1. Overview and Purpose
HeyAIBot is committed to delivering a high-quality chatbot SaaS platform and ensuring Customer satisfaction. This Refund Policy explains the conditions under which refunds are available, how to request them, and the processes we follow. This Policy is incorporated into and governed by our Terms and Conditions.
Please read this policy carefully before subscribing. By completing your purchase, you acknowledge that you have read and understood the terms outlined below.
2. Subscription Billing
2.1 Billing Cycles
The Service is billed on a recurring subscription basis. You may choose from the following billing options at the time of sign-up:
- Monthly Plan: Billed every 30 days from the date of initial subscription.
- Annual Plan: Billed once per year (12 months) from the date of initial subscription, typically at a discounted rate.
2.2 Automatic Renewal
Subscriptions automatically renew at the end of each billing period unless you cancel prior to the renewal date. By subscribing, you authorize HeyAIBot (or its designated payment processor) to automatically charge your stored payment method upon renewal.
You will receive a renewal reminder email at least 7 days before your renewal date to allow you to review your plan and cancel if desired.
2.3 Plan Changes and Upgrades
You may upgrade your subscription plan at any time. Upgrades take effect immediately and you will be charged a prorated amount for the remainder of the current billing cycle. Plan downgrades take effect at the start of the next billing cycle.
3. Cancellation
3.1 How to Cancel
You may cancel your subscription at any time through one of the following methods:
- Via the Account Dashboard: Navigate to Settings > Billing > Cancel Subscription.
- Via Support: Contact our support team at contact@heyaibot.com.
3.2 When Cancellation Takes Effect
Cancellation is effective at the end of your current paid billing period. You will retain full access to the Service until the last day of your current cycle. We do not charge any cancellation fees.
Cancelling your subscription does not automatically trigger a refund. Refund eligibility is determined separately under Section 4 below.
3.3 Data Retention After Cancellation
Following cancellation, your account and associated data will be retained for [N] days in a read-only state, allowing you to export any data you need. After this period, your data will be permanently deleted in accordance with our Privacy Policy.
4. Refund Eligibility
4.1 New Subscription — Money-Back Guarantee
We offer a 5-day money-back guarantee for new subscriptions only (first-time purchase of a paid plan). If you are not satisfied with the Service within the first 5 days of your initial subscription start date, you may request a full refund.
To be eligible for the money-back guarantee, your refund request must:
- Be submitted within 5 calendar days of your initial subscription purchase date
- Be your first refund request under this guarantee (applies once per customer/organization)
- Be submitted through the official refund request process outlined in Section 5
4.2 Automatic Renewals — No Refunds
We do not offer refunds for automatic subscription renewals. It is your sole responsibility to cancel your subscription before the renewal date to avoid being charged for the next period. We strongly recommend setting a personal reminder before your renewal date.
4.3 Partial-Month and Unused Time — No Refunds
We do not provide prorated refunds for partial months of service or for unused time remaining in a billing period following cancellation. Your subscription remains active until the end of the paid period regardless of when you cancel.
4.4 Annual Plan Mid-Term Cancellations
If you cancel an annual subscription before the year is complete, you will retain access until the end of the annual term. Refunds for the unused portion of an annual plan are not automatically provided unless the cancellation falls within the money-back guarantee window (Section 4.1) or qualifies as an SLA-based exception (Section 4.5).
4.5 Exceptional Circumstances — SLA Breaches
Refunds outside the standard guarantee period may be considered at HeyAIBot's sole discretion in cases of:
- Documented and prolonged Service outages that materially breach our published Service Level Agreement (SLA)
- Verified platform defects that prevented you from accessing core features for an extended period
- Billing errors caused solely by HeyAIBot (e.g., duplicate charges)
To qualify, you must provide documented evidence of the issue (e.g., timestamps, screenshots, error logs) and demonstrate that you reported the issue to our support team during the outage period. Each case will be evaluated individually.
4.6 Non-Refundable Items
The following are not eligible for refunds under any circumstances:
- Add-on features, one-time purchases, or professional services fees
- Charges resulting from usage overages or exceeding plan limits
- Subscriptions terminated by HeyAIBot due to violations of the Terms of Service or Acceptable Use Policy
- Free trials converted to paid plans (standard money-back guarantee applies from conversion date)
5. How to Request a Refund
To submit a refund request, please follow these steps:
- Step 1 — Contact Support: Email our support team at contact@heyaibot.com with the subject line: "Refund Request — [Your Account Email]".
- Step 2 — Provide Details: Include your account email address, the date of the charge in question, the amount charged, the reason for your refund request, and any supporting documentation (if requesting an SLA-based refund).
- Step 3 — Await Confirmation: Our team will acknowledge your request within 2 business days and inform you of our decision within 5–7 business days.
- Step 4 — Refund Processing: Approved refunds will be processed to your original payment method. Processing time is typically 5–10 business days, depending on your card issuer or bank.
6. Disputed Charges and Chargebacks
Before initiating a chargeback with your bank or card issuer, we strongly encourage you to contact us directly at contact@heyaibot.com. Most billing concerns can be resolved quickly through direct communication.
Initiating a chargeback without first contacting us may result in the suspension of your account pending investigation. Fraudulent chargeback claims may result in permanent account termination and may be pursued through applicable legal channels.
7. Promotional Pricing and Discounts
Refunds for subscriptions purchased at promotional or discounted rates will be processed at the rate actually paid, not the standard list price. Trial periods that have not been converted to a paid plan are not eligible for monetary refunds.
8. Changes to This Refund Policy
We reserve the right to modify this Refund Policy at any time. Material changes will be communicated with at least 14 days' notice via email or in-platform notification. Changes will not apply retroactively to subscriptions already in progress at the time of the change.
9. Contact Information
For billing questions, cancellation requests, or refund inquiries, please reach out:
- Email: contact@heyaibot.com
- Phone: +1 612 298 5011 (available Monday – Friday, 10:00 AM – 05:00 PM, EST)
We value your business and are committed to resolving all billing concerns fairly and promptly.