Vanaya.ai Refund Policy

1. General Principle

All subscription payments made to Vanaya.ai are non-refundable, except under specific conditions outlined in this Refund Policy. This policy must be read together with the Subscription Agreement, Terms & Conditions, and Privacy Policy.

2. Eligibility for Refund

Refunds are provided only under the following conditions:

2.1 Material Technical Failure

A refund may be granted if:

• A core active service—Coaching Log, Audio Recording, Whiteboarding/Picture Upload, or AI Informed Chat Bot—experiences repeated, severe technical failures, and
• The issue originates from Vanaya.ai’s system (not the user’s device or connection), and
• Vanaya.ai is unable to resolve the issue within seven (7) business days after the user reports it.

2.2 Billing or Payment Errors

Refunds are approved for:

• Duplicate transactions
• Incorrect charges
• Accidental double billing caused by Vanaya.ai’s official payment gateway

2.3 Service Discontinuation by Vanaya.ai

If Vanaya.ai permanently discontinues a paid service before the end of the user’s billing cycle, the remaining unused portion will be refunded on a pro-rata basis.

3. Non-Refundable Situations

3.1 Change of Mind or Change in User Needs

Refunds are not granted for:

• User’s change of preference or decision to stop using the platform
• Incorrect registration by the user
• Differences between user expectation and actual usage
• Requests to cancel because usage was minimal or nonexistent

3.2 User-Side Technical Issues

Refunds cannot be granted due to issues such as:

• Poor internet connection
• Device/browser incompatibility
• Local software restrictions or hardware failure

3.3 Features Labeled "Coming Soon"

Refunds will not be issued for features that are still under development, including:

• Face Analytics
• Speech-to-Text Analytics

These features are explicitly announced as Coming Soon, and no charges are imposed for them. This is consistent with the Subscription Agreement and Privacy Policy.

4. Refund Request Procedure

To request a refund, users must contact our support team at:

📩 support@vanaya.ai

The refund request must include:

• Full name
• Registered email address
• Transaction date
• Proof of payment
• A clear explanation of the issue with supporting evidence (e.g., screenshots)

Refund requests are reviewed within five (5) to seven (7) business days.

5. Refund Resolution and Timeline

• Users will receive the decision via email.
• If approved, refunds are processed within seven (7) to fourteen (14) business days.
• Refunds will be issued using the same payment method used for the original transaction.
• All refund decisions are considered final.

6. Updates to This Policy

Vanaya.ai may update this Refund Policy as necessary to reflect operational, legal, or service changes. Significant updates will be communicated through email or in-platform announcements.