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Subscription, Refund & Cancellation Policy

Thank you for subscribing to Cheqdin Childcare Software. If, for any reason, You are not completely satisfied with a purchase, We invite You to review our policy on refunds and cancellations.

In addition to the rights set forth below, you may have additional rights under applicable local law; nothing in this policy below limits or replaces any such rights under local law. The following terms are applicable for any products that You purchase with Us.


1. Introduction

1.1    We understand that sometimes you may wish to cancel your Subscription.

1.2    We have created this policy to enable you to cancel your Subscription with us.

1.3    This policy shall apply to all our customers, regardless of their location.

1.4    This policy shall apply to all subscription orders submitted through our Website https://cheqdin.com

1.5    This document does not affect any statutory rights you may have as a consumer where provided for by law.


2. Interpretation and Definitions

2.1 Interpretation

The words of which the initial letter is capitalised have meanings defined under the following conditions.

The following definitions shall have the same meaning regardless of whether they appear singular or plural.


2.2 Definition

(a)    You means the individual (referred to as either “Your”, “the Customer”, “Subscriber”, “Childcare Centre”, or “Centre” accessing or using the Service, or “the Company” or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

(b)    Company (referred to as either “the Company”, “We”, “Us”, or “Our” in this Agreement) refers to Databotix Ltd (Trading as Cheqdin Childcare Software), 6 International Avenue, Cirrus Building, ABZ Business Park, AB21 0BH, United Kingdom.

(c)    Service refers to the Website, cloud-based platform (web portal), and mobile applications of Cheqdin offered as SaaS (software as a service).

(d)    Website refers to Cheqdin Childcare Software, accessible from https://cheqdin.com

(e)    Subscription or Subscription Plan refers to the items and modules, including any tier limits offered for sale on the Service.

(f)    Subscription Fees refers to the amount you pay for your Subscription Plan with Us, including any taxes if applicable.

(g)    Orders refers to a request by You to purchase a Subscription from Us.

(h)    Cooling Off Period refers to the first 14 days (calendar days) since your first Subscription Plan payment - known as the Subscription creation payment, i.e., 14 days from the very first subscription payment made. Any recurring payments (renewals) or upgrade payments are excluded and do not come with a Cooling Off Period.

(i)    Cancellation Request refers to the submission of a request to cancel a Subscription in writing by You

(j)    Processing Time refers to the time between You submitting a cancellation request and Us confirming the Cancellation

(k)    Notice Period refers to the 30 calendar days’ Notice Period which you will have to serve upon Cancellation or ending your Subscription plan with Us

(l)    Resubscribe refers to the ability to reinstate a previous (old) Subscription Plan or account. You will have to check with customer support if your account is eligible to Resubscribe (older accounts will be deleted after a certain time period has lapsed).

(m)    Auto-Renewal or Renewal Payment refers to the payment required to keep your Subscription Plan active and the billing model or arrangement where the Customer’s payment method is charged automatically. All our Subscription Plans auto-renew by default. When you purchase a Subscription Plan with Us, You agree and enter into a binding auto-renewal contract to keep it active. Auto-renewal payments, whether monthly or annual, are non-refundable.

(n)    Subscription Creation or Subscription Creation Date refers to the date your Subscription Plan was first created with Us, and You made the very first Subscription Plan transaction payment.

(o)    Existing Subscription Plan Upgrades (Boosts) or Top-Ups refer to the payments made to increase your existing paid Subscription Plan’s limit.

(p)    Service or Software refers to Cheqdin’s cloud-based software platform, portal and mobile applications


3. Subscription Plans, Access to Our Services and Auto-Renewal

    At Cheqdin, we offer monthly and annual Subscription Plans. You can opt for a monthly or annual plan based on your use case. An Annual Subscription Plan comes with a substantial discount VS a monthly subscription plan.

    When you purchase a Subscription Plan with Us, you can access Our Software or Service and its applications as a cloud-based service based on your Subscription Plan, commonly known as SaaS (software as a service). When you purchase a plan with Us, you agree and enter into a binding contract with periodic billing (e.g., monthly or annual billing), which will auto-renew, and your payment method on file will be charged automatically until cancelled.

    Auto-renewal: When you purchase a Subscription Plan from Cheqdin, you agree to a recurring subscription with periodic billing (e.g., monthly or annual billing). This means you are purchasing an ongoing Subscription with recurring fees that will continue until cancelled or terminated. Your Subscription will renew automatically based on your billing cycle.

    If you are an Enterprise Solutions customer, your subscription plan, software development agreement and access to our services will be governed by our Statement of Work (SOW) and Enterprise Solutions contract entered into separately.


4. Your Order Cancellation Rights

In order to exercise Your right of Cancellation, You must inform Us of your decision by means of a clear statement. You can inform us of your decision by:

(a)   By online account: Cancellations can be made at any time by visiting your ‘My Account’ > ‘Subscriptions’ page on our web portal (Website) by logging in to your account and submitting a ‘Cancellation Request’ in writing or by contacting (Cheqdin customer service) in your region for assistance with Cancellation.

(b)   By email: support@cheqdin.com

(c)   By visiting this page on our Website: https://cheqdin.com/contact-us/

(d)   By phone number: +443339874252

(e)   By post: Cheqdin Childcare Software, C/o Databotix Limited, 6 International Avenue, Cirrus Building, ABZ Business Park, AB21 0BH, United Kingdom


5. Cancellation Policy

5.1   To cancel your Cheqdin Subscription, you must give us 30 calendar days’ notice.

5.2   You can cancel your Subscription by submitting a Cancellation Request via the ‘My Account’ > ‘Subscriptions’ page on our web portal (Website) or by contacting (Cheqdin customer service) in your region.

5.3   The only valid method for requesting Cancellation or cancelling your Subscription Plan is via the cancellation link (submit a cancellation request link) provided on your “subscriptions” page, accessible after logging in to the web portal. Any verbal requests to cancel by phone are invalid and do not accomplish Cancellation. You must provide a cancellation request in writing by email or post. If you have any queries, please contact the Cheqdin support team for assistance with your account.

5.4   After you submit an official Cancellation Request in writing, We will aim to process your cancellation request within seven working days. Your account’s Subscription Plan will be treated as cancelled only after We confirm the Cancellation during the Processing Time. Please note that submitting a cancellation request to Us in writing does not constitute full Cancellation of your active Subscription Plan. It is only the first step in the cancellation process. Once the request is received, We will process your request and notify the registered email address when the Subscription has been cancelled successfully, and any pending dues are cleared. We will also communicate to you the date your Subscription Plan will end.

5.5   After receipt of your Cancellation Request, our support team will reach out to assist you with any concerns You may have and help resolve the same. If We cannot reach You or You do not respond to our contact requests after three attempts within seven working days, We will assume that You no longer wish to continue with our Service. In such cases, We will proceed with the Cancellation, and this process cannot be reversed. Once We confirm that we have processed your Cancellation Request, You will enter the 30-day Notice Period. We will confirm the applicable Notice Period dates that You are required to serve in our Subscription Cancellation Confirmation email, which will be sent to your account’s registered email address.

5.6   Once you cancel your Subscription, you will not lose access immediately. A subscription can be cancelled anytime regardless of your Subscription Plan billing, i.e., monthly or annual — the Service will expire at the end of the Notice Period if cancelled. Once your Subscription Plan has ended (after you have served the notice period), any future payments will stop, and you won’t be billed again. Please note that any payments (auto-renewal) already made or charged during the notice period will not be eligible for a refund.

5.7   Your membership will continue through the end of your current charge cycle. For example: If your debit/credit card is charged on the 10th of April and you submit a cancellation request on April 25th, you will have to serve a 30 day’s notice period w.e.f the date of your cancellation request, and any renewal payment due within the notice period will be charged. You will not lose account access until your Subscription ends (the last date of the notice period).

5.8   After Your Subscription is cancelled or refunded (refunds are only applicable for first-time subscription payments), Your account and data will be deleted from our systems in due course (based on the time elapsed). You are responsible for ensuring that You have retained, downloaded, exported or backed up any data if required. Any dedicated or priority customer support Service previously offered to You, including phone support, will cease when Your Plan Cancellation Request is submitted.

