Refund & Cancellation Policy
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Refund & Cancellation Policy
Last updated: November 2025
Owner: ApexNova Digital LLC, Wyoming, USA
1. Introduction
This Refund & Cancellation Policy explains how subscription fees, cancellations, and refunds are handled for clinics using the ClinicsPlus platform (“Service”).
ClinicsPlus is operated by:
ApexNova Digital LLC
30 N Gould St, STE R
Sheridan, WY 82801
United States
Email: billing@apexnovadigital.com
By subscribing to our Service, the Clinic agrees to this Policy.
2. Subscription Model
ClinicsPlus operates on a subscription-based model.
Clinics may choose:
• Monthly subscription
• Annual subscription
• Promotional or trial offers
ClinicsPlus does not charge per appointment and does not take commissions from clinic revenue.
3. Free Trial
If ClinicsPlus offers a free trial:
• No payment is required during the trial period.
• At the end of the trial, the clinic may choose a paid plan.
• If the clinic does not subscribe, access may be restricted.
Trials are available only once per clinic.
4. Cancellation Policy
4.1 How to cancel
A clinic may cancel its subscription at any time via:
• Clinic Dashboard (Billing section)
• Email request to: billing@apexnovadigital.com
4.2 When cancellation takes effect
Cancellations take effect at the end of the current billing period:
• Cancelling a monthly plan ends next month
• Cancelling an annual plan ends next year (no prorated refunds)
4.3 After cancellation
When a subscription ends, the clinic will:
• retain access to historical booking data
• lose ability to receive new bookings
• retain access to export past analytics/data
5. Refund Policy
5.1 Non-refundable payments
The following are not refundable:
• Monthly subscription fees after the billing month has started
• Annual subscriptions (paid upfront)
• Fees paid after a trial period ends
• Promotional or discounted plans
• Past periods where the Service was already used
• Failure of the clinic to set up or configure its dashboard
5.2 Eligible refunds (rare cases)
Refunds may be granted only if:
• a payment was charged by mistake (duplicate charge)
• the clinic was billed after submitting a cancellation request
• the clinic was unable to access the Service due to a platform-wide outage lasting more than 72 hours
Requests must be made within 14 days of the billing date.
6. Service Downtime and Credits
ApexNova strives for high uptime but does not guarantee uninterrupted service due to:
• maintenance
• SMS provider outages
• hosting disruptions
• third-party technical failures
Compensation, if any, is provided as account credits — not monetary refunds.
7. Billing Disputes
Clinics should contact:
billing@apexnovadigital.com
We will investigate and respond within 5–7 business days.
If a chargeback is initiated through a bank or card issuer, clinic account access may be suspended until the dispute is resolved.
8. Currency & Taxes
Fees may vary depending on region.
Applicable taxes (if any) will be shown at checkout or on invoices.
International payments may include bank or conversion fees that are not refundable.
9. Changes to Pricing or Policy
ApexNova may update:
• subscription pricing
• plan features
• billing cycles
• this Refund Policy
Clinics will be notified in advance of material changes.
10. Contact Information
For refund, billing, or cancellation requests:
ApexNova Digital LLC
Email: billing@apexnovadigital.com
Address:
30 N Gould St, STE R
Sheridan, WY 82801
United States