Refund & Cancellation Policy

1. Introduction & Current Billing Status

1.1 This Refund & Cancellation Policy ("Refund Policy") governs your rights and Mailxify's obligations regarding fees, billing, cancellation, and refunds in connection with your use of the Mailxify platform. This Refund Policy is incorporated into and forms part of the Mailxify Terms of Service. Capitalized terms not defined herein have the meanings given to them in the Terms of Service.

1.2 Current Pre-Commercial Status. As of the Effective Date of this Policy, Mailxify is operating in a pre-commercial phase. Specifically:

• No recurring Subscription plans are currently commercially active;
• No payment methods are currently being charged by Mailxify;
• No payment gateway is currently processing any Subscription Fees;
• The Service is available to Users on the basis of the Free Allowance described in Section 3.

The billing framework described in Sections 4 through 12 of this Policy represents the intended framework that will govern paid access when Mailxify formally activates commercial Subscription plans. Mailxify will notify registered Users in advance of commercial activation.

1.3 This Policy applies to all Users, and will apply to paid Subscribers from the date commercial plans are activated.

2. Definitions

For the purposes of this Refund Policy:

• "Billing Cycle" means the recurring period (monthly or annual, as applicable) for which a Subscription Fee is charged. The first Billing Cycle commences on the date of initial payment.
• "Cancellation Date" means the date on which you submit a valid cancellation request through the Account Settings interface.
• "Consumed Service" means any portion of the Service actually used during a Billing Cycle, including the ability to access the application, manage Contacts, build Campaigns, and (when active) execute Campaign sending.
• "Free Allowance" means the limited quota of Successful Sends made available without charge, currently set at ten (10) Successful Sends, subject to Section 3.
• "Successful Send" means a Message transmission attempt that receives a positive SMTP 2xx acceptance response from the Recipient's mail server. Successful Sends do not guarantee inbox delivery, open rates, replies, or any commercial outcome.
• "Subscription Fee" means the recurring monetary charge payable for access to the Service under a commercial Subscription plan.

3. Free Allowance & Pre-Commercial Phase

3.1 What the Free Allowance Provides. The Free Allowance is a limited, no-charge entitlement to the first ten (10) Successful Sends of Campaign Messages through the Service. The Free Allowance is intended to provide Users with a meaningful opportunity to evaluate the Service's core sending functionality before committing to a paid Subscription.

3.2 Conditions Applicable to the Free Allowance.

• The Free Allowance is counted exclusively by reference to Successful Sends. Failed Sends, bounced Messages, and Messages rejected before SMTP acceptance do not consume the Free Allowance;
• The Free Allowance is a one-time entitlement per Account. It is not replenished at the start of each month;
• The Free Allowance is subject to all other conditions of the Terms of Service and this Policy, including the Acceptable Use Policy and Anti-Spam Policy. Abuse of the Service during the Free Allowance period will result in Account termination without refund of any credit or benefit;
• The Free Allowance is only available when the Gmail Integration (or another authorized sending integration) is active. As Gmail Integration is currently inactive, the Free Allowance cannot be consumed at this time;
• Mailxify reserves the right to modify the Free Allowance (including reducing or removing it) at any time upon reasonable notice. Users who have already consumed part of their Free Allowance will not have the consumed portion restored.

3.3 No Payment Due for Free Allowance. Use of the Free Allowance does not create a billing obligation. If you do not exceed the Free Allowance, you will not be charged.

3.4 Test Sends. Messages sent to your own email address, to addresses of colleagues within your own organization, or otherwise clearly intended as internal tests rather than genuine outreach to Recipients, are counted as Successful Sends if they satisfy the SMTP acceptance criteria. They are not exempt from the Free Allowance count. This is because the technical determination of "Successful Send" (SMTP 2xx response) cannot distinguish test sends from genuine outreach sends.

4. Subscription Billing (When Active)

4.1 Subscription Plans. When commercial plans are activated, Mailxify intends to offer a monthly Subscription plan (currently anticipated at approximately ₹99 per month, subject to formal announcement at the time of commercial activation) that grants unlimited access to the Service's sending functionality beyond the Free Allowance, subject to the sending limits and fair-use conditions applicable to the plan.

