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Refund Policy & Cancellation Policy

Effective Date: April 18, 2026

Last Updated: April 18, 2026

This Refund Policy & Cancellation Policy applies to HRMS4U, a cloud-based HRMS SaaS platform operated by DesignzIndia.

This Policy explains how subscription cancellations, renewals, billing disputes, refunds, and account closures are handled for HRMS4U customers.

By subscribing to HRMS4U, you agree to this Policy in addition to our Terms & Conditions.

1. Subscription Plans

HRMS4U may offer the following plans:

  • Monthly Subscription Plans
  • Yearly Subscription Plans
  • Custom Enterprise Plans
  • Add-on Services
  • 14-Day Free Trial (where applicable)

Plan availability may vary based on business requirements and commercial agreements.

2. Free Trial Policy

We may offer a 14-day free trial for eligible users.

During the trial period:

  • No obligation to continue unless converted to a paid plan
  • Features may be limited
  • Trial accounts may be suspended or deleted after expiry
  • Support may be limited

No refund applies to free trial periods.

3. Cancellation Policy

3.1 Customer-Initiated Cancellation

Customers may cancel their subscription at any time before the next billing cycle.

Cancellation may be requested through:

  • Account dashboard (if enabled)
  • Email request
  • Written commercial communication

Cancellation stops future renewals but does not automatically generate a refund for the current billing cycle unless specifically approved.

3.2 Monthly Plans

If a monthly plan is cancelled:

  • Access generally continues until the end of the current paid monthly period
  • No partial month refunds unless required by law or approved by us

3.3 Yearly Plans

If an annual plan is cancelled:

  • Access generally continues until the end of the paid annual term
  • Mid-term cancellations are usually non-refundable unless otherwise agreed

3.4 Enterprise / Custom Contracts

Custom contracts may include separate cancellation clauses, notice periods, migration obligations, or termination fees as agreed in writing.

4. Auto-Renewal Policy

Unless otherwise stated, subscriptions may renew automatically at the end of each billing cycle.

To avoid renewal charges, customers should cancel before the renewal date.

Failure to cancel before renewal may result in charges for the next term.

5. Refund Policy

5.1 General Rule

Because HRMS4U is a software subscription service with immediate digital access, subscription payments are generally non-refundable once the billing cycle has started.

5.2 Eligible Refund Situations

Refunds may be considered in the following circumstances:

  • Duplicate payment charged accidentally
  • Billing system error
  • Unauthorized duplicate renewal verified by us
  • Failure to provision paid service due to our error
  • Legal obligations requiring refund

All refunds are subject to review.

5.3 Non-Refundable Situations

Refunds are generally not available for:

  • Change of mind
  • Partial use or no use of service
  • Failure to cancel before renewal
  • Business closure or internal restructuring
  • Customer-side technical limitations
  • Feature misunderstandings clearly disclosed beforehand
  • Training/setup time already delivered
  • Custom development work started or completed

5.4 Trial-to-Paid Conversion

If a customer upgrades after a free trial, the paid subscription begins immediately or on selected billing date.

Once billing begins, normal refund rules apply.

6. Setup Fees / Custom Work / Integrations

Separate charges for the following are generally non-refundable once work begins:

  • Custom development
  • Data migration
  • White-label branding
  • API integrations
  • Biometric attendance integrations
  • QuickBooks integrations
  • Custom reports
  • Onboarding or implementation services

Unless otherwise agreed in writing.

7. Refund Request Process

To request a refund, contact:

Email: [email protected]

Please include:

  • Company name
  • Registered email
  • Invoice/payment reference
  • Reason for request
  • Relevant screenshots/documents (if any)

We may request additional verification.

8. Refund Review Timeline

Refund requests are typically reviewed within 7 to 14 business days, depending on complexity.

If approved:

  • Refunds are processed to the original payment method where feasible
  • Bank/payment processor timelines may vary

9. Chargebacks & Payment Disputes

If a chargeback is filed without first contacting support:

  • Account access may be suspended
  • Outstanding dues may remain payable
  • Supporting records may be shared with payment processors

We encourage customers to contact support first for resolution.

10. Account Access After Cancellation

After cancellation:

  • Access may continue until the paid period ends
  • Some features may be restricted after expiry
  • Admin login may remain limited for export purposes if offered

11. Data Retention After Cancellation

After subscription end:

  • Customer data may remain available for up to 30 days
  • Thereafter, production data may be deleted
  • Backup copies may remain temporarily in secure rotation systems

Customers should export all required records before termination.

12. Downgrade Policy

Customers may request plan downgrades before renewal.

Downgrades may result in:

  • Reduced user limits
  • Reduced storage
  • Feature restrictions
  • Module removal

Unused amounts from higher plans are generally not refundable unless approved.

13. Price Changes

We reserve the right to revise pricing with prior notice.

Updated pricing may apply from the next renewal cycle unless otherwise agreed.

14. Suspension for Non-Payment

We may suspend or restrict services if invoices remain unpaid.

This may include:

  • Login restrictions
  • Feature suspension
  • Account termination
  • Data deletion after retention timelines

Outstanding balances remain payable.

15. Force Majeure

Refunds are not guaranteed for interruptions caused by events beyond reasonable control, including:

  • Natural disasters
  • Internet outages
  • Government restrictions
  • Cyber incidents
  • War or civil disruption

16. Governing Law

This Policy is governed by the laws of India.

Any disputes shall be subject to courts located in Chandigarh.

17. Changes to this Policy

We may update this Refund & Cancellation Policy from time to time.

Updated versions become effective upon posting on our website or platform.

18. Contact Us

HRMS4U
Operated by DesignzIndia
India
Email: [email protected]