Refund Policy

1. Overview

At ClinicOS, operated by Automated Client System, we want you to be satisfied with our service. This Refund Policy outlines the terms under which refunds may be issued for paid subscriptions to the ClinicOS platform.

2. Free Plan

The ClinicOS Free plan is provided at no cost and does not involve any payment. No refund applies to the Free plan. You may use the Free plan for as long as you wish to evaluate the Service before committing to a paid subscription.

3. Trial Period

Clinics that sign up through our pricing page may receive a 30-day free trial of a paid plan. During the trial period, you will not be charged. If you cancel before the trial ends, no payment will be collected. If you do not cancel, your subscription will automatically convert to a paid plan at the end of the trial period.

4. Refund Eligibility

Refunds may be considered under the following circumstances:

4.1 Within 7 Days of First Payment

If you are a new subscriber and are not satisfied with the Service, you may request a full refund within 7 days of your first payment. This applies only to the initial subscription payment, not to subsequent billing cycles.

4.2 Service Unavailability

If the Service experiences significant downtime or is materially unavailable for an extended period (more than 72 consecutive hours) due to issues on our end, you may request a prorated refund or credit for the affected period.

4.3 Billing Errors

If you are charged incorrectly due to a billing error (e.g., duplicate charge, wrong amount, charge after cancellation), we will issue a full refund for the erroneous charge promptly upon verification.

5. Non-Refundable Situations

Refunds will generally not be issued in the following cases:

• Requests made after the 7-day window for new subscribers
• Partial month usage — if you cancel mid-cycle, you retain access until the end of the billing period but are not entitled to a prorated refund for the remaining days
• Failure to cancel before the trial period ends
• Downgrade from a higher-tier plan to a lower-tier plan mid-cycle (the new rate applies from the next billing cycle)
• Account suspension or termination due to violation of our Terms of Service
• Dissatisfaction with features that were accurately described on our pricing page at the time of purchase

6. How to Request a Refund

To request a refund, please contact our support team with the following information:

• Your clinic name and registered email address
• The date and amount of the charge in question
• The reason for your refund request
• Any relevant supporting documentation (e.g., screenshots of billing errors)

Send your request to clinicos@automatedclientsystem.com with the subject line "Refund Request." We aim to respond to all refund requests within 3 business days.

7. Refund Processing

Approved refunds will be processed as follows:

• PayMongo payments (PHP): Refunds will be credited back to the original payment method within 5-14 business days, depending on your bank or payment provider
• Paddle payments (USD): Refunds will be processed through Paddle and credited back to the original payment method within 5-10 business days

Processing times may vary depending on your bank or financial institution. We are not responsible for delays caused by third-party payment processors.

8. Cancellation vs. Refund

Cancelling your subscription and requesting a refund are separate actions. Cancelling your subscription stops future billing but does not automatically trigger a refund for the current period. If you wish to cancel and request a refund, please do both: cancel through your account settings, and email us for the refund request.

9. Changes to This Policy

We reserve the right to modify this Refund Policy at any time. Changes will be posted on this page with an updated "Last updated" date. Continued use of the Service after changes are posted constitutes acceptance of the revised policy.

10. Contact Us

For questions about this Refund Policy or to submit a refund request:

Automated Client System
Email: clinicos@automatedclientsystem.com