4.2 Billing in Advance. Subscription Fees are payable in advance of each Billing Cycle. Payment is due at the start of each Billing Cycle. Access to paid features is contingent on successful payment.

4.3 Automatic Renewal. Subscriptions renew automatically at the end of each Billing Cycle unless cancelled by you before the end of the current Billing Cycle in accordance with Section 5. You authorize Mailxify (through its payment processor) to charge your designated payment method at the start of each renewal cycle.

4.4 Currency. All Subscription Fees are charged in Indian Rupees (INR) unless an alternative currency is expressly agreed in writing.

4.5 Taxes. Subscription Fees are exclusive of applicable Goods and Services Tax (GST) and any other applicable taxes. Where Mailxify is required by applicable law to collect and remit tax on its charges, the applicable tax amount will be added to your invoice. You are responsible for paying all such taxes.

4.6 Annual Plans (If Introduced). If Mailxify introduces annual Subscription plans at a discounted rate, such plans will be subject to additional terms announced at the time of introduction. Annual plan refunds will be subject to this Policy, with applicable pro-rata adjustments described at the time of plan announcement.

5. Cancellation Mechanics

5.1 Self-Service Cancellation. You may cancel your Subscription at any time without requiring assistance from Mailxify's customer support. Cancellation is performed through the Account Settings section of the Service (Settings > Subscription > Cancel Subscription). Cancellation takes effect immediately upon submission of the cancellation request.

5.2 Effect of Cancellation — Access. Upon cancellation, your Subscription will not be renewed at the next Billing Cycle. You will retain full access to the paid features of the Service until the end of the current, already-paid Billing Cycle ("Remaining Access Period"). At the end of the Remaining Access Period, your Account will be downgraded to the free tier (if applicable) or access to paid features will be suspended.

5.3 No Partial Refund for Remaining Days. Except as expressly required by Section 7 or Section 13, Mailxify does not provide refunds for the unused days remaining in a current Billing Cycle after cancellation. You will continue to have access to the Service through the end of the period you have already paid for.

5.4 Timing of Cancellation. To avoid being charged for the next Billing Cycle, you must cancel before the renewal date. The renewal date is the same date each month as the original subscription activation date. You are responsible for cancelling in sufficient time before renewal.

5.5 Account Data After Cancellation. Following the expiry of the Remaining Access Period, your Account data (including Contacts, Campaigns, and Workspace settings) will be retained for a period of thirty (30) days to allow for potential reactivation. After thirty (30) days, data deletion will be initiated in accordance with the Data Retention Policy. Data deletion is irreversible. If you wish to export your data before deletion, you must do so during the Remaining Access Period or within the thirty (30)-day grace period.

5.6 Account Closure vs. Cancellation. Cancellation of a Subscription does not close your Account. Your Account remains accessible (potentially in a free-tier-only state) until you actively request Account closure via Account Settings or submit a data deletion request via /privacy-requests.

6. Non-Refundable Items

6.1 Subject to the exceptions in Section 7 and the mandatory statutory rights in Section 13, the following are not eligible for refund:

• Subscription Fees paid for Billing Cycles that have already commenced, regardless of the extent to which you have actually used the Service during that cycle;
• The value of any unused sending quota or unused features within a paid Billing Cycle;
• Campaigns that were built but not executed;
• The Free Allowance (which carries no monetary value, as it is provided without charge);
• Failed Sends, Hard Bounces, or Messages that were not delivered due to recipient mail server rejection, Gmail API limitations, or other third-party causes;
• Campaigns that were suspended or restricted as a result of elevated bounce rates, elevated complaint rates, or suspected abuse pending investigation;
• Subscription Fees paid during a period where the Account was suspended for cause (as defined in the Terms of Service), regardless of whether access was available throughout the entire period;
• Accounts terminated for material breach of the Terms of Service, Acceptable Use Policy, or Anti-Spam Policy;
• Fees paid in respect of a Billing Cycle where the Service was unavailable for less than forty-eight (48) continuous hours due to maintenance or infrastructure issues. Longer outages may be addressed through credits or other reasonable remedies at Mailxify's discretion;
• Dissatisfaction with email deliverability outcomes, open rates, reply rates, click rates, or any other performance metric not expressly guaranteed by Mailxify; or
• Subscription Fees where you changed your mind after the Billing Cycle commenced and the Service was available for your use throughout the period.

