Refund policy

This policy explains the operational treatment of cancellation, rescheduling, storage, delivery exceptions, acceptance, and return-authorization requests for HAHA orders. It does not create a general right to return equipment or promise a fixed cancellation, restocking, or refund percentage. An approved written quote, order confirmation, or return authorization may state additional applicable terms.

1. Cancellation Requests

Submit a cancellation request promptly to AI Vend Solutions with the order number, customer name, product, and reason. A request is not effective until AI Vend Solutions confirms it in writing. If inventory has been allocated, a supplier order placed, a carrier or employee route scheduled, a warehouse release made, or a white-glove appointment committed, AI Vend Solutions may require payment of applicable nonrecoverable freight, carrier, delivery, white-glove, handling, storage, restocking, or related charges before issuing a credit or refund.

No refund, credit, return authorization, or cancellation is automatic. AI Vend Solutions will review the order status, manufacturer/supplier terms, payment status, product condition, fulfillment commitment, and actual charges before confirming a resolution.

1.1 Preorder Cancellations and Availability Changes

For the four specified preorder products—HAHA O-Elite 900 AI Smart Cooler Vending Machine, HAHA O-Max 700 AI Smart Cooler Vending Machine, HAHA O-Pro 500 AI Smart Cooler Vending Machine, and HAHA Dual Temperature 1200 AI Smart Cooler Ambient Vending Machine—the stated availability period is December 15–21, 2026. It is an expected availability-for-shipment period, not a delivery, pickup, or carrier-release promise.

A preorder customer may submit a cancellation request before the product is released for fulfillment. If the expected availability/shipment timing changes, AI Vend Solutions will notify the customer with revised timing and explain the option to cancel or receive an approved refund for the unfulfilled preorder product under the HAHA December 2026 Preorder Deposit Policy. AI Vend Solutions will document the resolution in writing and process an approved refund through the original approved payment route.

This preorder-specific provision controls over the general “no automatic cancellation” statement in Section 1 for an unfulfilled preorder product. Separately requested, nonrecoverable services or custom commitments are handled only under their written order terms; none are assumed merely because a customer placed a standard product preorder.

2. Rescheduling Requests

A customer needing to change a pickup, standard delivery, or white-glove appointment must contact AI Vend Solutions promptly. Rescheduling is subject to inventory location, carrier or crew availability, route capacity, and the requested site conditions. If a carrier, employee crew, or partner service has already been committed, applicable nonrecoverable rescheduling, redelivery, storage, special-handling, or related charges may apply and will be confirmed in writing before a new appointment is finalized.

3. Pickup Storage

For Mesa or approved partner warehouse pickup, the customer must collect a pickup-ready machine within seven calendar days after the pickup-ready notice. Beginning on the eighth calendar day, a $1-per-day storage charge applies until the unit is collected or another written arrangement is confirmed. The customer or authorized recipient must bring identification and order-release documentation and provide an appropriate vehicle/trailer, securing equipment, and any needed loading assistance. Warehouse staff are not authorized to load customer vehicles.

4. Failed Delivery and Access Exceptions

If delivery cannot be completed because of an inaccurate or incomplete address, restricted truck access, unavailable recipient, lack of disclosed unloading needs, site condition, customer-requested change, refusal, or another unapproved condition, AI Vend Solutions will review the event. Before rescheduling, AI Vend Solutions will provide written next steps and any applicable redelivery, storage, carrier, special-handling, white-glove, access, or other delivery-exception charges. A customer should not assume the original delivery appointment or price remains available after a failed attempt.

5. Delivery Acceptance, Damage, and Discrepancies

The authorized recipient must inspect the outer packaging before signing the delivery receipt and report damage, shortages, or discrepancies at the time of acceptance. If damage is visible, note it on the receipt, take clear photographs or a full unboxing video as instructed, contact HAHA After-Sales at +1 (980) 403-8992 or aftersales@hahavending.com, and notify AI Vend Solutions Support at (480) 269-0629 or support@aivends.com. Claims may be denied if the recipient signs without inspection or cannot provide evidence.

For Arizona or Oregon white-glove delivery, a signed delivery receipt, written customer acceptance, or documented delivery-event record is retained with the order. A documented event where the recipient declines to sign or does not respond is reviewed by AI Vend Solutions; it does not automatically waive a valid documented concern.

6. Return Authorization Requests

Do not ship a HAHA machine back to a manufacturer, warehouse, AI Vend Solutions, or partner location without a written return authorization and routing instructions from AI Vend Solutions. Return eligibility depends on the product, order status, manufacturer/supplier terms, product condition, installation/usage status, packaging, payment and dispute status, and any approved written order terms. AI Vend Solutions will communicate the approved return route, responsible party for freight/handling, inspection requirement, and any approved credit/refund treatment in writing.

7. Bulk-Order Adjustment

If a canceled or returned HAHA machine causes a qualifying order to fall below the volume-discount tier originally applied, AI Vend Solutions may adjust the discount or calculate a revised credit in accordance with the approved HAHA bulk-order rules and the order documentation.

8. Related Documents

Read this policy with the HAHA delivery/pickup policy, product disclosures, warranty terms, and any approved delivery or white-glove quote. A different approved written order document controls for that order.