Effective Date: 03 Nov 2025
Last Updated: 03 Nov 2025

This Cancellation and Refund Policy outlines the conditions under which refunds may be provided for payments made toward membership applications submitted via the website https://himachal-pradesh.apiindia.org.

By making a payment on our platform, you agree to the terms and conditions set forth in this policy.

1. Applicability

This policy is applicable only to membership application payments made through the API - Himachal Pradesh State Chapter website. It does not apply to payments for conference registrations, donations, event tickets, or any other services unless explicitly stated.

2. Non-Refundable Upon Approval

Once a membership application is approved by the Governing Body of API - Himachal Pradesh State Chapter during its official quarterly review meeting, the membership fee becomes non-refundable under any circumstances.

Membership once granted is valid for the applicable term, and no partial refunds or cancellations will be entertained even if the member chooses not to avail of the benefits or services offered by API - Himachal Pradesh State Chapter.

3. Refunds Upon Rejection

If your application is rejected by API - Himachal Pradesh State Chapter, the following refund process shall apply:

• The full membership amount paid will be refunded back to the original source of payment.
• Refunds will be processed within 7 to 10 business days after the formal communication of rejection has been issued by API - Himachal Pradesh State Chapter.
• Refunds are processed via the same payment method used during the transaction. No alternative modes of refund will be entertained.
• You will receive an email notification once the refund has been initiated.

Please note: Applications are evaluated quarterly, during API - Himachal Pradesh State Chapter’s official Governing Body meetings. Processing timelines may vary depending on the date of your submission and the next scheduled review meeting.

4. Withdrawal or Cancellation by Applicant

If an applicant chooses to voluntarily withdraw the application before it is reviewed, a written request for cancellation must be submitted to docsatishkumar@gmail.com. In such cases:

• If the request is received prior to the quarterly review, API - Himachal Pradesh State Chapter reserves the right to consider the request on a case-by-case basis.
• An administrative fee may be deducted before processing the refund, if applicable.
• Once the application enters the review phase, it cannot be cancelled or withdrawn.

5. Failed or Duplicate Transactions

In the event of:

• A payment failure where the amount is debited but not reflected in API - Himachal Pradesh State Chapter’s records
• A duplicate payment for the same application

Please notify us immediately at docsatishkumar@gmail.com with your transaction details. After verification:

• Any excess or failed transaction amount will be refunded in full
• Refunds will be processed within 7 business days

6. Contact for Refund Requests

All refund or cancellation queries must be addressed in writing to:

Membership Cell
The Association of Physicians of India - Himachal Pradesh State Chapter(API)

Association of Physicians of India - Himachal Pradesh
Address:
Department of Medicine,
IGMC, Shimla - 171001
Tel: 9418488100
Email: docsatishkumar@gmail.com

7. Modifications to This Policy

API- Himachal Pradesh State Chapter reserves the right to modify, amend, or update this Cancellation and Refund Policy at any time. Any changes will be posted on this page with an updated effective date. Continued use of the website after such updates constitutes acceptance of the revised terms.