7. Refundable Exceptions

7.1 Notwithstanding Section 6, Mailxify will process a full or partial refund in the following circumstances:

• Service Unavailability: If the Service is completely unavailable (total outage) for a continuous period of forty-eight (48) hours or more during a paid Billing Cycle as a result of Mailxify's infrastructure failure, you may be entitled to a pro-rata credit or partial refund for the unavailable period, calculated on a daily basis. Credits will be applied to future billing unless the outage affects the final Billing Cycle before cancellation, in which case a refund of the pro-rata amount may be issued.
• Accidental Duplicate Charge: If a technical error in Mailxify's billing system causes your payment method to be charged more than once for the same Billing Cycle (a confirmed duplicate charge), Mailxify will refund the duplicate charge in full. See Section 8 for the procedure.
• Unauthorized Charge Due to Account Compromise: If your Account was compromised without your fault, a Subscription was activated fraudulently, and you report the unauthorized charge to Mailxify within fourteen (14) days of the charge appearing on your payment method, Mailxify will assess the claim and, upon verification, may issue a full or partial refund for the unauthorized charge period.
• Mandatory Statutory Refund: Where Applicable Law requires a refund (see Section 13), Mailxify will comply with its legal obligations. This includes, without limitation, any cooling-off period rights applicable to distance contracts under the Consumer Protection Act, 2019.

8. Technical Billing Errors

8.1 Definition. A technical billing error is a charge to your payment method that results directly from a verifiable malfunction of Mailxify's billing system or payment gateway integration, causing an incorrect or unauthorized debit. A technical billing error does not include: (a) charges that resulted from your authorization (even if you subsequently changed your mind); (b) charges that resulted from currency conversion differences; or (c) charges that resulted from your failure to cancel before a renewal date.

8.2 Reporting. If you believe you have been charged in error as a result of a technical billing error, you must:

• Contact Mailxify at support.mailxify@gmail.com within thirty (30) days of the erroneous charge appearing on your payment method;
• Provide your Account email address, the amount of the charge, the date of the charge, and a description of the suspected error; and
• Provide any supporting documentation (e.g., bank statement excerpt, payment receipt) where available.

8.3 Investigation. Mailxify will investigate your report and provide a response within ten (10) business days. Where a technical billing error is confirmed, Mailxify will issue a refund of the confirmed overpayment to the original payment method within ten (10) to fifteen (15) business days of the confirmation, subject to the processing timelines of the applicable payment gateway.

8.4 Limitation. Refunds for technical billing errors are limited to the confirmed amount of the error. Mailxify is not liable for any consequential costs (e.g., bank overdraft fees, currency conversion losses) resulting from a billing error.

9. Payment Failures & Grace Periods

9.1 If a Subscription renewal payment fails (for example, due to an expired payment card, insufficient funds, or a bank block), Mailxify will:

• Send an email notification to your registered Account address informing you of the failure;
• Attempt to retry the charge on a retry schedule (typically two (2) to three (3) retry attempts over seven (7) days, depending on payment gateway configuration); and
• Provide you with instructions to update your payment method through the Account Settings.

9.2 During a payment failure period, Mailxify may, at its discretion, maintain access to the Service for a short grace period (typically three (3) to seven (7) days) to allow you to resolve the payment issue. If the payment is not resolved within this grace period, your Account may be suspended or downgraded until payment is received.

9.3 Mailxify is not liable for any loss of data, Campaigns, or service access resulting from Account suspension following a payment failure attributable to you.