5.9   After Your Subscription is cancelled, You can come back anytime and Resubscribe (if applicable) to our Service at the then-available pricing. Any offers or discounts, including legacy pricing that You previously had, will no longer be valid.

5.10   We, in our sole discretion, without any liability and prejudice, can cancel your access to Cheqdin’s web portal and mobile applications; if you are in breach of any of our terms and conditions specified in our Terms of Use, EULA, AUP and Privacy Policy.

Your free account (Rise Plan account) or paid account access will be suspended, cancelled or revoked at our sole discretion if we have proof that You created the account by providing false/incomplete or fake details. For more information, refer to our acceptable use policy


6. Refunds

Cooling-Off period: You get a 14-day (calendar days) cooling-off period on Subscription Creation (the initial or first-time subscription creation transaction date), whether monthly or annual. Please note that refunds are available for purchases of first-time (Subscription Creation) or initial subscription transactions only, and such refunds may be reduced pro-rata to reflect your use of the Service. All refunds, unless otherwise agreed, will be calculated on a pro-rata basis. This is partly due to payment processing fees (charged by our subscription payments provider, Stripe) being non-refundable. Stripe does not refund card payment processing fees. If we issue you a refund, it will be pro-rated, and any payment processing fees, service charges or admin costs incurred by Us will be deducted.

You are entitled to cancel Your Subscription Plan within 14 calendar days from the date you first created your Subscription Plan (Subscription Creation Date) without giving any reason for doing so. No refunds will be given for Subscription Plan Renewals, Top-ups or existing Subscription Plan Upgrades (boosts), whether monthly or annual.

We cannot offer refunds or reimbursement beyond the initial 14 calendar days cooling off period. Once this time has passed, we’re here to help you make the most of your Subscription by taking full advantage of the Service.

Otherwise, your Subscription is set to auto-renew, and we follow these refund policies:

  • We don’t offer refunds for monthly or annual plans after 14 days following your Subscription's first payment (Subscription Creation Date).
  • We don’t offer refunds for any Renewal Payments, Top-ups or Existing Subscription Plan Upgrades (boosts), whether monthly or annual. If you don’t want your Subscription to renew automatically, you can cancel your Subscription with Us by submitting a written cancellation request and serving the 30 calendar day notice period.


7. Eligibility and Conditions for Refunds

In order for the Subscription to be eligible for a refund, the following conditions must be met:

  • You purchased the Subscription in the last 14 days, and it was your first subscription payment, i.e., a Subscription Creation payment. We don’t offer refunds for any renewal payments, Top-ups, Boosts or Existing Subscription Plan Upgrades, whether monthly or annual.
  • You have the receipt or proof of purchase of your Subscription.
  • You have not used The Service.
  • You or anyone in your organisation have not attended or consumed one-to-one training sessions with an account manager or support executive.
  • You have not used the services of our support team, including individual one-to-one phone support or dedicated onboarding support services (phone, email or live chat) for your account.
  • You have not added any data or used any of the modules of our Service (Web Portal and Mobile applications included)

The following cannot be refunded:

  • Your first 14-day cooling-off period for the Subscription Plan (14 calendar days from Subscription Creation) has expired.
  • Any renewal payments, Subscription Upgrades or Top-ups, whether monthly or annual.
  • You are subscribed to a ‘free’, ‘free trial’ or ‘freemium’ plan (Rise Plan Account). These plans are free of cost and do not qualify for a refund since no charges are levied for such subscriptions.

We reserve the right to refuse refunds of any Subscription that does not meet the above refund conditions at our sole discretion. Refund requests outside of the cancellation and refund processes above are not eligible for a refund. This does not affect your statutory rights.

Only regular-priced Subscriptions may be refunded. Unfortunately, Subscriptions discounted or on sale or redeemed via promotional vouchers or offer codes cannot be refunded. This exclusion may not apply to You if it is not permitted by applicable law.


8. How to Request a Refund and Processing Timelines

If you believe you’re eligible for a refund, contact us by emailing support@cheqdin.com or using any of the methods stated in your order cancellation rights section (section 4). We review every refund request on a case-by-case basis and aim to respond within seven business days. In exceptional cases, there might be delays in processing your request due to bank holidays, public holidays etc.

