Refund Policy

Last updated: 20 June 2026

1. Overview

CliniqPilot offers subscription-based clinic management software. We want every clinic to be confident in their purchase. This Refund Policy outlines the terms under which refunds may be issued for CliniqPilot subscriptions.

2. Free Plan

The CliniqPilot Free plan requires no payment and is available indefinitely with limited features and quotas. No refund applies since no charges are made.

3. Paid Subscription Plans

CliniqPilot offers paid plans (Starter, Professional, Enterprise) billed on a monthly or annual basis. The following refund terms apply:

3.1 Monthly Subscriptions

  • 7-Day Refund Window: If you are not satisfied with a paid plan, you may request a full refund within 7 days of your initial subscription purchase or plan upgrade.
  • After 7 Days: No refunds will be issued for the current billing cycle. You may cancel your subscription at any time, and you will retain access until the end of the current billing period.
  • Renewals: Monthly renewal charges are non-refundable. If you do not wish to be charged, cancel your subscription before the renewal date.

3.2 Annual Subscriptions

  • 14-Day Refund Window: Annual subscribers may request a full refund within 14 days of the initial purchase or annual renewal.
  • After 14 Days: No refunds will be issued. You may cancel, and access will continue until the end of your annual billing period.
  • Pro-rata Refunds: Pro-rated refunds are not available for annual plans after the refund window has passed.

4. Plan Downgrades

If you downgrade from a higher plan to a lower plan (e.g., Professional to Starter):

  • The downgrade takes effect at the end of your current billing cycle
  • No partial refund is issued for the remaining period on the higher plan
  • You retain access to higher-plan features until the billing period ends

5. Plan Upgrades

If you upgrade your plan mid-cycle:

  • You will be charged the pro-rated difference for the remaining billing period
  • Access to upgraded features is granted immediately
  • The upgrade charge is subject to the same refund window (7 days for monthly, 14 days for annual) from the date of upgrade

6. AI Add-On (Copilot)

The CliniqPilot AI Copilot add-on is billed separately:

  • AI usage credits and token consumption are non-refundable once used
  • Unused AI add-on subscriptions follow the same refund windows as the base plan (7 days for monthly, 14 days for annual)

7. Service Disruption

In the event of a significant, prolonged service outage (exceeding 72 continuous hours) caused by CliniqPilot:

  • Affected subscribers will receive a pro-rated credit for the downtime period
  • Credits will be applied to the next billing cycle automatically
  • This does not apply to scheduled maintenance windows communicated in advance

8. How to Request a Refund

To request a refund:

  1. Email us at billing@cliniqpilot.com with your registered email address and clinic name
  2. Include the reason for your refund request
  3. Our team will review your request and respond within 3 business days
  4. Approved refunds will be processed within 7–10 business days to the original payment method

9. Non-Refundable Scenarios

Refunds will not be issued in the following cases:

  • Requests made after the applicable refund window has expired
  • Account suspension or termination due to violation of our Terms of Service
  • Failure to cancel before an automatic renewal
  • Dissatisfaction with features that were clearly described on the pricing page prior to purchase
  • Partial month/year usage after the refund window

10. Cancellation

You may cancel your subscription at any time from the Subscription settings within the CliniqPilot application or by contacting our support team. Upon cancellation:

  • You will retain access to paid features until the end of your current billing period
  • Your account will be automatically downgraded to the Free plan
  • Your data will be preserved and accessible on the Free plan (subject to Free plan limits)
  • You can export your data at any time using the Export Center

11. Changes to This Policy

We may update this Refund Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. Existing subscribers will be notified via email of any material changes.

12. Contact Us

For refund requests or billing questions: