Billing, Subscription and Refund Policy

Applies to: Companies that purchase or activate a Platform plan
Summary of changes: Initial draft describing billing behavior without setting unconfirmed prices, renewals, grace periods or refunds.
Contact: [SUPPORT EMAIL] · Privacy: [DPO EMAIL]

Draft for review. Plan prices, currency, billing periods, renewal, cancellation, grace periods, taxes, refunds and payment provider availability must be verified and legally reviewed before publication. The terms shown at checkout for a specific plan must be clear and consistent with this Policy.

In plain words

Company plans and available payment methods may vary. Review the exact price, currency, billing period and renewal terms displayed before checkout. A payment may be processed by the provider shown in the checkout flow. The app records payment references and status for reconciliation. Printed Codes are intended to keep verifying after a Company subscription ends, subject to suspension, Code status and service availability.

1. Plans and prices

Plans, quotas and features are those displayed for the Company account at the time of selection. The Company must be shown the plan name, included features, quota, price, currency, billing interval, taxes and any one-time charges before it confirms a paid checkout. No price or quota is established by this draft. If a required value is missing or unclear, do not initiate a charge.

2. Checkout and payment processing

Where configured, the Platform may create a hosted checkout with the payment provider shown to the Company. The Company should check the provider’s name, amount and currency before completing payment. The Platform records a payment reference, plan/subscription reference, provider, amount, currency, status and transaction response metadata needed to reconcile the payment.

The exact providers, data shared, supported locations and settlement process must be confirmed in production and described in the Privacy Policy. A pending or failed checkout is not proof that payment was completed. The Company should not send card numbers or security codes to Platform support.

3. Activation and subscription period

The plan becomes active only when the Platform records the applicable activation status. The checkout page must state when the plan starts, how long it lasts, whether it renews automatically and how to cancel. These details must be configured and displayed before any recurring charge is enabled. The audited implementation supports plan and subscription records and checkout integrations, but this Policy does not confirm automatic renewal, a trial, or any specific billing interval.

4. Failed payments, expiry and cancellation

The Company must be told what happens if a payment fails, a provider reverses a transaction, or a plan expires. Grace periods, retries, suspension timing and cancellation effects are [COMMERCIAL DECISION REQUIRED]. They must not be inferred from a UI preview.

When a subscription ends, paid workspace features may become unavailable under the plan terms. The intended product rule is that previously printed Codes continue to verify, unless the Code is voided/invalid or the Company is suspended and a status notice applies. This behavior must be tested in production before it is advertised as a guarantee. A Company’s access to historical records, downloads and support after expiry must be stated in the plan terms.

5. Taxes and currency

The checkout must identify the currency and whether displayed prices include applicable taxes or fees. Responsibility for taxes, duties, withholding and invoice requirements depends on [COUNTRY/LAW] and must be set by qualified counsel and the billing owner. No tax rate is specified here.

6. Refunds and charge disputes

Refund eligibility, processing method and timing depend on applicable law and the specific plan terms accepted at checkout. This draft does not state a blanket “no refunds” rule or promise that every payment is refundable. Before publication, the billing owner and counsel must define how duplicate, mistaken, unauthorized, failed, cancelled or materially unavailable service payments are handled: [LAWYER REVIEW: refund rights and mandatory consumer/business protections].

If a Company believes a payment is incorrect, contact [BILLING SUPPORT EMAIL] with the payment reference and relevant details. Do not send full payment credentials. A Company may also have rights through its payment provider or applicable law.

7. Changes to plans and prices

Changes to plans, quotas or prices must be displayed before a new purchase or renewal, with any notice required by [COUNTRY/LAW]. The change process must distinguish a change to future purchases from a change to an existing paid term. No price increase or renewal notice period is set by this draft.

8. Contact and complaints

Billing operator: [COMPANY LEGAL NAME] · Address: [ADDRESS]
Billing support: [BILLING SUPPORT EMAIL] · Privacy: [DPO EMAIL]

How to complain

Contact [BILLING SUPPORT EMAIL] with the plan name, payment reference and a description of the issue. For an unresolved complaint, use [COMPLAINTS ROUTE — pending]. Statutory payment and consumer complaint routes must be completed for [COUNTRY] by qualified counsel.

Change log