Subscription, Refund & Cancellation Policy

1. Subscription Plans

CaseMgmt is offered on a subscription basis. Current plans, pricing, and feature inclusions are published on our pricing page. Plans are billed in advance on a monthly or annual basis depending on the plan selected.

All prices are in U.S. Dollars (USD) and exclusive of applicable taxes, unless otherwise stated.

2. Free Trial

We may offer a 7-day free trial for new customers. The free trial begins on the date you complete account setup and ends 7 calendar days later. At the end of the trial period:

• If you have provided a valid payment method, your subscription automatically converts to a paid plan and your payment method is charged for the first billing period.
• If you have not provided a payment method, access to the platform is suspended until a payment method is added.
• You may cancel during the trial at no charge by visiting Settings > Subscription and selecting "Cancel Trial."

3. Automatic Renewal

You will receive an email reminder before each annual renewal. For monthly subscriptions, the monthly charge is itemized on your monthly invoice.

California, New York, Oregon, North Carolina, and Vermont residents: You may cancel your subscription at any time online by visiting Settings > Subscriptionin your account, by emailing billing@casemgmt.io, or by contacting us through our contact page. No phone call or in-person visit is required.

4. Refund Policy

Monthly Subscriptions

Monthly subscription fees are non-refundable. If you cancel a monthly subscription, you will retain access to the service through the end of your current billing period, after which your subscription will terminate. We do not prorate or refund partial months.

Annual Subscriptions

Annual subscriptions are non-refundable after the first 30 days. If you cancel an annual subscription within the first 30 days of your initial subscription (not renewal), you may request a prorated refund for the unused portion. Renewal annual subscriptions are non-refundable.

Exceptions

We may issue refunds in our discretion in the following circumstances:

• Service outage exceeding 24 consecutive hours not caused by scheduled maintenance or your actions
• Material defect in the Service that we are unable to remedy within 30 days of notice
• Erroneous duplicate charges or billing errors
• As otherwise required by applicable law

To request a refund, contact billing@casemgmt.iowith your account email and a brief description of the reason for the request. We will respond within 5 business days.

5. Cancellation

How to Cancel

You may cancel your subscription at any time by:

• Logging into your account and visiting Settings > Subscription
• Emailing billing@casemgmt.io from the email address on the account
• Submitting a request via our contact page

Effect of Cancellation

When you cancel:

• You retain full access to the platform through the end of your current billing period
• No further charges will be made (no further renewal)
• Your data remains available for export for 30 days after the end of your billing period
• After the 30-day export window, your tenant's data is deleted or de-identified, except where retention is required by law or by an active Business Associate Agreement

6. Plan Changes (Upgrades & Downgrades)

You may upgrade your plan at any time. Upgrades take effect immediately, and the price difference is prorated and charged on your next invoice.

Downgrades take effect at the start of your next billing period. The current billing period is completed at the higher plan level. Downgrades may reduce available features and user seat limits; if you exceed the new plan's limits after a downgrade, overage charges may apply (see Section 7).

7. User Seat & Overage Charges

Plans include a defined number of user seats. If your tenant's active user count exceeds your plan's included seats during a billing period, an overage charge per additional user will be applied to your next invoice at the per-seat rate published on our pricing page.

You will receive an email notification before any overage charge is applied. You may avoid overage charges by upgrading to a higher-tier plan, deactivating unused users, or staying within your plan's seat limit.

8. Failed Payments & Dunning

If your payment method is declined or a payment fails:

• We will attempt to retry the charge on the schedule managed by our payment processor (Stripe), typically over 7 to 14 days
• You will receive email notifications of failed payment attempts at the account's primary contact email
• If payment is not received within 14 days of the original due date, your subscription may be suspended
• If payment is not received within 30 days, your subscription may be canceled and your tenant placed in data-export-only mode for 30 days before deletion (see Section 5)

To resolve a payment issue, update your payment method in Settings > Subscriptionor contact billing@casemgmt.io.

9. Tax

CaseMgmt is software as a service (SaaS). In jurisdictions where SaaS is taxable and where we have a tax-collection obligation, we will collect applicable taxes at the rate required by law.

If your jurisdiction requires us to collect tax, the tax will appear as a separate line item on your invoice.

10. Price Changes

We may change our subscription prices with 30 days' notice. Notice will be sent to your account's primary contact email and posted on our pricing page. Price changes take effect on your next billing cycle after the notice period.

If you do not agree to a price increase, you may cancel your subscription before the new price takes effect.

11. Data Export & Retention After Cancellation

After cancellation, your tenant's data (including patient records, case data, documents, and audit logs) remains in our systems in read-only export mode for 30 days. During this window, an authorized admin user from your tenant may export data through the platform's built-in export tools or by emailing support@casemgmt.io.

After the 30-day export window, data is deleted or de-identified in accordance with our Business Associate Agreement and HIPAA Security Rule §164.310(d) device and media controls. Audit logs and other records required by law are retained for the applicable retention period.

You may request expedited data deletion (sooner than the 30-day window) by emailing privacy@casemgmt.io. Expedited deletion is processed within 10 business days; please note that expedited deletion is final and irreversible.

12. Disputes & Chargebacks

If you dispute a charge, please contact us first at billing@casemgmt.iobefore filing a chargeback with your bank or card issuer. We will work with you to resolve any billing concerns promptly and fairly.

Filing a chargeback for a legitimate charge may result in immediate account suspension while the dispute is investigated, per our Terms of Service.

13. Contact

For billing questions, refund requests, or to cancel your subscription: