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Refund Policy for Xhale Asia (M) Sdn Bhd

SEBA | Yayasan Usahawan Malaysia / Xhale Asia (M) Sdn Bhd

This Refund Policy governs all payments made to or in relation to SEBA to Xhale Asia (M) Sdn Bhd, including but not limited to nomination fees, participation fees, administrative charges, sponsorship payments, event-related payments, promotional packages, and any other fees collected through SEBA’s official website, online nomination system, authorised representatives, or approved payment channels.

SEBA is under the proprietary rights of Yayasan Usahawan Malaysia / Entrepreneurship Foundation Malaysia, and the mandate for the management, administration, execution, and operation of SEBA has been granted to Xhale Asia (M) Sdn Bhd.

1. General Policy

All payments made towards SEBA shall be deemed final upon successful submission, unless otherwise expressly approved in writing by SEBA, Xhale Asia (M) Sdn Bhd, and/or the Board of Advisors, where applicable.

Submitting a refund request does not automatically entitle the applicant, nominee, participant, sponsor, partner, or payer to a refund.

2. Nomination Fees

All nomination fees paid to SEBA are strictly non-refundable.

This includes nomination fees paid for application processing, pre-qualification, administrative review, document verification, committee validation, audit coordination, financial assessment, judging preparation, and related nomination management processes.

A refund of nomination fees may only be considered on a case-by-case basis and shall be subject to the sole discretion and written approval of the SEBA Board of Advisors.

The decision of the Board of Advisors shall be final, conclusive, and binding.

3. Non-Refundable Payments

Unless otherwise approved in writing, the following payments are non-refundable:

        1. Nomination fees;
        2. Administrative and processing fees;
        3. Confirmed event participation fees;
        4. Sponsorship and partnership commitments;
        5. Marketing, publicity, or promotional packages;
        6. Fees for completed or partially completed services;
        7. Customized deliverables, branding, media, or campaign-related services;
        8. Payments made after confirmation of participation, award acceptance, or event allocation;
        9. Any payment expressly stated as non-refundable at the point of transaction.

4. Refund Consideration

Refunds may only be considered under exceptional circumstances, including but not limited to duplicate payment, payment error, cancellation by the Organizers, or any other circumstance deemed reasonable by SEBA and/or the Board of Advisors.

Each request shall be reviewed on its own facts and merits.

SEBA reserves the right to request supporting documents, proof of payment, written explanation, company details, transaction records, and any other information deemed necessary to assess the refund request.

5. Refund Request Procedure

All refund requests must be submitted in writing to the SEBA Secretariat within seven (7) calendar days from the date of payment.

The request must include:

        1. Full name of applicant or company;
        2. Contact details;
        3. Proof of payment;
        4. Invoice or transaction reference number;
        5. Amount paid;
        6. Date of payment;
        7. Reason for refund request;
        8. Supporting documents, where applicable.

Incomplete submissions may result in the delay or rejection of the refund request.

6. Review and Approval

Upon receipt of a refund request, SEBA shall review the submission internally.

Where the request relates to nomination fees, award participation, award confirmation, or any matter affecting SEBA’s recognition process, the request may be escalated to the Board of Advisors for consideration.

No refund shall be processed unless written approval has been issued by the authorized approving party.

7. Approved Refunds

If a refund is approved, the refund shall be processed through the original payment method were reasonably practicable.

The time taken for the refunded amount to appear in the payer’s account may vary depending on the bank, payment gateway, card issuer, or financial institution involved.

Any bank charges, transaction fees, payment gateway charges, currency conversion costs, or administrative deductions may be borne by the payer unless otherwise decided by SEBA.

8. Rejection of Refund Request

SEBA reserves the right to reject any refund request if:

        1. The request is submitted after the permitted period.
        2. The payment is classified as non-refundable.
        3. The nomination, review, verification, or judging process has commenced;
        4. Services have been rendered in full or in part;
        5. The applicant withdraws voluntarily;
        6. The applicant fails to comply with SEBA’s rules, regulations, deadlines, or documentation requirements;
        7. False, misleading, or incomplete information was provided;
        8. The request is deemed unreasonable, unsupported, or made in bad faith.

9. No Waiver

Any approval, partial refund, goodwill refund, or exception granted by SEBA shall not be deemed a waiver of SEBA’s rights, nor shall it create any obligation for SEBA to approve future refund requests under similar or different circumstances.

10. Final Authority

The Board of Advisors, SEBA, Xhale Asia (M) Sdn Bhd, and the Organizers shall retain full and final authority over all refund decisions, nomination-related matters, award confirmations, participation status, and related administrative determinations.

All decisions shall be final, binding, and not subject to appeal, unless otherwise required by applicable law.

11. Contact

All refund enquiries must be addressed to:

SEBA Secretariat

C/O Xhale Asia (M) Sdn Bhd
Email: support@seba.asia
Website: www.seba.asia