Refund Policy

Overview

This Refund Policy governs all subscription purchases made on the Klinica platform (klinica.space). By subscribing to any paid plan, you confirm that you have read and agreed to these terms.

Klinica offers subscription-based access to a digital SaaS platform. Because the service is provisioned instantly upon payment and access is granted immediately, our refund policy reflects the digital and time-sensitive nature of the product.

Immediate Digital Provisioning

When you upgrade to a paid subscription, the following occurs immediately and automatically upon successful payment:

• Your account plan is upgraded and plan limits are raised instantly.
• Full access to all features included in your chosen plan is granted.
• Your subscription period begins immediately from the date of payment.
• A subscription confirmation is sent to your registered email address.

Because digital access is delivered immediately and cannot be "returned" in the way a physical product can, subscription fees are non-refundable except as explicitly described in Section 4.

General No-Refund Policy

The following circumstances do not qualify for a refund under any conditions:

Eligible Refund Circumstances

4.1 — Major Technical Defect (7-Day Window)

A refund may be granted if all three of the following conditions are met:

1. A major technical defect — meaning a defect that completely prevents you from accessing or using the core functionality of your Klinica dashboard — exists.
2. The defect was reported to our support team at support@klinica.space within 7 calendar days of your subscription payment date.
3. Our support team was given a reasonable opportunity to investigate and resolve the issue, and was unable to do so within a reasonable timeframe (typically 5 business days).

Refunds under this provision are not granted for:

• Minor bugs, cosmetic issues, or degraded performance that does not completely prevent use.
• Issues caused by the customer's own equipment, internet connection, or browser configuration.
• Issues reported after the 7-day window has elapsed.
• Defects in third-party integrations outside of Klinica's direct control.

4.2 — Billing Errors

If you were charged in error — for example due to a duplicate charge or a charge occurring after a properly submitted cancellation — please contact us within 30 days of the erroneous charge. We will investigate promptly and issue a correction if a billing error is confirmed.

How to Request a Refund

To submit a refund request, please follow these steps:

1. 1 Email support@klinica.space with the subject line "Refund Request — [your clinic subdomain]".
2. 2 Include your registered email address, the date of the charge, the amount charged, and a clear description of the reason for your request.
3. 3 For technical defect claims, attach screenshots or a screen recording demonstrating the issue preventing system access.
4. 4 Our team will acknowledge your request within 2 business days and issue a decision within 5 business days.

Refund requests that do not include the required information may be delayed or rejected. We process requests in good faith and expect the same from our customers.

Cancellations and Auto-Renewal

Klinica subscriptions are billed on a recurring monthly basis. Your subscription will automatically renew at the end of each billing period unless you cancel it beforehand.

How cancellation works:

• You may cancel your subscription at any time from the Billing section of your dashboard.
• Upon cancellation, your subscription will not renew at the next billing date.
• Your account will remain fully active until the end of the current billing period you have already paid for.
• No prorated refund is issued for the unused portion of the current billing period.
• After the billing period ends, your account will revert to an inactive state and data will be retained for 30 days per our Data Processing Agreement.

Renewal reminders: We send an email notification to your registered address at least 7 days before each renewal. It is your responsibility to ensure your contact email is current and that our emails are not filtered as spam.

Plan Upgrades and Downgrades

Upgrading: When you upgrade from Starter to Pro, the change takes effect immediately. You are charged the Pro plan rate at the next billing cycle (or immediately, depending on your billing provider's proration rules). No partial refund is issued for the unused Starter period.

Downgrading: When you downgrade from Pro to Starter, the change takes effect at the start of your next billing period. You retain Pro access through the end of the current period. No refund is issued for the difference in plan pricing.

Both upgrades and downgrades are handled automatically. Confirmation is sent to your registered email address when a plan change is processed.

Free Trial

All new Klinica accounts include a 14-day free trial at no cost. No credit card is required to start a trial.

• The trial period begins on the date of account registration and expires automatically after 14 days.
• No charges are made during the trial period.
• If you upgrade to a paid plan during your trial, your trial ends immediately and your paid subscription begins. The first charge is applied at the time of upgrade.
• If you do not upgrade before your trial expires, your account will become inactive. No charges are applied.

The trial is intended for genuine evaluation purposes. Klinica reserves the right to terminate trial accounts that show signs of abuse or repeated registration to extend the trial period.

Chargebacks and Payment Disputes

We strongly encourage you to contact our support team before initiating a chargeback with your bank or payment provider. Most billing issues can be resolved promptly without the need for a formal dispute.

Filing a chargeback for a charge that is valid under this Refund Policy constitutes a breach of our Terms of Service and may result in:

• Immediate suspension of your Klinica account pending resolution of the dispute.
• Permanent termination of your account if the chargeback is found to be unwarranted.
• Being barred from creating new Klinica accounts in the future.

If a chargeback is filed in error and subsequently reversed, your account may be reinstated at our discretion. Please contact support@klinica.space if this applies to you.

Contact

For billing enquiries, refund requests, or cancellation assistance, please contact us:

We aim to respond to all billing enquiries within 2 business days. For urgent matters related to an active charge or account access, please include "URGENT" in the subject line of your email.

Klinica reserves the right to update this Refund Policy at any time. Material changes will be communicated via email to your registered address at least 14 days before taking effect. Continued use of the platform after the effective date of any updated policy constitutes acceptance of the revised terms.