Billing & Refund Policy

Effective Date: April 2026

This Subscription, Billing & Refund Policy describes how VolunteerFlow handles subscription plans, billing cycles, payment methods, refunds, and cancellations. It is incorporated into and part of our Terms of Service.

1. Subscription Plans

2. Billing Cycles

• Monthly: Subscriptions bill every 30 days from your subscription start date.
• Annual: Subscriptions bill every 365 days at discounted rates (15–20% savings vs. monthly).

3. Payment Methods

VolunteerFlow accepts Stripe (credit and debit cards) and PayPal. Payment information is processed directly by our payment processors and is not stored on VolunteerFlow servers. Only payment tokens are retained for billing management.

4. Automatic Renewal

Subscriptions automatically renew unless cancelled. You will receive an email notification 7 days before your renewal date. You may cancel at any time in your account settings — cancellation is effective at the start of the next billing cycle.

5. Plan Changes

5.1 Upgrades

Plan upgrades take effect immediately. Billing is prorated for the remaining days in your current billing period. Your renewal date shifts to the date of the upgrade.

5.2 Downgrades

Plan downgrades take effect at the start of the next billing cycle. No refund is issued for the current period. Some features may be restricted immediately upon downgrade at the next renewal.

6. Invoices

Invoices are generated automatically after each charge and are downloadable as PDF from your account dashboard. An email receipt is sent after each successful charge. For custom invoicing needs, contact billing@volunteerflow.us.

7. Failed Payments

• VolunteerFlow will attempt to retry failed payments 3 times over 7 days.
• If all retry attempts fail, your account will be suspended (up to 30 days). Your data is retained during suspension.
• After 90 days of non-payment, your account may be terminated and data deleted.
• To restore access, update your payment method in your account settings.

8. Refund Policy

8.1 Annual Plan Refunds

A refund of the annual subscription fee is available within 14 days of initial purchase or renewal, provided you have not significantly used the platform. "Significant usage" means fewer than 10 volunteers added, fewer than 5 events created, and fewer than 10 total logins. To request a refund, contact billing@volunteerflow.us.

8.2 Monthly Plan Refunds

Monthly subscriptions are non-refundable for the current billing period. You may cancel at any time to prevent future charges.

8.3 No Refunds Apply To

• Accounts terminated for violations of the Acceptable Use Policy or Terms of Service
• Subscriptions where the 14-day refund window has expired
• Cases where features were purchased but not used
• Partial periods after plan downgrades

9. Taxes

All prices are exclusive of applicable taxes. Applicable taxes (sales tax, VAT, GST) will be added to your invoice based on your billing address. You are responsible for any local taxes applicable to your organization.

10. Billing Disputes

If you believe you have been incorrectly charged, contact billing@volunteerflow.us before initiating a chargeback with your bank. Chargebacks without prior contact may result in account suspension. VolunteerFlow will work to resolve billing disputes within a reasonable timeframe.

11. Cancellation

You may cancel your subscription at any time through your account settings or by contacting support@volunteerflow.us. There are no penalties for cancellation.

• You have a 30-day window after cancellation to export your organizational data.
• Data is deleted after 90 days following account closure.

12. Governing Law

This Billing & Refund Policy is governed by the laws of the State of New York. Disputes are subject to the exclusive jurisdiction of New York County courts, consistent with VolunteerFlow's Terms of Service.

For billing questions, contact billing@volunteerflow.us.

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