Refund & Cancellation Policy

Hotflow subscriptions are offered on monthly or annual billing periods as agreed when your workspace is activated or extended. New accounts may start with a free trial (currently seven (7) days) before a paid period is required. Paid activation is recorded by our team after payment is confirmed through supported channels.

Subscription payments are non-refundable. Cancelling a subscription stops future renewals but does not entitle you to a refund for the current or any already-paid subscription period. Nothing in this policy limits mandatory consumer or other rights that apply to you under applicable law.

To cancel renewal or request closure of a paid subscription, contact support@gethotflow.com from your registered account email and include your business name and workspace business code. You may also reach us via the contact page or sales WhatsApp number published there.

Cancellation means you stop future renewal charges for subsequent billing periods. Cancelling does not automatically delete your business data. Request a data export before closure if you need copies of records; retention after closure is described in our Privacy Policy.

Unless we agree otherwise in writing, cancellation of renewal applies from the end of your current prepaid billing period. Your paid-through date (subscription expiry shown in the product) is the end of the period you have already paid for.

You retain access to paid features through that paid-through date unless access is suspended for a valid reason under our Terms & Conditions (for example, non-payment of a disputed charge or serious misuse). Cancelling renewal prevents the next billing period; it does not refund the current paid period.

When a trial ends without payment, or a paid period expires without renewal, workspace access to Hotflow features may be limited or blocked until subscription status is updated to an active paid period. Users may see a subscription-expired or similar message and be directed to contact sales or support to renew.

We may retain workspace data for a reasonable time after expiry so you can renew or export records, subject to our Privacy Policy and operational limits.

Fees paid for a subscription period are not refunded when you cancel during that period. Unused days, partial months, and remaining months on an annual plan are not refundable, and we do not offer prorated refunds, partial refunds, account credits, or automatic refunds for unused subscription time.

Examples:

• You pay for a monthly subscription and cancel during that month — there is no refund for the unused days in that month.
• You pay for an annual subscription, use one month, and cancel — there is no refund for the remaining eleven months.
• You cancel an upcoming renewal — the cancellation prevents the next charge; it does not refund the subscription period you have already paid for.

Except where correcting a verified payment error as described below, or where applicable law requires otherwise, all subscription fees are final for the billing period purchased. Requesting cancellation or closing your workspace is not a refund request and does not create entitlement to money back for unused time or the balance of an annual subscription.

Payment problems are separate from ordinary cancellation. Contact support@gethotflow.com promptly if you believe:

• You were charged more than once for the same subscription transaction;
• You were charged an incorrect amount;
• Payment was taken but your subscription was not activated for the paid period.

Include payment reference, amount, date, and your workspace business code. Hotflow will review and verify each case. We do not promise an automatic refund before investigation. Where a duplicate or incorrect charge is confirmed, we will correct the billing issue and arrange any applicable reversal or refund through the original payment method or another channel, in accordance with payment-provider procedures and applicable law. Confirmed failures to activate a paid period may be resolved by activation, extension of service, or another appropriate remedy after review.

Bank transfers, mobile money, and other offline or manual payment methods may take time to confirm. Access upgrades apply after we record payment in our systems, which may lag behind your transfer. We are not responsible for delays caused by third-party payment networks once payment has left your control.

For billing disputes, email support@gethotflow.com with subject line "Billing dispute" and your business details. We will investigate and respond within a reasonable timeframe. Escalation paths under local law remain available to you where applicable. Mandatory legal rights are unaffected by this policy where they apply to you.