Payment Policy

DentaSphere is an AI-powered dental clinic management software platform operated by The CoreSphere Technologies. Payments may be collected for subscriptions, renewals, onboarding, implementation, migration, integrations, messaging, AI usage, storage, support, customisation and other approved services.

This Policy should be read together with the DentaSphere Terms & Conditions, Privacy Policy, Refund & Cancellation Policy and Service Activation & Delivery Policy.

1. Accepted Payment Methods

Available payment methods may include:

• UPI and merchant UPI QR.
• Authorised payment links.
• SmartHub Vyapar merchant payment facilities.
• SmartGATEWAY or another approved website or application payment gateway.
• Debit cards, credit cards, NetBanking and supported wallets.
• NEFT, RTGS, IMPS or direct bank transfer.
• Another method displayed at checkout or stated on an official invoice.

2. Currency, Pricing and Taxes

Unless otherwise stated, prices are quoted and collected in Indian Rupees (INR). Applicable taxes, bank charges, foreign-exchange charges, payment-provider charges or third-party costs may apply where disclosed or required by law.

3. Subscription and Service Payments

• Monthly and annual subscription charges are payable according to the selected plan and billing cycle.
• Implementation, onboarding, migration, messaging, AI usage, storage, integrations or custom services may be billed separately.
• Plan upgrades, add-ons and renewals may activate only after payment is successfully confirmed.
• Access may be suspended, restricted or downgraded when an invoice remains unpaid.

4. Payment Confirmation

A payment is treated as received only after it is successfully credited and confirmed in our records. A screenshot, initiated-transfer message or pending bank status does not by itself confirm final settlement.

5. Payment Security

Payments may be processed by authorised banks, UPI systems, card networks, merchant-acquiring partners, payment gateways or other regulated payment providers.

DentaSphere and The CoreSphere Technologies do not directly request or store UPI PINs, card PINs, CVVs, complete card numbers, NetBanking passwords or OTPs.

Clinics must never share such credentials with DentaSphere support or anyone claiming to represent DentaSphere.

6. Merchant UPI QR and Payment Links

• Verify the merchant or business name before authorising payment.
• Open payment links only from official DentaSphere or The CoreSphere Technologies communications.
• Confirm the amount, invoice or subscription reference and payment purpose before paying.
• Do not reuse a QR code or payment link for an unrelated transaction unless authorised.

7. SmartGATEWAY and Online Checkout

SmartGATEWAY or another authorised gateway may be used for website or application payments through cards, UPI, NetBanking, wallets or other supported methods.

Transaction limits, authentication, availability and processing time may depend on the issuing bank, payment provider, card network, UPI system or applicable regulation.

8. Failed Transactions

• If payment fails and no amount is debited, the clinic may try again.
• If payment fails but an amount is debited, verify the final status with the bank or payment provider.
• If the amount was not credited to us, reversal is generally handled by the relevant bank or payment provider.
• If the amount was credited despite a failure message, we will verify and reconcile it.

9. Pending Transactions

A pending transaction is not treated as final until the bank or payment provider confirms success or failure. Avoid repeated payment attempts while the original transaction remains pending.

10. Duplicate Payments

A verified duplicate payment will ordinarily be refunded to the original payment method or adjusted against another valid invoice or future subscription payment with written approval.

11. Payment Successful but Service Not Activated

If payment succeeds but the clinic workspace, plan, upgrade or paid feature is not activated within the communicated period, contact support with the transaction reference and registered clinic details.

After verification, we will activate the service, correct the technical issue, adjust the payment or process an eligible refund.

12. Recurring Payments and Mandates

• The amount, frequency and cancellation method will be displayed during setup or stated in the subscription communication.
• The clinic is responsible for maintaining a valid and sufficiently funded payment method.
• A failed renewal may result in reminders, retries, restricted access or suspension.
• Cancelling a mandate stops future authorised debits after the cancellation becomes effective.
• Cancelling a mandate does not automatically refund a previous valid charge.

13. Refunds

Refund eligibility is governed by the Refund & Cancellation Policy. Approved refunds are ordinarily initiated to the original payment method within 7–10 working days after approval. The receiving bank or payment provider may require additional time.

14. Chargebacks and Payment Disputes

Before initiating a chargeback, contact DentaSphere support so that we can review the transaction, invoice and service status.

Fraudulent, duplicate or unjustified chargebacks may result in account suspension and recovery of applicable costs, subject to law and provider rules.

15. Fraud Prevention and Verification

A transaction may be delayed, declined, reversed or investigated where fraud, unauthorised activity, identity misuse, inconsistent information or security risk is suspected.

16. Payment Records

We may retain limited transaction data such as amount, date, status, payment mode, invoice reference and provider transaction ID for reconciliation, accounting, support, fraud prevention, audit and legal compliance.

17. Payment Support

Please provide:

• Clinic name and workspace or account identifier.
• Registered email address and phone number.
• Invoice, subscription or order reference.
• Transaction reference, payment date, amount and payment method.
• A clear description of the issue.
• Relevant screenshots with confidential credentials hidden.

18. Changes to This Policy

We may update this Policy to reflect changes in payment methods, providers, subscription plans, legal requirements or business practices.