Refund Policy

Effective Date: 2026-05-18 Version: 1.0

This Refund Policy explains when refunds are available, how to request one, and exceptions that apply. It forms part of our Terms of Service.

Summary: First-time monthly subscribers get a 7-day full refund if dissatisfied. Annual plans are pro-rated minus a 10% admin fee after 30 days. Gift codes and institutional licenses follow the rules below.

1. First-time individual subscribers — 7-day money-back guarantee

If you are a first-time subscriber to an individual plan and you are dissatisfied with the Service, you may request a full refund of your first month's subscription fee within 7 calendar days of the initial charge.

To qualify:

• This must be your first AIClinica subscription
• You must request the refund within 7 days of the first charge date
• The refund applies only to the first billing period

How to request: Email support@aiclinica.com from your account email with the subject line "Refund request — first-time subscriber". Include your account email and the charge date. We will respond within 5 business days; approved refunds typically appear within 5-10 business days depending on your bank.

2. Monthly subscriptions (after the first 7 days)

After the 7-day window, monthly subscriptions are non-refundable for the current billing period. Cancel from your billing page at any time; you will retain access until the end of the period and will not be charged again.

We do not issue partial-period refunds for monthly plans except in the cases listed in Section 5 below.

3. Annual subscriptions

Annual subscriptions are paid in advance and discounted relative to monthly plans.

3.1 First 30 days

Within 30 days of the initial charge, you may request a full refund (less a US$15 processing fee).

3.2 After 30 days

After 30 days, we will refund a pro-rated amount of the unused period, less a 10% administrative fee on the refunded amount. Example: 6 months of a US$600 annual plan = US$300 unused, less 10% (US$30) = US$270 refund.

3.3 No refund in the final 30 days

In the final 30 days of an annual term, no refund is available — simply do not auto-renew.

4. Gift codes (GIFT-XXXX-XXXX)

• Unredeemed gift codes: refundable within 30 days of purchase, full amount, only by the original purchaser
• Redeemed gift codes: non-refundable once the recipient has activated the code, regardless of usage

If you bought a gift code by mistake and have not shared it, email support@aiclinica.com within 30 days with the code and proof of purchase.

5. Service-defect or unavailability refunds

Regardless of plan type, you are entitled to a pro-rated refund if:

• The Service was unavailable for more than 24 cumulative hours in a billing period due to a fault on our side (excluding scheduled maintenance announced ≥48 hours in advance)
• A critical feature you paid for (e.g., specialty access) was removed without 30 days' notice
• A material misrepresentation in our marketing or pricing led to your purchase

Contact support@aiclinica.com to request a service-defect refund. Provide dates, screenshots, and a brief description.

6. Institutional license refunds

Institutional licenses are governed by the specific written agreement signed between AIClinica and the institution. Refer to the Institutional License Agreement for the default rules; bespoke contracts may vary. In general:

• Pre-deployment: full refund up to 14 days before the contracted start date
• First 30 days post-deployment: pro-rated refund of unused seats, less a 10% admin fee
• After 30 days: no refund except for documented service breaches

7. Referral bonuses and free-period extensions

Free extensions earned through the Referral Program (e.g., the 30-day teacher extension or the 1-free-month peer-referral bonus) have no cash value and are not refundable as money. If a referred account is itself refunded or proven fraudulent, the related bonus may be reversed.

8. Chargebacks

Filing a chargeback or payment-dispute with your bank without first contacting us is a breach of our Terms of Service. Doing so will result in:

• Immediate suspension of your account
• Forfeiture of any unused subscription period
• Possible referral to a collections agency for the disputed amount + administrative costs

We are happy to resolve any billing concern directly — please email support@aiclinica.com or billing@aiclinica.com before contacting your bank.

9. How refunds are issued

Refunds are issued via the original payment method through Stripe. We cannot redirect refunds to a different card or bank account. Processing times depend on your bank — typically 5-10 business days.

If your original card has expired or been cancelled, contact your bank — most issuers redirect refunds to the replacement card automatically.

10. Currency and taxes

Refunds are issued in the original purchase currency. Foreign-exchange conversion fluctuations between purchase and refund are not refundable. Taxes paid on the original charge are refunded proportionally where the tax authority permits; in some jurisdictions, taxes are non-refundable.

11. Disputes

If you disagree with our refund decision, you may escalate to legal@aiclinica.com. Disputes that cannot be resolved informally are handled under Section 14 of our Terms of Service.

12. Changes to this policy

We may update this Refund Policy from time to time. Changes apply only to purchases made on or after the effective date of the change. The version number and effective date at the top reflect the current revision.

13. Contact