Refund & Cancellation

1. Overview

This policy covers refunds and cancellations for Meeting Notes App services, including paid plans and one-time purchases. We strive to provide fair and transparent refund procedures that protect both your interests and ours.

This policy is governed by the laws of Japan, and any disputes will be resolved in the Tokyo District Court, as outlined in our Terms of Service.

2. Eligibility

Refund requests are available for users who have:

• Active paid subscription plans
• One-time purchases for premium features or credits
• Account in good standing without Terms of Service violations
• Valid proof of purchase (order ID or payment confirmation)

3. Refund Window

Unless otherwise stated at the time of purchase, refund requests must be submitted within 14 days of your original purchase date.

This 14-day window begins from the date of your initial payment confirmation. Refund requests submitted after this period will be evaluated on a case-by-case basis and may be denied unless required by applicable law.

4. Non-Refundable Cases

Refunds are generally not available in the following circumstances:

• API credits or processing credits that have already been used
• Overage charges for usage beyond plan limits after services were consumed
• Accounts suspended or terminated for misuse or Terms of Service violations
• Partially used subscription periods when the refund request is made outside the 14-day window
• Promotional credits, discount credits, or bonus features received through special offers
• Services used in violation of our acceptable use policies

These restrictions help ensure fair use of our platform and maintain service quality for all users.

5. Subscriptions

Cancellation: You can cancel your subscription at any time through your account settings or by contacting support. Cancellation takes effect at the end of your current billing cycle.

Service Access: After cancellation, you'll continue to have access to premium features until your current billing period expires. Your account will then revert to the free tier (if available) or become inactive.

No Retroactive Refunds: Canceling your subscription does not automatically result in refunds for past billing cycles. If you need a refund, you must submit a separate refund request within the eligible timeframe.

6. Prorations

We do not typically provide partial-month refunds or prorations when you cancel or downgrade your subscription mid-cycle.

However, if required by applicable law in your jurisdiction, we will provide appropriate prorated refunds. In such cases, the refund amount will be calculated based on the unused portion of your billing period.

7. How to Request a Refund

To request a refund, follow these steps:

1. Email us at support@meetingsync.app
2. Include your order ID or payment confirmation
3. Provide a brief explanation of your reason for the refund request
4. Include your account email address associated with the purchase

Required Information: Please ensure you include all the above information to help us process your request quickly. Incomplete requests may experience delays.

8. Processing Time

We aim to review and respond to all refund requests within 5-10 business days of receiving your complete request.

If your refund is approved, the time it takes for funds to appear in your account depends on your payment provider (typically 3-10 business days for credit cards, longer for bank transfers). We'll notify you once the refund has been processed on our end.

9. Chargebacks

If you initiate a chargeback or dispute through your payment provider without first contacting us, we may temporarily suspend your account during the dispute resolution process.

We encourage you to contact us directly first, as we can often resolve issues faster than the formal chargeback process. This approach also helps maintain your account access during resolution.

10. Abuse & Fair Use

We reserve the right to deny refund requests that appear to be abusive or made in bad faith, including:

• Excessive use of our services followed immediately by refund requests
• Repeated refund requests from the same user or organization
• Requests that appear designed to exploit our refund policy
• Accounts with patterns of subscribing and immediately requesting refunds

This policy helps us maintain fair pricing and service availability for all legitimate users.

11. Downloaded & Exported Data

After a refund is processed or your subscription is canceled, your access to the service and your stored data may be terminated or limited based on your account status.

Important: We strongly recommend downloading or exporting any important transcripts, summaries, or other data before requesting a refund or canceling your subscription. Once your access is revoked, we may not be able to provide this data.

12. Changes to This Policy

We may update this refund policy from time to time to reflect changes in our services, business practices, or legal requirements.

When we make changes, we'll update the "Last updated" date at the top of this page. Significant changes will be communicated to active users via email or in-app notifications when possible.