Refund & Cancellation Policy

We want you to be confident when you choose HelloBotz. That's why we offer a fair and clearly defined refund policy that balances customer protection with the fact that our services are delivered digitally and consumed in real time.

Our refund approach follows three simple principles:

• Fairness: Genuine cases of dissatisfaction within the cooling-off period are refunded promptly.
• Transparency: Every eligible refund scenario is documented here — nothing is hidden in fine print.
• Timeliness: Refunds are processed within 7–10 business days once approved.

This Policy complies with the Consumer Protection Act, 2019, the Consumer Protection (E-Commerce) Rules, 2020, and relevant provisions of the IT Act, 2000.

We offer a 14-day free trial on selected plans. During the trial:

• You can explore all core features of the platform without payment.
• No credit card is required for standard trials (unless explicitly stated).
• Cancel anytime during the trial — no charge will be applied.
• If you don't cancel before the trial ends, your subscription will automatically begin and the applicable fee will be charged.

You are eligible for a refund in the following scenarios:

The following charges are non-refundable under any circumstances:

• Setup & onboarding fees — these cover implementation work already delivered.
• Custom development charges — custom flows, integrations, AI training, custom modules.
• Consumed usage credits — SMS credits, AI Voice minutes, WhatsApp conversation credits.
• Verified Leads — once leads are delivered and downloaded, they cannot be returned.
• Third-party pass-through charges — WhatsApp Business API charges, DLT registration fees, cloud hosting add-ons.
• Training & certification fees — once the training session has been conducted.
• Discounted or promotional purchases — unless otherwise stated on the offer page.
• Accounts terminated for violations — where the account was suspended/terminated for breach of Terms or Acceptable Use Policy.

You can cancel your subscription through any of the following methods:

1. From your dashboard: Go to Settings → Billing → Cancel Subscription. Confirm the cancellation. You'll receive an email confirmation within minutes.
2. By email: Write to info@hellobotz.com from your registered email address with your account details and reason for cancellation.
3. By phone: Call +91 80508 54448 during business hours (Mon–Sat, 10 AM – 7 PM IST).

To request a refund for an eligible charge, follow these steps:

1. Email us at info@hellobotz.com within 7 days of the charge. Use the subject line: "Refund Request — [Your Account ID]".
2. Include details: Your registered email, invoice number, payment ID/UTR, date of payment and reason for the refund request.
3. Our review: Our billing team reviews your request and responds within 3 business days.
4. Approval or clarification: If approved, we'll initiate the refund. If we need more information, we'll ask for it by email.
5. Refund processing: Approved refunds are processed within 7–10 business days to the original payment method.
6. Confirmation: You'll receive an email confirmation with the refund reference number once the refund is initiated.

Please note: bank processing times are outside our control. If your refund hasn't appeared after the stated timeframe, please contact your bank first with our refund reference number.

Refunds are issued through the following methods, in order of priority:

• Original payment method: Preferred option — refunds go back to the card, UPI, netbanking account, or payment wallet used for the original payment.
• Bank transfer: If the original method is no longer available (e.g., expired card), we refund via NEFT/RTGS to your registered bank account.
• Account credit: At your option, we can issue the refund as platform credit — usable for any future HelloBotz purchase. Sometimes faster than the original method.

If you're enrolled in the HelloBotz Partner Program (Affiliate, Authorized or White Label), the following additional rules apply:

• Affiliate Partners: No upfront fees — no refunds applicable. Commissions already paid are non-refundable.
• Authorized Partners: Annual fees are refundable on a pro-rated basis within the first 30 days, less any commissions already earned.
• White Label Partners: Setup and custom development fees are non-refundable. Subscription fees follow the standard 7-day window.
• Clawback: If a Partner's customer requests a refund within the 7-day window, the commission paid to the Partner on that transaction is reversed.
• Termination: If a Partner account is terminated for cause (e.g., breach of Terms), no refund is provided.

While the above rules apply generally, we handle certain situations on a case-by-case basis:

• Force majeure events: If you're unable to use the service due to a documented medical, financial or personal emergency, contact us — we'll work out a fair solution.
• Genuine technical failures: Where the platform could not deliver what was promised due to our fault.
• Extended trial failures: If our team promised a specific outcome during the trial and it wasn't delivered, contact your account manager.
• Regulatory changes: If a change in law makes the service unusable for you, we'll work out a fair resolution including potential refunds.

If you believe a charge on your account is incorrect or unauthorized:

1. Contact us first at info@hellobotz.com before filing a chargeback with your bank or card provider. Most issues are resolved within 24 hours.
2. Do not file a chargeback without contacting us — this triggers an automatic account suspension while the dispute is investigated.
3. Genuine mistakes: We'll refund immediately upon verification.
4. Fraudulent chargebacks: Filing a false chargeback for a service you received is a serious matter — we cooperate fully with banks and authorities in such cases.

Our invoices include GST (Goods and Services Tax) as applicable in India. When you receive a refund:

• Both the service fee and the applicable GST are refunded together.
• A credit note is issued for the refunded amount, referencing the original GST invoice.
• If you're GST-registered, use the credit note to adjust your GST input tax credit (ITC) as per your accountant's guidance.
• For customers outside India, no GST applies — but withholding taxes or other jurisdictional taxes may apply per local law.

For any GST-related questions, contact our billing team at info@hellobotz.com.

We may update this Refund & Cancellation Policy from time to time to reflect changes in our services, pricing, business practices or legal requirements.

When we make material changes:

• We will update the "Last Updated" date at the top of this page;
• We will notify active subscribers by email at least 15 days before the change takes effect;
• Changes apply only to purchases made after the effective date. Refunds for earlier purchases follow the Policy in force at the time of purchase.

For any questions or requests related to this Policy, please contact our billing & support team:

For more details on our terms of service, please read our Terms & Conditions and Privacy Policy.