Refund & Cancellation Policy
Effective Date: September 19, 2026 | Version 2.1
01.Overview & Digital SaaS Scope
ApexCal SaaS provides cloud-based software subscriptions for appointment scheduling, multi-branch management, and WhatsApp AI receptionist automation. Because our platform is a digital software-as-a-service product accessible immediately upon account activation, traditional physical product return rules do not apply.
This policy outlines how subscription cancellations, billing adjustments, and discretionary refund requests are governed.
02.Subscription Cancellation Rules
Tenant Administrators may cancel their subscription plan at any time directly through the dashboard by navigating to Dashboard → Settings → Subscription & Billing.
- Cancellation Effective Date: When you cancel your subscription, your account remains fully operational until the end of your current pre-paid billing period.
- No Auto-Renewal After Cancellation: Once cancelled, your card will not be charged for future billing cycles.
- Features Access: Your staff schedules, customer portal, and WhatsApp AI features remain active through the final day of your active billing period.
03.Monthly & Annual Refund Terms
Monthly Billing Subscriptions
Monthly subscription fees are billed in advance and are non-refundable for partial months once the billing cycle has begun, except in cases of verified platform service unavailability or duplicate billing errors.
Annual Billing Subscriptions
If you purchase or renew an annual subscription plan and submit a refund request within 14 calendar days of the billing transaction date, ApexCal may issue a pro-rated refund minus any processed messaging fees. Refund requests made after 14 days are ineligible for partial refunds.
04.Billing Errors & Duplicate Transactions
If you suspect an incorrect charge or duplicate billing transaction occurred due to technical errors, please contact our billing desk immediately. Verified billing errors will be refunded in full back to the original payment method (Stripe) within 3-5 business days.
05.Plan Downgrades & Upgrades
- Plan Upgrades: Upgrading your SaaS plan takes effect immediately. The pro-rated difference for the remaining billing period will be charged to your payment method.
- Plan Downgrades: Downgrading to a lower plan tier takes effect at the start of your next billing cycle. Unused capacity on higher tiers during the current cycle is non-refundable.
06.Post-Cancellation Data Grace Period
Upon cancellation or subscription expiration, your organization enters a 30-day read-only grace period during which tenant administrators may export appointment histories, customer rosters, and staff reports via Dashboard → Data Management. After 30 days, tenant database records may be permanently purged.
07.How to Request a Refund
To submit a billing inquiry or discretionary refund request, please provide your Organization Name, Account Email, and Transaction ID through our support portal:
ApexCal SaaS Billing Desk
Support Form: Submit a Billing Ticket
Direct Email: support@apexcal-saas.xilxil.com