Refund & Cancellation Policy

This Refund and Cancellation Policy ("Policy") applies to all paid software subscriptions, usage-based charges, and one-time purchases made by Educational Institutions ("Schools," "Institutions," "you") for Vidyapeeth360.com, a school management ERP product by HelpRevX Software Private Limited.

This Policy supplements our Terms of Service. Where an Institution has a separate Master Subscription Agreement (MSA) or signed Order Form with specific refund provisions, those provisions supersede this Policy.

1. Subscription Cancellation

1.1 How to Cancel

Institutions may cancel their Vidyapeeth360 subscription at any time through the administration dashboard or by contacting our support team at [email protected]. Cancellation requests must be submitted by an authorized School Administrator or billing owner.

1.2 Effect of Cancellation

• Your software access remains fully active until the end of the current billing cycle (monthly or academic year).
• You will not be billed for subsequent cycles.
• Upon the expiration date, your administrative and staff accounts will transition to a read-only state for 30 days to allow for the safe export of student and institutional data.
• After the 30-day export window, eligible Customer Data will be deleted or de-identified from active systems within 90 days. Records subject to academic, safeguarding, financial, security, consent, audit, or other legal retention obligations remain restricted to those purposes for the required period.
• Cancellation does not retroactively reduce fees for periods already consumed.

1.3 Renewal

Renewal terms are shown in the signed Order Form, checkout, or purchase confirmation. A trial does not become paid merely because its calendar period expires. Paid service may begin at trial expiry only after an authorised School representative has selected the paid plan and completed the required mandate, checkout, or Order Form. The reviewed terms state any later automatic renewal and cancellation conditions.

2. Refund Eligibility

For software subscription fees paid by the Institution to HelpRevX, the following refund rules apply:

3. Non-Refundable Charges

The following charges are final and non-refundable under all circumstances:

• Consumed Communication Credits: SMS credits, WhatsApp Business API messages, or automated voice calls consumed for sending alerts to parents and staff.
• Setup and Migration Fees: One-time fees for professional services, legacy data migration (e.g., importing existing student databases), custom module development, and staff training sessions, once the engagement has commenced.
• Hardware and Integrations: Costs associated with custom biometric attendance scanners, RFID tags, or physical ID card printing facilitated through HelpRevX.
• Third-Party Add-Ons: Any specialized educational plugins or third-party accounting integrations purchased through our platform.

4. Plan Downgrades (Student Capacity)

Vidyapeeth360 pricing is often tiered based on student enrollment limits. If your Institution downgrades to a lower-tier plan during an active billing cycle:

• The downgrade takes effect at the start of the next billing cycle.
• No partial refunds are issued for the difference between plan tiers in the current cycle.
• You must ensure your active student records do not exceed the new, lower-tier limits before the downgrade takes effect, or excess profiles will be locked in a read-only state.

5. Free Trials

• Free trial periods for Vidyapeeth360 are completely free of charge and require no refund.
• A trial expires without charge when no authorised paid-plan selection and required mandate, checkout, or Order Form is in place. Where those steps were completed, paid service may begin at trial expiry under the reviewed terms.
• If your institution chooses a paid subscription after the trial, the standard 14-day refund window (outlined in Section 2) applies from the date of the first charge.

6. How to Request a Refund

All refund requests must be submitted in writing to [email protected] or [email protected]. Your request must include:

1. Your registered School name and Administrator email address.
2. The specific Vidyapeeth360 subscription plan or module in question.
3. The invoice number or transaction reference ID.
4. A brief reason for the cancellation/refund request.

7. Refund Processing Timelines

Approved refunds are reviewed within 5 business days of receipt. Funds are returned to the original payment method. If the original method is unavailable, our billing team will coordinate an alternative.

Refunds are processed in Indian Rupees (INR). GST or other applicable taxes collected on the original transaction will be adjusted appropriately, and a corresponding credit note will be issued to your Institution.

8. Disputes and Escalation

If your Institution disagrees with a refund decision, the authorized Administrator may escalate the matter by emailing [email protected] with the subject line "Refund Escalation - [School Name]".

Escalations are reviewed by a senior finance officer within 10 business days. Unresolved disputes remain subject to the governing law and arbitration clauses defined in our Terms of Service.

9. Policy Updates

We reserve the right to modify this Policy. Material changes will be communicated to School Administrators via email and dashboard notifications at least 30 days before taking effect. Refund requests are governed by the Policy in effect at the time the request was originally submitted.