10. Fraud & Abuse Termination

10.1 Where Mailxify terminates your Account pursuant to the Terms of Service for material breach, including violations of the Acceptable Use Policy or Anti-Spam Policy (e.g., Spam, fraud, or abusive sending practices), no refund of any Subscription Fee for any remaining period in the current Billing Cycle will be due, to the fullest extent permitted by Applicable Law.

10.2 Where termination is due to suspected fraud that is subsequently confirmed, Mailxify reserves the right to recover from you any costs incurred by Mailxify in investigating and remediating the fraud, including costs of technical investigation, system remediation, and legal costs where applicable.

11. Pricing Changes

11.1 Mailxify reserves the right to modify Subscription pricing at any time. Where Mailxify increases the Subscription Fee for an existing paid Subscription, Mailxify will provide not less than thirty (30) days' prior notice to affected Users by email.

11.2 Existing Subscribers will not be charged the new price until the first Billing Cycle that commences after the notice period expires and the new pricing takes effect.

11.3 If you do not accept a pricing change, you may cancel your Subscription before the new pricing takes effect. If you cancel, you will retain access through the end of your current (already-billed) Billing Cycle at the original price.

11.4 Pricing changes that constitute a price decrease or introduction of additional features at the same price do not give rise to any refund right for prior periods charged at the higher price.

12. Payment Disputes & Chargebacks

12.1 If you believe a charge from Mailxify is incorrect, you agree to first contact Mailxify at support.mailxify@gmail.com to attempt to resolve the dispute before initiating a chargeback or payment dispute with your bank or card issuer.

12.2 Initiating an unjustified chargeback or payment dispute for a charge that was legitimately authorized by you (including a Subscription renewal that you failed to cancel in time) is a breach of these Terms and may result in suspension or termination of your Account.

12.3 Where a chargeback is initiated, Mailxify reserves the right to contest the chargeback with supporting evidence of the original transaction and your acceptance of these Terms at the time of the charge.

13. Statutory Consumer Rights

13.1 Nothing in this Refund Policy limits, excludes, or modifies any mandatory right or remedy available to you under the Consumer Protection Act, 2019 or any other applicable mandatory consumer protection legislation that cannot lawfully be waived or excluded by agreement.

13.2 In particular, to the extent that the Consumer Protection Act, 2019 or applicable regulations thereunder confer on you rights relating to defective services, the right to compensation for losses arising from unfair trade practices, or any other mandatory remedy, those rights are expressly preserved and are not affected by this Policy.

13.3 If you are unsure whether any mandatory statutory rights apply to your situation, Mailxify encourages you to seek independent legal advice.

14. Refund Process & Timelines

14.1 How to Request a Refund. To request a refund where you believe you are entitled to one under this Policy, contact Mailxify by:

• Email: support.mailxify@gmail.com
• Subject line: "Refund Request — <your registered account email address>"
• Include: Your Account email, the amount charged, the date of charge, the reason for the refund request, and any supporting documentation.

14.2 Response Timelines. Mailxify will acknowledge your request within two (2) business days. Mailxify will provide a decision on your request within ten (10) business days of receiving all relevant information.

14.3 Refund Processing. Approved refunds will be issued to the original payment method used for the charge, within ten (10) to fifteen (15) business days of approval. Processing timelines are subject to the policies of the applicable payment gateway and banking network. Mailxify is not responsible for additional delays introduced by your bank or payment provider.

14.4 Refund Currency. Refunds will be issued in the same currency as the original charge. Mailxify is not responsible for any currency conversion losses incurred between the date of the original charge and the date of refund.

15. General Provisions

15.1 Amendments. Mailxify may amend this Refund Policy at any time. Material amendments will be communicated with reasonable prior notice. Your continued use of the Service after an amendment takes effect constitutes acceptance.

15.2 Governing Law. This Refund Policy is governed by the laws of India. All disputes are subject to the dispute resolution provisions of the Terms of Service.

15.3 Precedence. This Refund Policy forms part of the Terms of Service. In the event of any conflict, the Terms of Service shall prevail.