Refund Policy

1. Subscription Model

Vanavya Pulse is offered as a Software-as-a-Service (SaaS) product on monthly and annual subscription plans. Subscriptions are billed in advance and activate immediately upon payment confirmation.

2. Free Trial

Vanavya Pulse offers a 14-day free trial for eligible new clients. No payment is required during the trial period. At the end of the trial, the account converts to a paid subscription if payment details have been provided and no cancellation has been made. No refund applies to a free trial period.

3. Cancellation Policy

3.1 Monthly Plans

Clients on monthly plans may cancel at any time. The cancellation takes effect at the end of the current billing month. No refund is issued for remaining days in the billing month after cancellation.

3.2 Annual Plans

Clients on annual plans may cancel at any time. Unless the cancellation falls within the 7-day window (see Section 4), no refund is issued for the unused portion of the annual subscription.

3.3 How to Cancel

Submit a cancellation request via:

• Account Settings > Subscription > Cancel Plan, or
• Email to billing@vanavya.in with your registered email and organisation name.

4. Refund Eligibility

4.1 Seven-Day Cancellation Window (Annual Plans Only)

Clients who purchase an annual subscription and cancel within 7 calendar days of the initial purchase date are eligible for a full refund, provided:

• No more than 50 employee records have been uploaded
• No payroll runs or statutory reports have been processed
• The cancellation request is submitted in writing to billing@vanavya.in within 7 days

4.2 Refund for Platform Downtime

In the event Vanavya Pulse experiences unplanned downtime exceeding the committed service level (99.5% monthly uptime), eligible credits or refunds will be calculated per the SLA terms in the applicable SaaS Agreement. Claims must be submitted within 15 days of the downtime event.

4.3 Non-Refundable Items

The following are non-refundable under any circumstances:

• One-time setup fees and onboarding charges
• Custom development or integration fees
• Training and implementation fees
• Fees for any add-on modules already activated
• Subscription fees beyond the 7-day cancellation window (annual plans)
• Monthly subscription fees for any completed billing month

5. Refund Process

Approved refunds will be processed as follows:

• Refunds will be credited to the original payment method (credit card, bank transfer, or UPI)
• Processing time: 7-10 business days for card payments; 3-5 business days for bank transfers
• Vanavya will send a confirmation email once the refund has been initiated
• GST paid on the original invoice will be refunded only where legally permissible under the CGST Act, 2017

6. Disputed Charges

If you believe you have been charged in error, contact billing@vanavya.in within 30 days of the charge with your invoice number and a description of the issue. Vanavya will investigate and respond within 10 business days.

7. Enterprise and Custom Agreements

Clients with bespoke enterprise agreements, custom pricing, or multi-year contracts should refer to the refund and termination provisions in their signed SaaS Agreement, which shall prevail over this Policy in case of conflict.

8. Force Majeure

Vanavya is not liable for delays in service delivery or refund processing caused by events beyond our reasonable control, including natural disasters, government actions, cyber-attacks, or banking system outages.

9. Amendments

Vanavya reserves the right to amend this Refund Policy with 30 days' prior written notice. The policy applicable at the time of purchase governs your subscription for that billing period.

10. Contact for Refund Requests