
• Failure to attend classes without valid reason
• Violation of Institute’s code of conduct or policies
• Poor academic performance or examination failure
• Change of mind without valid justification
• Registration fees and administrative charges (non-refundable)

2. Refund Request Process

Step 1: Submit Written Request

Send a detailed refund request to contact@hazzainstitute.org including:

• Full name as per registration
• Student ID or registration number
• Course name and enrollment date
• Payment receipt or transaction ID
• Detailed reason for refund request
• Supporting documents (if applicable)
• Preferred refund method

Step 2: Review Period

• The Institute will review your request within 5-7 business days
• Additional information or documentation may be requested
• You will be notified via email regarding the decision

Step 3: Institute Decision

The Institute reserves the right to:

• Approve the full refund request
• Approve a partial refund
• Deny the refund request
• Offer course transfer or credit as an alternative

The Institute’s decision will be based on:

• Course attendance records
• Validity of the reason provided
• Supporting documentation
• Time elapsed since course commencement
• Individual circumstances

Step 4: Refund Processing

If approved:

• Refunds will be processed within 10-15 business days
• Refunds will be issued through the same payment method used for enrollment
• PayFast processing fees (if any) are non-refundable
• You will receive a refund confirmation via email

3. Special Circumstances

3.1 Medical Emergencies

In case of serious medical emergencies:

• Medical certificate from a registered medical practitioner is required
• Hospital admission records may be requested
• Refund requests will be evaluated on a case-by-case basis
• Partial refunds or course transfers may be offered

3.2 Family Emergencies

In case of family emergencies (death, serious illness):

• Supporting documentation is required
• Death certificate, medical records, or official documents
• The Institute will show maximum consideration
• Flexible refund or transfer options may be provided

3.3 Course Cancellation by Institute

If Hazza Institute cancels a course:

• Full refund will be provided to all enrolled students
• Refunds will be processed within 7-10 business days
• Alternative course options may be offered
• No administrative fees will be deducted

3.4 Relocation or Job Transfer

If you need to relocate:

• Official relocation letter or transfer order is required
• Course transfer to another campus may be offered (if available)
• Partial refund may be considered
• Must be requested within first 2 weeks of course start

4. Course Transfers

As an alternative to refunds, students may request:

4.1 Course Date Transfer

• Transfer to the next available batch of the same course
• Available if requested before 50% course completion
• One-time transfer allowed per enrollment
• Subject to seat availability

4.2 Campus Transfer

• Transfer to another Hazza Institute campus
• Same course must be available at the new location
• Subject to seat availability and approval
• Transfer fees may apply

4.3 Course Change

• Change to a different course of equal or lesser value
• Available within the first 2 weeks of enrollment
• If higher-value course: pay the difference
• Subject to eligibility requirements of the new course

5. Payment Gateway Considerations

5.1 PayFast Processing

• All payments are processed through PayFast (https://gopayfast.com)
• PayFast is a State Bank-licensed and regulated PSO/PSP fintech
• Transactions are secure and PCI-DSS compliant

5.2 Refund Method

• Refunds are issued to the original payment method
• If paid via credit/debit card: refunded to the same card
• If paid via bank account: refunded to the same account
• If paid via mobile wallet: refunded to the same wallet
• Processing time depends on your bank/payment provider

5.3 Transaction Fees

• PayFast transaction fees are non-refundable
• Bank charges or currency conversion fees (if any) are non-refundable
• Only the course fee portion is refundable

6. Refund Timeline

Timeline may vary during holidays or technical issues

7. Administrative Fees

The following fees are non-refundable under all circumstances:

• Registration fee: PKR 1,000 (or as applicable)
• Admission processing fee
• Course material fees (if materials already provided)
• Examination fees (if exam already taken)
• Certificate issuance fees

8. Dispute Resolution

8.1 Appeal Process

If your refund request is denied:

• You may appeal the decision within 15 days
• Submit appeal in writing with additional supporting evidence
• Appeal will be reviewed by senior management
• Final decision will be communicated within 10 business days

8.2 Escalation

For unresolved disputes:

• Contact our Student Services Department
• Schedule a meeting with the Academic Director
• Formal complaint can be filed with the Institute administration

8.3 External Resolution

If internal resolution fails:

• Disputes may be referred to appropriate educational authorities in Pakistan
• Governed by the laws of the Islamic Republic of Pakistan
• Subject to jurisdiction of Islamabad courts

9. Exceptions and Modifications

9.1 Policy Exceptions

The Institute reserves the right to make exceptions to this policy:

• In extraordinary circumstances
• On a case-by-case basis
• At the sole discretion of the management
• Exceptions do not set precedent for future cases

9.2 Policy Modifications

This refund policy may be updated:

• Changes will be posted on our website
• Updated “Last Updated” date will be modified
• New enrollments will be subject to the current policy
• Existing students remain under the policy at time of enrollment

10. Contact Information

For refund requests, questions, or clarifications:

Hazza Institute of Technology

Main Campus: Plot #39, Sector H-9/4, Islamabad, 44090, Pakistan

Phone: (051) 9265577

Email: contact@hazzainstitute.org

Refund Department Email: refunds@hazzainstitute.org (if available)

Website: https://hazzainstitute.org/

Office Hours: Monday – Saturday, 9:00 AM – 5:00 PM (PKT)

11. Important Notes

• All refund requests must be submitted in writing via email
• Verbal requests or phone requests are not accepted
• Keep all payment receipts and confirmation emails
• Refund processing time may vary based on your bank/payment provider
• The Institute’s decision on refund requests is final
• This policy applies to all courses offered by Hazza Institute of Technology
• Corporate training programs may have different refund terms (refer to contract)

12. Acknowledgment

By enrolling in our courses and making payment, you acknowledge that:

• You have read and understood this Refund Policy
• You agree to abide by the terms and conditions stated herein
• You understand that refunds are subject to the criteria and approval process outlined
• You accept the Institute’s right to make final decisions on refund requests

For the most up-to-date version of this policy, please visit: https://hazzainstitute.org/refund-policy

Last Reviewed: October 13, 2025