← Internal Portal RetailFlow Internal INTERNAL

Returns & Refunds Policy

Policy · Customer Experience · Effective 1 March 2026 (v4.1)

Initiative: Customer-Service Chatbot Canonical source: bot grounding
Note: This is the single authoritative version of RetailFlow's returns policy, ratified by Lisa Nguyen (GM Customer Experience) and Tom Walsh. All other copies (intranet PDFs, Zendesk macros, in-store cards) are to be retired and superseded by this document. This is the version the customer-service chatbot must be grounded in.

1. Change-of-mind returns

Customers may return eligible full-price items within 30 days of purchase for a refund or exchange, provided the item is unworn, unwashed, and in its original condition with tags attached. Proof of purchase (receipt or order confirmation) is required.

2. Sale and clearance items

Items purchased on sale, marked-down, or clearance are final sale and are not eligible for change-of-mind return or exchange. This exclusion does not override a customer's rights where an item is faulty (see section 3).

3. Faulty or not-as-described goods

Where goods are faulty, not of acceptable quality, or not as described, customers are entitled to a full refund, repair, or replacement in line with the Australian Consumer Law. This applies regardless of whether the item was on sale and regardless of the 30-day window. Refunds are issued to the original payment method.

4. Online vs in-store differences

AspectOnline (Shopify Plus)In-store
Return methodPrepaid return label or in-store drop-offAny RetailFlow store
Refund timing3–5 business days after item receivedImmediate at register
Return postageFree for faulty goods; $9.95 for change-of-mindN/A
Cross-channelOnline orders may be returned in-store; in-store purchases cannot be returned by post.

5. Exclusions

Accuracy reminder: The retired 14-day change-of-mind window referenced in legacy Zendesk macros is incorrect. The current window is 30 days. Any system or bot quoting 14 days must be corrected.

Lisa Nguyen, General Manager, Customer Experience

Fictional company. RetailFlow is a teaching scenario for Curtin University executive education, not a real business.