Refund Policy

Overview

This Refund Policy explains how refunds, cancellations, and billing adjustments work for the Voice-AI calling platform (the "Service") provided by The Affordable AI. It applies to subscription fees, one-time setup fees, and per-minute usage charges billed through our payment processor, Stripe. Please review this policy carefully so you understand what is and is not refundable before you subscribe; confirmed billing errors reported within 30 days are always corrected. By purchasing or using the Service, you agree to the terms described here, together with our Terms of Service and Privacy Policy.

In plain terms: fees for services already delivered — completed calls, onboarding work that has begun, and billing periods already underway — are generally non-refundable, while genuine billing errors are always corrected. We aim to be fair and transparent, and we'd rather resolve a concern with you directly than see it become a dispute. If anything below is unclear, email us at support@affordablecare.ai before you buy.

Subscription Fees

Subscription fees (monthly or annual) are billed in advance and are generally non-refundable once the billing period has started. You may cancel at any time to stop future charges; cancellation prevents renewal but does not refund the current period. We do not provide prorated refunds for partial billing periods except where required by law. For annual plans, the discounted rate reflects a full-year commitment paid up front, so the same non-refundable terms apply for the remainder of the term after it begins.

If you upgrade or downgrade your plan mid-cycle, any change in pricing takes effect according to the proration rules shown at checkout, and Stripe calculates the adjustment automatically. Downgrading does not generate a cash refund of fees already paid; instead, unused value is typically applied as account credit toward future charges where applicable.

One-Time Setup Fees

One-time setup fees cover white-glove onboarding, number provisioning, warmup scheduling, calendar and CRM configuration, and the initial build of your calling campaigns. These fees are non-refundable once setup work has begun, as they reflect time and resources already committed to preparing your account. Setup usually starts within a few business days of signup, so the window in which no work has been performed is short.

If you cancel before any onboarding work has started, contact us and we will review whether a refund or partial refund of the setup fee is appropriate. Once our team has purchased numbers on your behalf, connected your CRM, or begun configuring your campaigns, those costs are considered incurred and are not refundable.

Usage / Per-Minute Charges

Per-minute usage charges reflect calls that have already been placed or received through the Service, typically billed at a rate such as $0.20 per minute (lower at bulk volumes). Because these charges cover services already delivered, they are non-refundable once calls have been made. Bulk-minute packages, once purchased and used, are likewise non-refundable, though any unused prepaid minutes remain available on your account according to their terms.

The platform includes spam and voicemail defense that drops those calls instantly, which is designed to avoid billing you for wasted minutes in the first place. If you believe you were charged for minutes due to a technical fault on our side — for example, a metering error — report it within 30 days and we will investigate and issue a credit or refund for any minutes billed in error.

Free Trials, Demos & Promotional Credits

From time to time we may offer a free demo, trial period, or promotional credit. If a trial converts into a paid subscription, standard billing begins automatically at the end of the trial unless you cancel beforehand, and the subscription terms above then apply. Promotional credits carry no cash value, cannot be redeemed for a refund, and may expire or be subject to specific conditions stated at the time of the offer.

If you were charged because a trial renewed and you intended to cancel, contact us within 30 days of the charge. While auto-renewal charges are generally valid, we review these situations case by case and will act reasonably where the facts support it.

Cancellation & How to Cancel

You may cancel your subscription at any time from your account portal or by contacting us at support@affordablecare.ai. There are no long-term contracts, so canceling simply prevents your next renewal rather than triggering any penalty. After cancellation, you retain access to the Service through the end of your current paid billing period, after which no further subscription charges will be made.

To avoid being charged for the next period, please cancel before your renewal date, since renewals are processed automatically on that date. Canceling stops future billing but does not refund fees already charged for the current or prior periods. If you need help exporting data or transferring numbers before your access ends, let us know and we'll assist within the current period.

Billing Errors & Duplicate Charges

If you believe you have been charged in error — for example, a duplicate charge, an incorrect amount, or a charge after a confirmed cancellation — please contact us within 30 days of the charge. We will review the transaction and, where a genuine billing error is confirmed, correct it by issuing a refund or account credit for the affected amount. Reporting promptly helps us investigate while the transaction details are still readily available.

To help us resolve the issue quickly, include your account email, the date and amount of the charge, and a short description of what went wrong. Keeping your own copy of receipts and confirmation emails makes verification faster for both sides.

How to Request a Refund

To request a cancellation, report a billing error, or ask about a refund, email us at support@affordablecare.ai. Please include your account details, the invoice or charge in question, and a description of the issue so we can assist you promptly. We aim to acknowledge refund requests within a few business days and will let you know whether the request is approved, declined, or needs more information.

If a refund is approved, it will be returned to the original payment method used for the purchase. We are not able to send refunds to a different card, bank account, or person than the one that made the original payment, as this is a safeguard against fraud enforced by our payment processor.

Refund Processing Time

Once a refund is approved, we submit it to Stripe promptly. From there it generally takes 5–10 business days for the credit to appear on your statement, though the exact timing depends on your bank or card issuer and is outside our direct control. International payments or certain card networks may take slightly longer to post. If more than 10 business days pass after we've confirmed a refund and you still don't see it, contact us and we'll share the transaction reference so your bank can locate it.

Chargebacks & Payment Disputes

If you have a billing concern, please contact us first so we can resolve it directly. Initiating a chargeback or payment dispute without first contacting us may result in suspension or termination of your account. We reserve the right to contest chargebacks that we believe are made in error or bad faith, and to provide our payment processor with transaction records, usage logs, and correspondence as evidence. In most cases a quick email resolves the matter faster than a formal dispute, which can take banks several weeks to adjudicate.

Third-Party & Stripe Processing

All payments and refunds are processed by Stripe, our third-party payment processor. We do not store your full card number on our own servers; card data is handled by Stripe under its own security and compliance standards. Because refund settlement times are partly governed by Stripe and your issuing bank, some timing factors are outside our control even after we approve a refund on our end. Your use of Stripe for payment is also subject to Stripe's own terms.

Changes to This Policy

We may update this Refund Policy from time to time to reflect changes in our practices, pricing, or legal requirements. When we do, we will revise the "Last updated" date at the top of this page. Material changes will apply to charges made after the update takes effect; they do not retroactively change the terms that applied to a purchase you already made. Your continued use of the Service after an update constitutes acceptance of the revised policy, so we encourage you to review it periodically.

Contact

Questions about this Refund Policy, a cancellation, or a specific charge can be directed to support@affordablecare.ai. We're happy to walk through any charge on your account and will do our best to resolve concerns fairly and quickly. This document is a template and should be reviewed with qualified legal counsel before you rely on it for your business.