Refund and Cancellation Policy

1. Nature of Voluntary Contributions

All donations and financial contributions made to Uttar Banga Kshatriya Sangh via UPI QR codes, official banking channels, or direct transfers are voluntary gifts. Once received, funds are allocated toward social relief, educational programs, community awareness campaigns, and organizational welfare activities in North Bengal.

Because funds are channeled directly into community programs, voluntary donations are generally non-refundable once successfully processed.

2. Duplicate Transactions & Technical Errors

We recognize that electronic payments and UPI transfers may occasionally suffer from banking glitches, connection timeouts, or duplicate deductions. We are committed to resolving genuine technical discrepancies fairly:

• Duplicate Remittance: If an account is debited more than once for a single intended contribution due to a gateway or application timeout, the excess amount will be refunded upon verification.
• Erroneous Amount: If a demonstrably incorrect amount was transferred due to a typographical error, an investigation may be requested.
• Unauthorized Transfer: If a transaction was processed fraudulently or without account holder authorization, the matter must be reported immediately alongside official bank statements.

3. Refund Request Procedure

To request a review or refund for an erroneous or duplicate transaction, the donor must follow this procedure:

1. Written Notification: Email a formal refund request to ngo.ubks@gmail.com within 7 days of the transaction date.
2. Required Documentation: Please attach:
   • Full Legal Name and Contact Mobile Number
   • Bank / UPI Reference Number (UTR / Transaction ID)
   • Date and Exact Time of Transaction
   • Remitted Amount (in INR)
   • Digital Screenshot of Bank Statement or UPI confirmation
   • Clear explanation of the error or duplication
3. Verification: The Treasury Committee of UBKS will cross-reference the claim with the society's bank records within 5 to 7 working days.
4. Settlement: Upon successful verification of an accidental duplicate or technical error, the refund will be credited directly back to the original source account/UPI ID within 7 to 10 working days.

4. Membership Application Fees

Where prescribed application or processing fees are collected in connection with membership enrollment:

• Application fees cover administrative review, verification, and documentation processing under the society's regulations.
• Such fees are strictly non-refundable once the application review has commenced, regardless of whether the applicant is ultimately admitted into membership by the Governing Body.

5. Receipt & Acknowledgment Issuance

For all verified voluntary contributions, an official acknowledgement receipt can be issued upon receipt of the donor's transaction reference and contact details via email or WhatsApp.

Donors are advised that receipt cancellations or amendments cannot be made after official audit closure for the corresponding financial year.

6. Contact Desk for Transaction Queries

For inquiries, transaction verification, or assistance with contributions, please reach out to our Treasury & Community Help Desk: