When and how we refund OrbitoCRM subscriptions

We want you to be happy with OrbitoCRM. This Refund Policy explains exactly when a payment to Web Digital Mantra IT Services Private Limited for an OrbitoCRM subscription or add-on is refundable, what we deduct, and how to ask. It applies to every charge invoiced from our Indian entity.

1. Free trial — never charged

Every new OrbitoCRM account begins with a free trial. We do not take a payment method at sign-up for the trial, and you are not charged if you let the trial lapse. If you decide to continue, you pay only the first subscription invoice.

2. Monthly plans

• Monthly subscriptions are refundable in full within 7 days of the very first paid invoice on the account.
• After that first-time window, monthly payments are non-refundable. You can cancel auto-renewal at any time from Settings → Billing; the plan then stops at the end of the current paid month.

3. Annual (yearly) plans

• Annual subscriptions are refundable in full within 30 days of the first annual invoice.
• Between day 31 and the end of the term, annual plans are refundable pro-rata for unused months, less a 15% administrative fee and non-refundable items (see §5). "Unused months" means complete calendar months between the request date and the end of the current paid term.

4. Add-ons and overages

• Additional user seats bought mid-term are refundable within 7 days if the seat was never signed into.
• Pay-as-you-go overages (SMS/WhatsApp bundles, AI-call minutes, WhatsApp conversation packs) are non-refundable once consumed or expired, because we have already paid our upstream vendor.
• One-time professional-services work (data migration, implementation, custom development) is refundable only for the portion that has not yet been scheduled or delivered.

5. What is never refundable

• GST and any other statutory tax we have remitted to the government.
• Payment-gateway fees that we have paid to the processor.
• Overage usage already consumed (SMS, WhatsApp, AI-call minutes).
• Any payment made more than twelve months before the refund request.

6. When we may deny or claw back a refund

• The account has violated the Acceptable Use clause of our Terms & Conditions.
• The account has an unpaid invoice older than seven days.
• A chargeback has been raised with the payment processor for the same amount.
• The subscription was obtained through fraud or misrepresentation.

7. How to request a refund

1. Email info@webdigitalmantra.in from the primary account email, with the subject line "Refund request — your company name".
2. Include the invoice number (or payment reference) and a short reason — it helps us improve the product; it does not affect eligibility.
3. We acknowledge within one business day and complete the refund review within seven business days.

8. How long the money takes to reach you

• Approved refunds go back to the original payment method only.
• Cards and UPI: typically credited within 5–7 business days of our approval. Timing depends on your bank and card network; we have no further control after the refund is initiated.
• Bank transfer / NEFT invoices: 7–10 business days, to the account named on the original payment.
• We send a credit note by email when the refund is initiated and a second confirmation once the processor reports it as settled.

9. Chargebacks

If you dispute a charge with your bank or card network instead of writing to us first, we will treat the chargeback as the refund request and suspend the account until it resolves. Please talk to us first — it is almost always faster.

10. OrbitoMeet (free service)

OrbitoMeet is free to use and does not carry a refund mechanism. If you were charged for anything by a party claiming to be OrbitoMeet, write to us immediately — it was not us.

11. Changes to this policy

Any change to this Refund Policy applies only to invoices raised after the effective date of the new version; existing invoices continue to be governed by the policy in force on the day they were paid.