Refund & Cancellation Policy

Thank you for choosing DentaSphere, an AI-powered dental clinic management software platform operated by The CoreSphere Technologies. Our services are delivered digitally and do not involve physical shipping.

This Policy should be read together with the DentaSphere Terms & Conditions, Privacy Policy, the applicable subscription plan, invoice, order confirmation and any written service agreement.

1. 30-Day Free Trial

DentaSphere provides a 30-day free trial so that eligible clinics can evaluate the platform before purchasing a paid subscription. No payment method is required for the standard free trial unless a separate written offer states otherwise.

Because customers can evaluate the platform during the free trial, paid subscription charges are generally non-refundable once the applicable paid billing period or service access has started, except in the circumstances specifically described in this Policy or where required by law.

2. Subscription Cancellation

A clinic may request cancellation through the available account or administrator controls, where provided, or by contacting DentaSphere support from the registered email address.

• Cancellation prevents future renewals after the cancellation becomes effective.
• Cancellation does not automatically refund a payment already validly charged.
• The clinic remains responsible for outstanding invoices, usage charges, implementation fees or third-party costs incurred before cancellation.
• Where recurring billing or an AutoPay mandate is enabled, the clinic should also verify that the mandate has been cancelled through the relevant bank, UPI application or payment provider.

2.1 Monthly Plans

If a monthly subscription is cancelled during an active billing month, access will ordinarily remain available until the end of that paid monthly period. We do not normally provide prorated refunds for unused days in an active monthly period.

2.2 Annual Plans

Annual subscriptions are generally offered at a discounted rate in exchange for a one-year commitment. If an annual plan is cancelled before the end of the paid annual term, access will ordinarily remain available until the end of that term. We do not normally provide prorated refunds for unused months.

3. Non-Refundable Charges

The following charges are generally non-refundable after they have been delivered, activated, consumed or incurred:

• Subscription charges for a billing period that has already started.
• Implementation, onboarding, configuration, training, customisation or migration fees.
• Messaging, WhatsApp, SMS, email, AI-processing, storage or usage-based charges.
• Third-party licence, API, integration, hosting or service-provider costs.
• Bank, card-network, payment-gateway or foreign-exchange charges that are not returned to us.
• Custom development or professional-service work already completed or commenced.

4. Duplicate Payments

If the same DentaSphere invoice, subscription or order is paid more than once and both payments are successfully received, the duplicate amount will be verified and either:

• Refunded to the original payment method; or
• Adjusted against another valid invoice or future subscription payment with the clinic’s written approval.

5. Failed or Pending Transactions

A payment may fail or remain pending because of bank, UPI, card-network, payment-gateway, authentication, connectivity or technical issues.

• If no amount was debited, the clinic may try again using an available payment method.
• If an amount was debited but not credited to DentaSphere or The CoreSphere Technologies, the reversal is generally processed by the clinic’s bank or payment provider.
• If the payment was credited to us despite a failed or pending message, we will verify and reconcile the transaction.
• The clinic should avoid repeated payment attempts while the original transaction remains pending unless advised by its bank or by DentaSphere support.

6. Payment Successful but Subscription Not Activated

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

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

7. Service Outage or Material Failure

A full or partial service credit or refund may be considered where a documented, prolonged and material platform failure attributable to DentaSphere prevents substantial use of the paid service and we are unable to provide a reasonable correction or alternative.

Brief interruptions, planned maintenance, customer-side internet or device issues, third-party outages, misuse, unsupported configurations or circumstances outside our reasonable control do not ordinarily qualify for a refund.

8. Data Export and Account Closure

Before the end of an active subscription, the clinic should download or request any available data exports required for its records.

After cancellation, expiry or termination, access may be suspended. Data retention, export availability, archival and deletion will be governed by the applicable DentaSphere Terms, plan, service agreement and legal obligations.

The clinic should submit a data-export request promptly. We cannot guarantee recovery after the applicable retention or deletion period has expired.

9. Chargebacks and Payment Disputes

Before initiating a chargeback or payment dispute, the clinic should contact DentaSphere support so that we can review the payment, invoice, subscription status and supporting records.

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

10. How to Request a Cancellation or Refund

Send the request from the registered or authorised clinic email address with the subject line DentaSphere Cancellation / Refund Request.

Please include:

• Clinic name and workspace or account identifier.
• Authorised contact name, registered email address and phone number.
• Invoice, subscription or order reference.
• Transaction reference, payment date, amount and payment method.
• Reason for cancellation or refund.
• Relevant screenshots with confidential payment credentials hidden.

Never send a UPI PIN, card PIN, CVV, OTP, NetBanking password or complete card details.

11. Review and Refund Processing

• We aim to acknowledge genuine cancellation or refund requests within two working days.
• We may request additional information to verify the clinic, authorised user, transaction or service status.
• Approved refunds will ordinarily be initiated within 7–10 working days after approval.
• The receiving bank, card issuer, UPI provider, wallet or payment gateway may require additional time to credit the amount.
• Refunds are ordinarily returned to the original payment method.

12. Taxes and Adjustments

Where applicable, an approved refund may be accompanied by an adjustment note, credit note or revised invoice. Tax treatment will follow applicable law and the original transaction records.

13. Product-Specific or Written Terms

A written quotation, enterprise agreement, implementation agreement or special subscription offer may contain additional or different cancellation and refund terms. Those specific terms will apply to that transaction to the extent of any inconsistency with this general Policy.

14. Contact and Grievance Support

15. Changes to This Policy

We may update this Policy to reflect changes in subscription plans, payment methods, services, legal requirements or business practices. The revised version will be published on this page with an updated effective date.