Refund Policy

We want you to be fully satisfied with Votexia. This policy outlines our guidelines for cancellations, refunds, and billing disputes.

1. Usage-Gated Conditional Refund

Votexia offers a 7-day free trial for all plans, allowing you to evaluate the service risk-free. Once the trial expires and your subscription activates, all fees are generally non-refundable. However, as a courtesy if you forget to cancel, a refund may be issued within 48 hours of your first charge (up to 9 days from initial account creation) only if the following conditions are met:

• No cloud integration (AWS, GCP) has been connected
• No compliance checks have been executed
• No evidence records have been committed to the immutable ledger

Refund eligibility is determined by Votexia’s system logs, which record integration connections, compliance scan executions, and evidence commits to the immutable ledger. Once a third-party integration is successfully connected or a compliance check is executed, the subscription fee for the current billing cycle is fully earned.

2. Refund Eligibility Summary

3. Subscription Cancellations

You may cancel your subscription at any time through the billing dashboard. When you cancel:

• Cancellation takes effect at the end of your current billing cycle
• You retain full access to the Service until the cycle ends
• No further charges will be made after the current cycle
• Your compliance data remains accessible for 30 days after expiry for export

4. Non-Refundable Cases

The following are non-refundable in all circumstances:

• Monthly or annual subscription fees for completed billing cycles
• Partial billing periods (we do not prorate mid-cycle cancellations)
• Plan upgrades or downgrades mid-cycle
• Accounts terminated due to Terms of Service violations

5. Exceptional Circumstances

We may consider refund requests outside the standard policy in cases of:

• Extended service outages exceeding SLA commitments (Business/Enterprise plans)
• Billing errors or duplicate charges
• Documented platform defects that prevented use of core features

These are evaluated on a case-by-case basis at our discretion.

6. How to Request a Refund

To request a refund within the eligible period:

• Email [email protected] with your account email and reason for the request
• Or manage it directly through the billing portal provided by our payment processor, Paddle

We aim to respond to all refund requests within 2 business days.

7. Processing Time

Approved refunds are processed immediately on our end. Depending on your payment method and financial institution, it may take 5–10 business days for the refund to appear on your statement.

8. Chargebacks and Disputes

As Paddle is our Merchant of Record, all payment disputes and chargebacks are handled through Paddle’s dispute resolution process. We encourage you to contact us directly at [email protected] before initiating a chargeback with your bank, as we can often resolve issues faster.

In the event of a dispute, Votexia reserves the right to submit cryptographically signed, timestamped entries from the Votexia Immutable Ledger as “Proof of Service” to the relevant financial institution, as outlined in the Master Subscription Agreement §9.5.

9. Changes to This Policy

We may update this Refund Policy from time to time. Changes will not affect refund requests already in progress. The current version is always available at votexia.com/refund.