Billing and Refund Policy

1. Overview

This Billing and Refund Policy explains the pricing, billing practices, payment terms, and refund policies fordispatching.pro, operated by [Company Name]. By subscribing to our Service, you agree to the terms outlined in this policy.

2. Subscription Plans and Pricing

2.1 Plan Types

We offer flexible subscription plans to accommodate different business needs:

2.2 Per-Truck Pricing for Small Trucking Companies

Organizations classified as "Small Trucking Company" with multiple trucks pay additional fees beyond the first truck:

• First Truck: Included in base subscription ($99/month or $999/year)
• Additional Trucks: Variable per-truck fee (pricing determined at time of truck addition)
• Billing: Pro-rated based on your billing cycle

Note: Single owner-operators and dispatching services are not subject to per-truck fees.

2.3 Currency

All prices are listed in United States Dollars (USD). Your bank or credit card provider may charge currency conversion fees if you pay in a different currency.

2.4 Price Changes

We reserve the right to modify our pricing at any time. Price changes will:

• Be communicated at least 30 days in advance
• Not affect your current billing cycle
• Take effect on your next renewal date
• Give you the option to cancel before the new price applies

3. Free Trial Period

3.1 14-Day Free Trial

New organizations are eligible for a 14-day free trial when they first sign up:

• Duration: 14 calendar days from account creation
• Credit Card Required: Yes - you must provide valid payment information at signup
• Charges During Trial: None - your card will not be charged during the trial period
• Full Access: You have access to all features during the trial
• Data Retention: All data entered during trial is retained if you continue with paid subscription

3.2 Trial Conversion

At the end of your 14-day trial:

• Automatic Conversion: Your subscription automatically converts to a paid plan
• First Charge: You will be charged the full subscription amount on day 15
• Billing Cycle Starts: Your regular billing cycle begins
• Email Reminders: We send reminders before your trial ends (typically at 7 days and 1 day remaining)

3.3 Canceling During Trial

You may cancel your subscription at any time during the free trial:

• No Charge: If you cancel before the trial ends, you will not be charged
• Access Ends: Your access to the Service will end immediately upon cancellation
• Data Retention: Your data will be retained for 30 days in case you change your mind

3.4 Trial Eligibility

The free trial is limited to:

• New organizations that have never subscribed before
• One trial per organization
• One trial per email address

We reserve the right to refuse trial access if we detect abuse or fraudulent activity.

4. Billing and Payment

4.1 Payment Methods

We accept the following payment methods through our secure payment processor, Stripe:

• Visa, Mastercard, American Express, Discover credit cards
• Debit cards with major card network logos
• Other payment methods supported by Stripe in your region

4.2 Payment Processing

All payments are processed securely by Stripe, a PCI DSS Level 1 certified payment processor:

• Security: We do not store your full credit card information on our servers
• Stripe Tokens: We store only a secure token to process recurring charges
• Compliance: Stripe handles all PCI compliance requirements
• Encryption: All payment data is transmitted over encrypted connections

4.3 Automatic Renewal

Your subscription automatically renews at the end of each billing period:

• Monthly Plans: Renew on the same day each month
• Annual Plans: Renew on the same date each year
• Automatic Charge: Your payment method will be charged automatically
• No Manual Action: You do not need to manually renew your subscription

4.4 Billing Cycle and Timing

Your billing cycle is determined by your signup or plan change date:

• If you signup on the 15th of the month, you'll be billed on the 15th of each subsequent month
• For months without your billing date (e.g., Feb 31st), you'll be billed on the last day of the month
• Billing time is based on UTC timezone

4.5 Receipts and Invoices

After each successful payment:

• A receipt will be emailed to your account email address
• Receipts can be downloaded from your account settings
• Invoices show detailed breakdowns of charges

4.6 Failed Payments

If your payment fails, we will:

• Retry: Attempt to charge your payment method multiple times over several days
• Email Notifications: Send you notifications about the failed payment
• Update Payment Method: Give you the opportunity to update your payment information
• Grace Period: Provide a brief grace period to resolve payment issues
• Service Suspension: After repeated failures, your subscription status may change to "inactive"
• Account Suspension: Continued non-payment may result in service suspension

4.7 Updating Payment Information

You can update your payment method at any time:

• Log in to your account and navigate to billing settings
• Update or replace your payment method
• Changes take effect immediately for future charges

5. Pro-Rated Billing

5.1 Adding Trucks (Small Trucking Companies)

When you add additional trucks to your fleet:

• Immediate Access: New trucks are immediately available for use
• Pro-Rated Charge: You'll be charged a pro-rated amount for the remainder of your current billing cycle
• Calculation: Charge = (Per-truck fee × Days remaining) ÷ Days in billing period
• Next Billing: Full per-truck fee will be included in your next regular bill

5.2 Removing Trucks

When you remove trucks from your fleet:

• Immediate Effect: Truck removal takes effect immediately
• No Refund: No pro-rated refund for the current billing period
• Future Billing: Reduced rate applies to your next billing cycle

5.3 Plan Changes

If you switch between monthly and annual plans:

• Upgrade to Annual: Pro-rated credit applied from monthly plan, difference charged immediately
• Downgrade to Monthly: Change takes effect at end of current annual period

6. Refund Policy

6.1 No Refunds

All subscription fees are non-refundable.

This is a standard policy for Software-as-a-Service (SaaS) products. Once a billing period has been paid for and the Service has been made available, we do not issue refunds for:

• Partial months or years of service
• Unused time remaining in a billing cycle
• Change of mind after payment
• Unused features or lack of usage
• Service dissatisfaction (please contact support to address concerns)

6.2 Cancellation Without Refund

When you cancel your subscription:

• You will not receive a refund for the current billing period
• You retain access to the Service until the end of your paid period
• You will not be charged for subsequent periods

6.3 Exceptions

Refunds may be considered in rare circumstances at our sole discretion:

• Technical errors resulting in duplicate charges
• Service unavailability for extended periods (more than 72 consecutive hours)
• Billing errors on our part
• Legal requirements in your jurisdiction

To request an exception-based refund, contact us at legal@dispatching.pro with details of your situation.

6.4 Dispute Resolution

If you disagree with a charge:

• Contact us first at legal@dispatching.pro before disputing with your bank
• We will investigate and respond within 5 business days
• Chargebacks may result in immediate service suspension
• Fraudulent chargebacks may result in permanent account termination

7. Cancellation Policy

7.1 How to Cancel

You can cancel your subscription at any time:

• Self-Service: Log in and navigate to account settings → billing → cancel subscription
• Email: Send a cancellation request to legal@dispatching.pro
• Confirmation: You will receive an email confirming your cancellation

7.2 Effect of Cancellation

When you cancel your subscription:

• Immediate: Cancellation is processed immediately
• Access Continues: You retain access until the end of your paid billing period
• No Future Charges: Your payment method will not be charged for future periods
• Data Retention: Your data is retained for 30 days after subscription end
• Subscription Status: Your subscription status changes to "canceled" but remains "active" until period end

7.3 Data Export Before Cancellation

We strongly recommend exporting your data before canceling:

• Export trip data, expenses, invoices, and other records
• Download uploaded documents and attachments
• Data export features are available through your account settings
• After 30 days from subscription end, data may be permanently deleted

7.4 Reactivation

If you cancel and wish to return:

• Within 30 Days: Reactivate with all your data intact
• After 30 Days: You'll need to create a new account; previous data may not be recoverable
• New Trial: You will not be eligible for another free trial

8. Subscription Status

Your subscription can have one of the following statuses:

• Active: Subscription is current and in good standing
• Trialing: Currently in 14-day free trial period
• Inactive: Payment has failed or subscription has lapsed
• Expired: Subscription has ended and access has been revoked
• Canceled: Subscription canceled but access remains until period end

9. Taxes

9.1 Sales Tax and VAT

Prices listed do not include applicable taxes:

• Sales tax, VAT, GST, or other local taxes may apply based on your location
• Taxes are calculated and added at checkout
• Tax amounts are shown separately on your invoice/receipt

9.2 Tax Identification

If you are a business in a jurisdiction that allows tax-exempt purchases:

• Provide your tax ID or VAT number during signup
• Update your tax information in billing settings
• We will update tax calculations based on your status

9.3 Your Tax Obligations

You are responsible for:

• Determining which taxes apply to your subscription
• Reporting and remitting taxes to appropriate authorities when required
• Providing accurate tax information

10. Service Suspension for Non-Payment

If payment issues are not resolved:

• Day 1-3: Payment retries and email notifications
• Day 4-7: Additional payment attempts and warning notices
• Day 8+: Subscription status changes to "inactive"
• Day 15: Service access may be suspended
• Day 30: Account may be marked for deletion

You can restore service at any time by updating your payment method and settling outstanding charges.

11. Changes to This Policy

We may update this Billing and Refund Policy from time to time. Changes will:

• Be effective immediately upon posting
• Be communicated via email for material changes
• Not affect existing subscriptions until the next renewal

Your continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact Us

For billing questions, payment issues, or clarification of this policy, please contact us:

Billing Inquiries: We respond to billing questions within 1-2 business days.