Refund Policy

Effective date: April 9, 2026 | Last updated: April 9, 2026

This Refund Policy applies to all OperantOS products: CloseBot, LedgerPilot, and FixFlow. All amounts are in Canadian Dollars (CAD) unless otherwise stated.

1. 14-Day Free Trial

All new accounts start with a 14-day free trial. No credit card is required during the trial. You can cancel at any time during the trial with no charges. At the end of the trial, you must select a paid plan to continue. If no plan is selected, your account will be suspended and your data retained for 30 days before deletion.

2. 30-Day Money-Back Guarantee

We offer a full 30-day money-back guarantee on all OperantOS products. If you are not satisfied with the Service within 30 days of your first paid subscription charge, contact us at [email protected] for a full refund — no questions asked.

To request a refund under this guarantee:

• Email [email protected] with the subject line "Refund Request"
• Include your account email address and the date of your first charge
• Your request must be made within 30 days of your first paid charge

Refunds under the 30-day guarantee are processed within 5 to 10 business days to your original payment method. After the 30-day period, subscription fees are generally non-refundable except as described below or as required by applicable law.

3. CloseBot Close-Rate Guarantee

In addition to the standard 30-day money-back guarantee, CloseBot subscribers are eligible for our close-rate guarantee:

Eligibility requirements:

• You must have an active CloseBot subscription for at least 60 consecutive days
• You must have sent at least 50 automated follow-up sequences through CloseBot during the guarantee period
• Your follow-up sequences must use CloseBot's recommended templates or equivalent configurations (not blank or placeholder messages)
• You must have a documented baseline close rate from before activating CloseBot (we measure this during your onboarding setup)
• You must request the guarantee refund within 14 days of the 60-day mark

How to claim:

• Email [email protected] with the subject line "Close-Rate Guarantee Claim"
• Include your account email and a brief description of your experience
• Our team will review your account data (baseline close rate vs. current close rate) and respond within 5 business days

If the review confirms that your close rate did not improve, we will refund the full CloseBot subscription fees paid during the 60-day guarantee period. This guarantee can only be claimed once per account.

4. Ontario Consumer Protection Act Compliance

For consumers in Ontario, Canada, this Refund Policy complies with the Ontario Consumer Protection Act, 2002 (CPA). Under the CPA, you may have additional cancellation rights if the Service was not delivered as described or in other circumstances prescribed by the Act. Nothing in this policy limits your statutory rights under the CPA.

5. EU/EEA Right of Withdrawal

If you are a consumer in the EU or EEA, you have the right to withdraw from your subscription within 14 days of purchase without giving any reason, in accordance with the EU Consumer Rights Directive. To exercise this right, email [email protected] before the 14-day period expires. If you have actively used the Service, we may deduct a proportionate amount for service provided.

6. Subscription Cancellation

You can cancel your subscription at any time from your dashboard settings or by contacting [email protected]. When you cancel:

• Your plan remains active until the end of the current billing period
• You will not be charged for the next billing cycle
• You retain access to all features until your plan expires
• Your data is preserved for 30 days after your plan expires, then permanently deleted

7. Plan Changes

Upgrades: When you upgrade mid-cycle, you pay a prorated amount for the remainder of the billing period. The upgrade takes effect immediately.

Downgrades: When you downgrade, the change takes effect at the start of the next billing cycle. You keep the higher plan's features until the current period ends. No prorated refund is issued for remaining time on the higher plan.

8. Failed Payments

If your payment method fails on a renewal date:

• Day 3: First automatic retry
• Day 8: Second retry with email notification
• Day 15: Final retry attempt
• After Day 15: Account suspended with email notification and instructions to update payment

Your account remains active during the retry period. If your account stays suspended for more than 30 days, your data may be permanently deleted.

9. Non-Refundable Cases

Except as required by applicable law, refunds are not available for:

• Charges beyond the 30-day money-back guarantee period (unless the CloseBot guarantee or EU withdrawal applies)
• Partial billing periods after voluntary mid-cycle cancellation
• Accounts terminated for violations of our Terms of Service
• Unused portions of a subscription (the Service remains available until the billing period ends)
• Bank or payment provider fees (e.g., foreign transaction fees)

10. How Refunds Are Processed

• Method: Refunds are issued to the original payment method
• Timeline: 5 to 10 business days after approval, depending on your bank
• Currency: All refunds are in CAD. Exchange rate differences are your bank's responsibility
• Confirmation: You will receive an email when the refund has been processed

11. Chargebacks

We encourage you to contact [email protected] before initiating a chargeback with your bank. We are committed to resolving billing issues promptly and fairly. Fraudulent chargebacks (disputes filed despite receiving and using the Service) may result in account termination.

12. Contact

For billing questions, refund requests, or payment issues:

• Email: [email protected]
• Subject: "Refund Request" or "Close-Rate Guarantee Claim"
• Address: Ontario, Canada

We aim to acknowledge all refund requests within 1 business day and provide a final decision within 5 business days.