Last Updated: 2025 November

This Payment & Billing / Refund Policy (“Policy”) explains how Aptlyflow (“we,” “our,” or “us”) handles subscription fees, billing processes, refunds, and financial-related obligations for users (“you,” “your,” or “Customer”). By signing up for Aptlyflow or submitting payment information, you agree to this Policy, as well as our Terms of Service and Privacy Policy.

1. Billing Overview

1.1 Subscription-Based Platform

Aptlyflow operates on a subscription model. All services such as booking tools, website builder, AI receptionist, and advanced features are billed on a recurring monthly or annual basis depending on the plan selected.

1.2 Billing Cycles

• Monthly Plans: Billed every 30 days.
• Annual Plans: Billed once per year, at a discounted rate.
• All billing cycles start on the date you first subscribe.

1.3 Accepted Payment Methods

Aptlyflow partners with secure third-party payment processors:

• Stripe (credit/debit cards, ACH, digital wallets)
• PayPal

We do not store or process full card numbers. All payment information is encrypted and handled exclusively by the processors.

2. Payment Authorization

By adding a payment method, you authorize:

Recurring charges

We automatically charge your payment method at the start of each billing cycle unless you cancel before renewal.

Automatic retries

If a payment fails, Aptlyflow may retry the charge up to five (5) times over a seven-day period.

Payment method validity

You agree to keep your payment information accurate and up to date.

3. Subscription Renewals

Your subscription automatically renews unless:

• You cancel before the renewal date.
• Aptlyflow discontinues or modifies a plan.
• Your payment method fails after multiple attempts.

Renewals are charged at the current price of your plan unless otherwise specified.

4. Pricing Changes

Aptlyflow may adjust pricing from time to time. We will notify customers at least 30 days in advance via email and/or dashboard notice.

Your continued use of Aptlyflow constitutes acceptance of new pricing.

5. Cancellations

5.1 Cancel Anytime

You may cancel your subscription at any time via your Aptlyflow Dashboard → Billing Settings.

5.2 Effect of Cancellation

• Your plan remains active until the end of the current billing cycle.
• You will not receive a refund for the remaining period of your current cycle.
• After cancellation, your account may be downgraded to a limited free tier (if available) or placed into inactive status.

5.3 Data Access After Cancellation

You may download your booking data, client lists, and website content before the plan expires.

Aptlyflow retains your data for a limited period in accordance with our Data Retention Policy.

6. Refund Policy

Aptlyflow maintains a clear and fair refund policy:

6.1 Standard Refund Policy: No Refunds for Subscription Fees

Because customers receive instant access to premium features, Aptlyflow does not offer refunds on monthly or annual subscription payments, except where required by law.

This includes cases where:

• You forgot to cancel.
• You didn’t use the service.
• You’re not satisfied after the billing cycle renewal.

6.2 Refund Exceptions

Refunds may be granted under these rare conditions:

Duplicate Charges

If you were mistakenly charged twice for the same billing cycle.

Proven System Error

A documented Aptlyflow platform failure that prevented use for 7 consecutive days.

Fraud or Unauthorized Use

If your account was used without permission and you provide evidence of payment fraud.

All exceptions are handled on a case-by-case basis.

7. Chargebacks & Disputes

7.1 Contact Us First

If you believe a billing error occurred, contact us at:

📧 support@aptlyflow.com

7.2 Chargeback Handling

Initiating a chargeback without first contacting Aptlyflow may result in:

• Immediate account suspension
• Loss of access to services
• Collection of unpaid balances

We work with Stripe and PayPal and provide documentation to dispute unjustified chargebacks.

8. Custom Plans & Enterprise Billing

Businesses with custom needs such as unique integrations, high-volume usage, or enterprise-level support may request a Custom Plan.

Pricing is based on:

• Feature complexity
• Custom integrations
• Dedicated support
• Advanced security/compliance needs

All custom contracts are governed by separate written agreements.

9. Taxes

Prices shown on the website do not include applicable taxes.

Depending on your jurisdiction, we may charge:

• Sales tax
• VAT
• GST
• Other legally required taxes

These appear on your invoice.

10. Invoices & Receipts

Invoices are:

• Automatically generated at each billing period
• Sent via email
• Accessible anytime from your Aptlyflow dashboard

11. Failed or Late Payments

If your payment cannot be processed:

• Your account enters a 7-day grace period
• Notices are sent to your email
• After 7 days, your account may be paused
• After 21 days of non-payment, your account may be closed

Data may be deleted in accordance with our Data Retention Policy.

12. Compliance with U.S. & Global Laws

Aptlyflow’s billing practices comply with:

• FTC Act (fair billing & consumer transparency)
• CCPA/CPRA (California privacy rights)
• GDPR (EU consumer consent & payment rights)
• U.S. Electronic Signatures Act (ESIGN)
• Electronic Funds Transfer Act (EFTA)
• Stripe & PayPal merchant requirements

13. Contact Us

For billing questions, refunds, invoices, or subscription changes:

📧 support@aptlyflow.com