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Refunds & Cancellations

All online bookings at APEX GAMING ROOM are prepaid in full. Please read this before booking — it explains exactly when a refund applies, when it does not, and how long it takes.

When we DO refund

You receive a full refund whenever we are unable to provide the session you booked:

Hardware failure of your booked setup — console, PC, VR headset, wheel, display.
A power cut or internet outage that prevents your session.
Unexpected closure of the cafe, or any other problem on our side.
A duplicate booking of the same slot, where yours was the later payment.

You may instead choose a slot at another time, if you prefer that to a refund. Whichever you pick, you are never left out of pocket for something that was our fault.

When we do NOT refund

The slot you book is held exclusively for you and cannot be sold to anyone else. For that reason:

Late arrival or no-show: your timer runs from the booked start time whether you arrive or not. Missed time is not refunded.
Leaving early by your own choice — the remaining time is not refunded.
Change of mind after the booked start time has passed.
A session ended by us for abusive behaviour, damage to equipment, or breach of house rules.

Cancelling or rescheduling before your slot

Contact us on the number on the Contact Us page before your session start time, with your Booking ID (APX…).
Rescheduling to another available slot is free when requested in advance.
Cancelling in advance is at the cafe's discretion; where approved, the amount is refunded in full to your original payment method.
Once the booked start time has passed, the booking is treated as consumed and cannot be cancelled or refunded.

How long a refund takes

We approve the refund	Within 2 working days of you contacting us, or immediately where the fault was ours.
Payment partner processes it	Initiated to Paytm Payments Services Limited the same or next working day.
Money reaches you	5–7 working days from processing, depending on your bank or UPI provider.
Where it goes	Always back to the original payment method. We cannot redirect a refund to a different card, account or UPI ID.

There is no charge for a refund. You receive the full amount you paid.

Failed or duplicate payments

If money was debited but your booking was not confirmed, that payment is reversed automatically by Paytm Payments Services Limited — normally within 5–7 working days, with no action needed from you.

If it has not appeared after 7 working days, contact us with the payment reference and the mobile number you booked with, and we will take it up with the payment partner on your behalf.

Chargebacks

If you believe a charge is wrong, please contact us first. Almost everything is resolved faster directly than through a bank dispute, and we would rather fix it than argue about it.

Questions

Anything here that is not clear, ask us before you book — details on the Contact Us page. This policy forms part of our Terms & Conditions.

Last updated: 10 August 2026