Refund Policy

1. Our Commitment

At BotraAI, we're committed to your satisfaction. This Refund Policy explains when and how you can request a refund for your subscription. We want you to be completely satisfied with our AI chatbot platform, and we've designed our refund policy to be fair, transparent, and customer-friendly.

This Refund Policy is part of our Terms of Service and should be read in conjunction with those terms.

2. Refund Eligibility

2.1 Eligible for Full Refund

You are eligible for a full refund if:

• You are a first-time subscriber to BotraAI
• You request a refund within 14 days of your initial purchase
• Your account is in good standing
• You have not violated our Terms of Service
• This applies to both monthly and annual subscription plans

2.2 Discretionary Refunds

After the 14-day guarantee period, refunds are considered on a case-by-case basis at our sole discretion. We may offer:

• Pro-rated refunds for annual subscriptions with significant unused time
• Account credits for service issues or extended downtime
• Partial refunds in special circumstances (technical issues, billing errors)
• Goodwill refunds for exceptional situations

2.3 Not Eligible for Refund

Refunds will not be provided if:

• More than 14 days have passed since your initial purchase (for first-time subscribers)
• You are requesting a refund for a renewal or subsequent billing period
• Your account has been terminated for Terms of Service violations
• You have engaged in fraudulent activity or abuse of the service
• You have significantly exceeded usage limits or engaged in excessive usage
• You are requesting a refund for add-on services or third-party integrations

3. How to Request a Refund

3.1 Contact Us

To request a refund, please email us at:

3.2 Processing Time

Once we receive your refund request:

• Acknowledgment: We'll acknowledge receipt of your request within 24 hours (business days)
• Review: We'll review your request within 2-3 business days
• Decision: You'll receive an email confirming approval or explaining any denial
• Processing: Approved refunds are processed within 5-10 business days
• Receipt: The refund will appear on your statement within 5-10 business days after processing, depending on your payment provider

3.3 Refund Method

Refunds are issued to your original payment method in the same currency as your original payment. We cannot issue refunds to different payment methods or in different currencies.

If your original payment method is no longer valid (e.g., expired credit card), please contact us to arrange an alternative refund method.

4. Plan-Specific Refund Policies

4.1 Monthly Subscriptions

For monthly subscription plans (Basic $9/month, Starter $19/month, Agency $99/month):

• First 14 days: Full refund available for first-time subscribers
• After 14 days: No pro-rated refunds for partial month usage
• Cancellation: You retain access until the end of your current billing period when you cancel
• No refund: Canceling mid-month does not entitle you to a refund for the remaining days

4.2 Annual Subscriptions

For annual subscription plans (Basic $84/year, Starter $190/year, Agency $984/year):

• First 14 days: Full refund available for first-time subscribers
• After 14 days: Pro-rated refunds may be considered on a case-by-case basis at our discretion
• Calculation: Pro-rated refunds are calculated based on unused full months remaining: (Unused months ÷ 12) × Annual fee
• Example: If you paid $84 for an annual Basic plan and cancel after 4 months with 8 months unused: (8 ÷ 12) × $84 = $56 potential refund (subject to approval)

4.3 Plan Upgrades and Downgrades

When you upgrade or downgrade your subscription plan:

• Upgrades: You'll be charged the pro-rated difference for the remainder of your billing period
• Downgrades: The change takes effect at the end of your current billing period; no refund for the difference
• Credits: Any credits from plan changes are applied to your account, not refunded as cash
• No cash refunds: Plan changes do not qualify for cash refunds

5. Non-Refundable Items

The following items and services are non-refundable under all circumstances:

• Add-on services: Any additional services purchased beyond your base subscription
• Third-party integrations: Costs associated with third-party AI providers (OpenAI, Groq, etc.) or other external services
• Custom development work: Any custom features or development work performed for your account
• Overage charges: Charges for exceeding your plan's conversation or usage limits
• Setup fees: Any one-time setup or onboarding fees (if applicable)
• Domain or hosting fees: Any external domain or hosting costs

6. Cancellation vs. Refund

It's important to understand the difference between canceling your subscription and requesting a refund:

6.1 Cancellation (No Refund)

When you cancel your subscription:

• You retain full access to the service until the end of your current billing period
• Your subscription will not renew at the end of the period
• You will not receive a refund for the remaining time in your billing period
• You can reactivate your subscription before the period ends
• Your data and chatbots remain accessible until the period ends

6.2 Refund (Immediate Termination)

When you request and receive a refund:

• Your account access is terminated immediately upon refund processing
• All your data, chatbots, and configurations may be deleted
• You cannot reactivate the same subscription
• The refund process cannot be reversed once completed
• You may need to create a new account if you wish to use the service again

7. Special Circumstances

7.1 Technical Issues and Service Outages

If you experience significant technical issues or service outages:

• Extended downtime: If the service is unavailable for more than 4 consecutive hours, you may be eligible for a pro-rated credit
• Calculation: Credits are calculated as (Hours down ÷ Total hours in billing period) × Monthly fee
• Automatic credits: Credits for verified outages are applied automatically to your account
• Reporting issues: Please report technical issues to support@botraai.com for investigation

7.2 Billing Errors

If you believe there has been a billing error:

• Duplicate charges: Full refund of duplicate charges processed immediately
• Incorrect amount: Refund of the difference between charged and correct amount
• Unauthorized charges: Full investigation and refund if confirmed unauthorized
• Processing time: Billing error refunds are processed within 3-5 business days

Please contact us immediately at support@botraai.com if you notice any billing errors.

7.3 Force Majeure

In the event of circumstances beyond our reasonable control (natural disasters, pandemics, war, government actions, etc.) that significantly impact service availability:

• We will make reasonable efforts to restore service as quickly as possible
• Extended service disruptions may qualify for pro-rated credits or refunds
• We will communicate transparently about the situation and expected resolution
• Refund decisions will be made on a case-by-case basis considering the circumstances

8. Chargebacks and Disputes

8.1 Contact Us First

Before initiating a chargeback with your payment provider, please contact us at support@botraai.com. We're committed to resolving any billing issues or concerns directly with you. Most issues can be resolved quickly and amicably without the need for a chargeback.

8.2 Chargeback Consequences

If you initiate a chargeback without first contacting us:

• Your account may be immediately suspended pending investigation
• Your access to the service will be terminated
• All data and chatbots may be deleted
• You may be prohibited from creating a new account
• We reserve the right to dispute illegitimate chargebacks

8.3 Dispute Resolution

We prefer to resolve disputes amicably. Our dispute resolution process:

• Contact us at support@botraai.com with your concern
• We'll respond within 24-48 hours (business days)
• We'll work with you to understand and resolve the issue
• If we cannot reach a resolution, we'll explain our position clearly
• You retain your right to pursue other remedies as outlined in our Terms of Service

9. Contact Information

For refund requests, billing questions, or any concerns about this Refund Policy, please contact us:

We strive to respond to all refund requests promptly and professionally. Your satisfaction is our priority.

10. Changes to This Refund Policy

10.1 Right to Modify

We reserve the right to modify this Refund Policy at any time. When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Post the updated policy on our website
• Send email notifications to active subscribers for material changes
• Provide at least 30 days' notice for changes that reduce your refund rights

10.2 Acceptance of Changes

Your continued use of the service after the effective date of any changes constitutes your acceptance of the updated Refund Policy. If you do not agree to the changes, you should cancel your subscription before the changes take effect.

10.3 Version History

We maintain a version history of this Refund Policy. You may request previous versions by contacting us at support@botraai.com.