Refund & Cancellation Policy
Effective Date: September 2026 • Registered in Tamil Nadu, India • B2B SaaS Commercial Terms
1Subscription Cancellation Procedure
Qamiroo offers flexible, recurring monthly and annual software subscription plans. Subscribing clinics may cancel their active subscription at any time:
Clinic account owners can initiate cancellation directly from the Company Settings > Billing dashboard. Cancellation takes effect at the end of the current pre-paid billing cycle.
Alternatively, send an email request from your registered admin email address to [email protected] at least 7 business days prior to the renewal date.
2Refund Eligibility & Exceptions
Standard Non-Refundable Policy:
As an enterprise B2B SaaS platform that instantly allocates dedicated multi-tenant cloud resources, database partitions, and storage upon onboarding, all pre-paid monthly and annual subscription fees are strictly non-refundable.
Refunds are strictly granted under only two verifiable exceptional circumstances:
- Duplicate / Erroneous Billing: If our payment gateway accidentally processes duplicate charges for the same billing period, the excess charge will be refunded 100% to the original payment source within 5 to 7 business days upon written notice.
- Critical SLA Failure: If Qamiroo experiences verified system unavailability exceeding 5% in a billing month (falling below our 95% threshold excluding scheduled maintenance), pro-rated service credits or partial billing adjustments will be credited to your account upon review.
3Upfront Paid Commercial SaaS — No Free Trial Period
Upfront Paid SaaS Model Notice:
Qamiroo operates strictly as an upfront, paid commercial SaaS platform. We do not offer a free trial period. Prospective clinics are provided with exhaustive live demonstrations, sample PTA audiogram workflows, and architectural walkthroughs with our clinical solutions team prior to commercial registration.
4Subscription Renewal & Billing Cycles
Subscriptions automatically renew at the conclusion of each billing cycle (Monthly or Annual) unless explicitly cancelled before the renewal date.
Renew automatically every 30 days. Invoices and payment receipts are delivered via email immediately upon transaction success.
Renew automatically every 12 months. An advance renewal reminder notification is dispatched to the registered billing email 14 days prior to the renewal date.
5Failed Payment Recovery & Grace Period Protocol
To prevent disruption to clinical consultations and patient PTA audiometry records during temporary banking or card failures, Qamiroo follows a structured grace protocol:
| Timeline | Account Status | Platform Access | Action Required |
|---|---|---|---|
| Day 1 | Payment Failed | Full Access Maintained | Automated retry & billing alert sent |
| Day 3 | Retry #2 Failed | Full Access Maintained | Admin alert with payment link |
| Day 7 | Grace Period Warning | Read-Only Mode | Viewing allowed; new clinical entries paused |
| Day 10 | Suspended | Login Blocked | Account suspended pending dues settlement |
| Day 30+ | Archived | Data Purge Warning | Tenant records queued for cryptographic shredding |
6Plan Upgrades & Downgrades
Upgrading to a higher tier (e.g., Starter to Growth) or adding staff seats takes effect immediately. The difference for the remainder of the billing cycle is pro-rated and charged immediately.
Downgrades take effect at the start of the next billing cycle. No partial refunds are issued for the remaining days of the higher-tier cycle.
7Billing Information, GST & Dispute Resolution
All transactions are processed in Indian Rupees (INR) and are subject to 18% Goods and Services Tax (GST). Input Tax Credit (ITC) details must be submitted during checkout to ensure correct GST invoices are generated.
Billing disputes must be lodged in writing to [email protected] within 15 days of invoice issuance. All billing relations and refund claims are governed exclusively by the laws of India and subject to the jurisdiction of the courts of Tamil Nadu, India.
Billing & Subscription Support
For any questions regarding your subscription invoices, plan changes, or billing statements: