EduSphereSmarter Schools. Brighter Futures.
Get started

Refund & Cancellation Policy

This Refund & Cancellation Policy ("Policy") governs refunds and cancellations for paid subscriptions to the EduSphere school-management platform ("EduSphere", "Service", "we", "us", or "our"), operated by Avnish Kumar, trading as EduSphere. This Policy forms part of, and must be read together with, our Terms of Service (see TERMS-OF-SERVICE.md). If there is any conflict between this Policy and the Terms of Service on a refund or cancellation matter, this Policy governs that matter; on all other matters the Terms of Service govern. Capitalized terms not defined here have the meaning given in the Terms of Service.

1. Scope & Definitions

1.1. Scope. This Policy applies to all paid subscriptions to EduSphere purchased by schools and other educational institutions in India on a business-to-business (B2B) basis. It describes when subscription fees may or may not be refunded, how a subscription may be cancelled, and how to request a refund.

1.2. Definitions. In this Policy:

  • "Customer" / "School" means the educational institution that subscribes to the Service and is responsible for payment.
  • "Subscription" means a paid plan (monthly or annual) that grants access to the Service for a defined Billing Cycle.
  • "Free Trial" means a no-charge evaluation period offered before any paid Subscription begins.
  • "Billing Cycle" means the recurring period (monthly or annual) for which subscription fees are charged.
  • "Paid Period" means the Billing Cycle for which fees have already been paid.
  • "Setup / Onboarding Fee" means any one-time fee charged for account provisioning, data migration, configuration, training, or similar onboarding services.
  • "Usage-Based Charges" means charges that depend on actual consumption, including but not limited to SMS credits, WhatsApp message credits, email credits, and other metered add-ons.
  • "GST" means the Goods and Services Tax applicable under Indian law.

1.3. Currency & taxes. All fees are quoted and charged in Indian Rupees (INR). GST is applied in addition to the listed fees at the rate prescribed by law. Any refund issued under this Policy will be calculated and returned in INR, and the treatment of GST on a refund will follow applicable tax law and the original tax invoice.

2. Free Trial

2.1. No charge during the trial. EduSphere may offer a Free Trial of 14 (fourteen) days, unless a different trial length is stated at sign-up. No subscription fees are charged during the Free Trial. (Default term — adjust to match your actual offering.)

2.2. Conversion to a paid plan. Unless you cancel before the Free Trial ends, your account may convert to a paid Subscription at the end of the trial, and the first Billing Cycle fee will become payable. Where we require payment details to start a Free Trial, we will tell you before any charge is made.

2.3. Nothing to refund. Because no fee is charged during the Free Trial, there is nothing to refund in respect of the trial period itself. If you do not wish to continue, cancel before the trial ends (see Section 4).

3. Billing Cycles & Auto-Renewal

3.1. Plans. Paid Subscriptions are offered on a monthly or annual Billing Cycle, as selected by the School at purchase.

3.2. Advance billing. Subscription fees are billed in advance for the upcoming Billing Cycle (monthly plans each month; annual plans once per year).

3.3. Auto-renewal. Unless cancelled, Subscriptions renew automatically at the end of each Billing Cycle for a further Billing Cycle of the same length, and the applicable fee (plus GST) is charged to the payment method on file. Renewal is charged at the then-current price for the plan; we will give reasonable advance notice of any price change before it applies to your renewal.

3.4. Turning off auto-renewal. You may turn off auto-renewal at any time (see Section 4). Turning off auto-renewal stops future renewals but does not, by itself, trigger a refund for the current Paid Period.

4. Cancellation

4.1. How to cancel. A School may cancel its Subscription or turn off auto-renewal using the account / billing settings in the EduSphere admin console, or by emailing billing support at the address in Section 9. We may ask you to verify that the request comes from an authorized representative of the School.

4.2. When to cancel. To avoid being charged for the next Billing Cycle, cancel before the current Billing Cycle ends (i.e., before the next renewal date). Cancellations take effect at the end of the current Paid Period.

4.3. Effect of cancellation. When you cancel, your Subscription remains active and you retain access to the Service until the end of the current Paid Period. Access then ends and the Subscription does not renew. Cancellation alone does not entitle the School to a refund for the remainder of the Paid Period except as expressly set out in Section 5.

4.4. Data after cancellation. Handling, export, and deletion of School data after cancellation are governed by the Terms of Service and any applicable Data Processing terms. We recommend exporting any data you wish to retain before access ends.

5. Refund Eligibility

5.1. General principle. Subscription fees are generally charged in advance and are non-refundable except where this Policy, the Terms of Service, or applicable Indian law expressly provides otherwise.