If you haven’t received the refund you expect, but it’s been fewer than 30 business days, the refund may still be in progress. Refunds can take anywhere between 25 – 30 business days from the refund issue date for it to appear on your card statement or bank account. In some exceptional cases, processing timelines may vary or get extended. This is because once we initiate a refund, the payments processor and banks may require time to process it, which is outside our control. Please note that Refunds can only be issued back to your original payment method.


9. Subscription Plan Terms, Pricing, Promotional Discounts and Payments

When You purchase a Subscription Plan from Us, You agree to pay an annual or monthly Subscription Fee (including taxes as applicable) based on the Subscription Plan. Payment terms and billing cycles for a Subscription Plan are specified when you place an Order with us. This is shown on the Order Summary page before you begin or Sign Up for a Subscription Plan with Us. The Customer and their users must pay the Subscription Fees as applicable and within the specified billing period timelines. After you pay, a payment receipt will be sent to your registered billing email address. Our receipts also show a breakdown of your subscription plan with Us and when You can expect the next payment to come out based on your billing period. A Subscription payment receipt will also indicate the date when you can expect the next payment to be charged (Auto-Renewal). The next payment will be taken at the end of the current bill cycle. You have the flexibility to upgrade your subscription plan at any time. If you need help with the upgrade process, please reach out to your account manager or the support team. You can only apply one offer at a time when upgrading your subscription plan. It's important to note that multiple offers or discount codes cannot be used simultaneously when upgrading. Additionally, please be aware that Cheqdin does not support downgrading a subscription plan by default. Should your subscription needs change, you have the option to cancel at any time, or you can contact our support team for assistance.

Late Payments: Recurring Subscription Plan fees are due immediately on the invoice or renewal date of the Subscription. Our support team will contact you if a recurring subscription payment fails due to insufficient funds or incorrect or expired payment details. For the first instance, We will assist you in remedying the payment failure issue, update the payment details and strive to bring the Subscription Fees payments up to date with no arrears. For repeat late payments, non-payments or Subscription payment failures of more than two failed payments in 12 months, We reserve the right to charge an admin fee of 2% of the invoice value or £10.00 (UK Customers) or US$ 15 (International Customers), whichever is higher at our sole discretion for the additional administrative work involved in bringing your Subscription Fees payments up to date. If any Subscription payments are not paid upon the due date, Cheqdin, until the overdue amount is received, reserves the right to prevent The Customer from accessing The Service until all such payments, including all arrears and admin fees (if any), have been paid in full. Additionally, We reserve the right to revoke your access, suspend delivery of our Service or terminate your account immediately without any notice whatsoever and initiate payment recovery as deemed necessary to clear all the dues owed to Us.

Changes to Pricing: Cheqdin may, at their sole discretion, change the annual or monthly subscription pricing with effect from a new subscription period, provided written notification is sent to The Customer no later than 30 days before the start of the new Subscription Plan pricing. If The Centre or Customer does not agree to or rejects the new pricing plan, The Customer may cancel their Subscription Plan and initiate their notice period. Otherwise, until either of the parties cancels the Subscription Plan, it will continue to be renewed automatically at the newly announced price.

Promotional Discounts and Offers: When you purchase a new Subscription Plan and/or Upgrade, Top-up an existing Subscription Plan using a promotional offer code, discount code, or coupon, your Subscription will benefit from the discounted price for the current bill cycle only. The promotion or discount offer does not carry forward. All promotions and discounts offered on our Website are for one-time use only unless otherwise agreed separately. At the end of the promotion or discount offer, Your Subscription Plan will then automatically renew at the original non-discounted price.

Accepted Payment Methods: We accept only online Debit or Credit card payments for our Subscription Plans unless otherwise agreed. At our sole discretion, we may charge an admin fee for any payments made via bank transfer (BACS). The Customer is responsible for keeping payment details up to date to avoid any service disruption or late payment fees (if applicable). Please contact customer support for any assistance with updating your payment details.


10. Contact Us

At Cheqdin, customer satisfaction is our number one priority. If, for any reason, you are not satisfied with your purchase or simply need assistance to make the best of your Subscription with us, please do not hesitate to contact our support team, who would be happy to help.

If you have any questions about our Refund & Cancellation policy, please contact us:

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