Cancellation & Refund Policy

1Overview

VoxAiCare plans are billed monthly in advance. You can cancel the auto-renewal of your subscription at any time — there is no lock-in contract. This policy sets out what happens when you cancel, downgrade, or request a refund, and applies to all clinics using the Silver or Gold plan.

2Free trial

New clinics on both Silver and Gold get a 3-month free trial starting from account activation. No payment is collected during the trial. You can cancel at any point in the trial from your dashboard or by emailing us — nothing is charged and no refund is needed since no payment was taken.

3Subscription plans & billing cycle

Silver (₹3,499/month) and Gold (₹4,999/month) are billed on a recurring monthly cycle from the date your paid subscription starts. Invoices, plan details and the next billing date are always visible from your account dashboard. Subscriptions renew automatically until cancelled.

4How to cancel your subscription

You can cancel a VoxAiCare subscription any time, using any of the following:

• Dashboard — go to Account → Subscription → Cancel Plan.
• Email — write to support@voxaicare.com from your registered clinic email with a cancellation request.
• Your account manager — if your clinic was onboarded with a dedicated contact, you can request cancellation directly with them.

5What happens after cancellation

• Auto-renewal stops immediately — you will not be billed again.
• Your clinic keeps full access to VoxAiCare until the end of the billing cycle you've already paid for.
• After that date, the AI voice assistant, WhatsApp integration and dashboard access are deactivated.
• You can reactivate and resubscribe at any time from the same dashboard.

6Refund eligibility

Because every clinic gets a full 3-month free trial to evaluate VoxAiCare before any money is charged, paid subscription fees are generally non-refundable once a billing cycle has started — including if you cancel partway through the month, use the product only partially, or simply change your mind.

We do issue a refund where:

• You were charged in error or charged twice for the same billing cycle (duplicate payment).
• A technical fault on our side prevented the service from being usable for a significant part of the billing cycle and we were unable to fix it promptly.
• A refund is required under applicable consumer-protection law in your jurisdiction.

To request a refund under any of the above, email support@voxaicare.com within 7 days of the charge, describing the issue. We review each request individually.

7Non-refundable items

• Any part of a monthly subscription fee for a cycle that has already started.
• Unused AI calling minutes, storage or AI tokens included in your plan.
• Onboarding, setup or configuration work already delivered.
• Fees for a billing cycle where the account was cancelled after the renewal date.
• Any amount for which a chargeback has already been filed with your bank or payment provider (see Chargebacks).

8Storage & AI-token top-ups

Beyond the storage and AI tokens included in your plan, clinics can purchase additional capacity as one-time top-ups — for example 1 GB storage (₹300), 4 GB storage (₹1,000), or an additional 1M AI tokens (₹200).

9Upgrading & downgrading

You can move between Silver and Gold at any time from your dashboard.

• Upgrading (Silver → Gold) takes effect immediately; the new monthly rate applies from your next billing cycle.
• Downgrading (Gold → Silver) takes effect from your next billing cycle — you keep Gold features until the current paid cycle ends, with no partial refund for the difference.

10Failed & delayed payments

If a renewal payment fails, we retry the charge automatically for a short grace period and notify your clinic by email. If payment is not resolved within this window, access is paused until the outstanding invoice is settled or the subscription is cancelled. No cancellation fee applies for non-payment.

11Cancellation by VoxAiCare

We may suspend or cancel a clinic's access if the account is used in violation of our terms of service, for fraudulent or abusive activity, or for prolonged non-payment. Where we cancel for a reason other than your breach of terms, we will refund any amount already paid for service you have not yet received.

13Chargebacks & payment disputes

If you believe you were charged incorrectly, please contact support@voxaicare.com first so we can resolve it directly — this is usually faster than a bank dispute. Filing a chargeback without contacting us first may result in your account being suspended while the dispute is investigated.

14Data after cancellation

Cancelling your subscription does not immediately delete your clinic's data. Account and patient data are retained and handled exactly as described in our Privacy Policy, including the 30-day deletion window after account closure.

15Changes to this policy

We may update this Cancellation & Refund Policy from time to time, for example if we change plan pricing or add new top-ups. Material changes will be communicated via email or an in-app notice before they take effect. The "Last updated" date at the top of this page reflects the most recent revision.

16Contact us

For cancellation requests, billing questions, or to request a refund, reach us at:

• Email: support@voxaicare.com
• General enquiries: contact@voxaicare.com
• Operated by: Suruche · suruche.com