5.2. What may be refundable. Subject to the refund window and pro-rata rules in Section 6, the following may be eligible for a refund:

  • Subscription fees for a Paid Period where we fail to provide the Service due to a prolonged and material fault attributable to us, and we are unable to remedy it within a reasonable time after you notify us;
  • A duplicate or erroneous charge caused by a billing error on our side;
  • Any other case we expressly agree to in writing.

5.3. What is NOT refundable. The following are non-refundable, to the maximum extent permitted by law:

  • One-time Setup / Onboarding Fees once the relevant onboarding, provisioning, migration, configuration, or training work has commenced;
  • Usage-Based Charges already consumed, including SMS credits, WhatsApp message credits, email credits, and other metered usage that has already been delivered or used;
  • Fees for a Billing Cycle that has already substantially elapsed, except as provided in Section 6;
  • Add-ons, third-party charges, or custom-development fees expressly stated to be non-refundable at the time of purchase;
  • GST and other taxes, except to the extent a refund of the underlying fee requires a corresponding tax adjustment under applicable law;
  • Charges where the account has been suspended or terminated for breach of the Terms of Service.

5.4. No refund for non-use. Fees are not refundable merely because the School did not use, or under-used, the Service during a Paid Period.

6. Refund Window & Pro-Rata Rules

6.1. Refund window. A refund request under Section 5.2 must be submitted within 7 (seven) days of the charge or of the event giving rise to the request, whichever is later. Requests received after this window may be declined. (Default term — adjust to match your actual policy.)

6.2. Monthly plans. Monthly Subscription fees are generally non-refundable once the Billing Cycle has begun. Where a refund is approved under Section 5.2, it will be handled as set out in this Section.

6.3. Annual plans — pro-rata. By default, annual Subscription fees are non-refundable after the refund window in Section 6.1, except where a refund is approved under Section 5.2 or required by applicable law. (Default term — adjust to match your actual policy.) Where a pro-rata refund is approved, the refundable amount will be calculated as the fee for the unused complete months remaining in the annual term, after deducting (a) any non-refundable items listed in Section 5.3 (including consumed Usage-Based Charges and Setup / Onboarding Fees) and (b) any discount attributable to the annual commitment.

6.4. Deductions. Any approved refund will be reduced by amounts already consumed or otherwise non-refundable under Section 5.3.

7. How Refunds Are Issued

7.1. Original payment method. Approved refunds are issued to the original payment method used for the charge. Where that is not possible, we will agree an alternative method with you (for example, bank transfer to the School's verified account).

7.2. Timeline. Once approved, refunds are typically processed within 7–14 business days. The time for the amount to appear in your account depends on your bank, card issuer, or payment provider and is outside our control. (Default term — adjust to match your actual processing time.)

7.3. Tax invoice / credit note. Where required by law, we will issue a credit note or revised tax invoice reflecting the refund and any GST adjustment.

8. Chargebacks & Disputes

8.1. Contact us first. If you believe you have been charged incorrectly, please contact us (see Section 9) before initiating a chargeback or payment dispute with your bank or card issuer, so we can investigate and resolve it directly.

8.2. Chargebacks. Initiating a chargeback without first allowing us a reasonable opportunity to resolve the issue may result in temporary suspension of the account pending resolution. If a chargeback is later found to be unwarranted, we reserve the right to re-bill the disputed amount and to recover reasonable costs, to the extent permitted by law.

8.3. Good-faith resolution. We will work with you in good faith to resolve genuine billing errors promptly, including by issuing any refund or credit that is due under this Policy.

9. How to Request a Refund (Contact & Grievance)

9.1. Submitting a request. To request a refund or raise a billing concern, contact us at support@edusphere.org.in with the following details:

  • School name and account identifier;
  • Invoice or transaction reference;
  • Date and amount of the charge;
  • Reason for the refund request and any supporting information.

9.2. Acknowledgement & response. We will acknowledge your request and respond within a reasonable time. We may ask for additional information to verify the request and the identity of the requester.

9.3. Grievance contact. For unresolved concerns, you may escalate to our grievance contact at support@edusphere.org.in, consistent with the grievance-redressal provisions of our Terms of Service and applicable Indian law.

10. Changes to This Policy & Effective Date

10.1. Changes. We may update this Policy from time to time. When we make material changes, we will take reasonable steps to notify Customers (for example, by email or an in-product notice) before the changes take effect. Changes apply to Billing Cycles and charges occurring after the updated Policy's effective date.

10.2. Continued use. Continuing to use the Service or allowing a Subscription to renew after the updated Policy takes effect constitutes acceptance of the updated Policy.

10.3. Effective date. This Policy is effective from 30 October 2026.