Subscription, Refund & Cancellation Policy

4 September 2025, Ver 6.0

Cheqdin Childcare Software

Governing law: England and Wales | Supersedes Version 4.0

Thank you for subscribing to Cheqdin Childcare Software. This policy sets out the terms governing subscriptions, cancellations, refunds, and the consequences of non-compliance with notice and payment obligations. In addition to the rights set forth below, you may have additional rights under applicable local law; nothing in this policy limits or replaces any such statutory rights.

This policy applies to all customers regardless of location, and to all subscription orders placed through our website at https://cheqdin.com.

1. Introduction

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

1.2 This policy has been created to set out clearly the terms, conditions and consequences applicable to cancellations, notice obligations, refunds and overdue payments.

1.3 This policy applies to all customers, regardless of their location.

1.4 This policy applies to all subscription orders submitted through our website at https://cheqdin.com.

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

1.6 By subscribing to any paid Subscription Plan, you confirm that you have read, understood and agree to the terms of this policy in full.

2. Definitions

2.1 Interpretation

Words where the initial letter is capitalised have the meanings defined below. Definitions shall apply equally to singular and plural forms.

2.2 Defined Terms

You / Customer / Subscriber means the individual, company or other legal entity accessing or using the Service, or on behalf of which such individual is accessing or using the Service.

Company / We / Us / Our means Databotix Ltd (trading as Cheqdin Childcare Software), The Capitol Building, 431 Union Street, AB11 6DA, United Kingdom.

Service means the Cheqdin cloud-based SaaS platform, web portal and mobile applications.

Website means https://cheqdin.com.

Subscription / Subscription Plan means the items, modules and tier limits offered for sale on the Service.

Subscription Fees means the amount payable for your Subscription Plan, including any applicable taxes.

Cooling-Off Period means the first 14 calendar days from the Subscription Creation Date (initial first payment only). Renewal, upgrade or top-up payments carry no Cooling-Off Period.

Notice Period means the mandatory 60 calendar days' written notice required to cancel or end any Subscription Plan, whether monthly or annual.

Cancellation Request means a written request to cancel a Subscription submitted in accordance with Section 4 of this policy.

Processing Time means the period between submission of a Cancellation Request and our written confirmation of cancellation (up to seven working days).

Auto-Renewal / Renewal Payment means the automatic periodic charge applied to maintain an active Subscription Plan. All Subscription Plans auto-renew by default.

Subscription Creation Date means the date on which your Subscription Plan was first created and the initial transaction payment was made.

Existing Subscription Plan Upgrades (Boosts) / Top-Ups means payments made to increase the limits of an existing paid Subscription Plan.

Early Termination Fee (ETF) means the charge levied where a Customer terminates or purports to terminate a Subscription Plan without serving the full 60-day Notice Period, as further described in Section 5.

Overdue Amount means any Subscription Fee, ETF, admin fee, late payment charge or other sum due to Us that remains unpaid after its due date.

Debt Collection Agency means a third-party debt recovery or collections firm appointed by Us to recover Overdue Amounts on Our behalf.

Payment Integrations means the third-party online payment providers that Cheqdin integrates with to enable childcare providers and their customers to process payments through the platform, including, but not limited to, Stripe, Stripe Connect, PayPal, GoCardless, Apple Pay and Google Pay.

Platform Fee means the fee charged by Cheqdin on payments processed through the Payment Integrations, to maintain and support the ongoing operation of those integrations. The Platform Fee is separate from, and in addition to, the fees charged by the Payment Integration provider and your Subscription Fees.

Resubscribe means the ability to reinstate a previously cancelled Subscription account, subject to account eligibility at the time of request.

3. Subscription Plans, Access and Auto-Renewal

3.1 Cheqdin offers monthly and annual Subscription Plans. Annual plans are available at a discounted rate compared to monthly plans.

3.2 When you purchase a Subscription Plan, you enter into a binding recurring billing contract. Your payment method will be charged automatically at the end of each billing cycle until the Subscription is validly cancelled in accordance with this policy.

3.3 All Subscription Plans auto-renew by default. It is your responsibility to submit a valid Cancellation Request in sufficient time to serve the full 60-day Notice Period before a renewal date if you do not wish to be charged for the next billing cycle.

3.4 If you are an Enterprise Solutions customer, your subscription, software development agreement and access to the Service are governed by a Statement of Work (SOW) and Enterprise Solutions contract entered into separately. Please see Section 9 (Enterprise Customers) for further terms.

4. How to Submit a Cancellation Request

To exercise your right of cancellation, you must notify Us in writing by one of the following methods:

• Online Account: Via 'My Account' > 'Subscriptions' on the web portal (preferred method).
• Email: support@cheqdin.com
• Online Form: https://cheqdin.com/contact-us/
• Telephone: +44 333 987 4252 (verbal requests alone are not valid; written confirmation is required)
• Post: Cheqdin Childcare Software, C/o Databotix Limited, The Capitol Building, 431 Union Street, AB11 6DA, United Kingdom

5. Cancellation Policy, Notice Period and Early Termination Fee

5.1 Notice Period — Monthly and Annual Plans

5.1.1 All Subscription Plans — whether monthly or annual — require a minimum of 60 calendar days' written notice to cancel. This obligation applies equally to monthly rolling contracts and fixed-term annual contracts.

5.1.2 The Notice Period commences on the date We confirm receipt and acceptance of your written Cancellation Request (the Notice Start Date). We will confirm the Notice Start Date and the date your Subscription will end in a written Cancellation Confirmation email sent to your registered email address.

5.1.3 Your Subscription and access to the Service will remain active throughout the 60-day Notice Period. Any Subscription Fees or auto-renewal payments falling due during the Notice Period will continue to be charged and are non-refundable.

5.1.4 Your Subscription will end on the last day of the Notice Period (the Subscription End Date). After this date, no further charges will be applied.

5.2 Early Termination Fee (ETF)

5.2.1 Where a Customer purports to terminate, ceases to use the Service, allows payment details to lapse, or otherwise acts in a manner inconsistent with the continuation of the Subscription without first serving the full 60-day Notice Period, an Early Termination Fee (ETF) shall become immediately due and payable.

5.2.2 The ETF shall be calculated as the equivalent of the Subscription Fees that would have been payable during the unserved portion of the 60-day Notice Period, calculated on a pro-rata daily basis based on the Customer's current Subscription Plan rate at the time of termination. For the avoidance of doubt:

• If a Customer provides zero days' notice, the ETF equals 60 days' equivalent Subscription Fees.
• If a Customer provides 30 days' notice, the ETF equals 30 days' equivalent Subscription Fees.
• If a Customer provides 45 days' notice, the ETF equals 15 days' equivalent Subscription Fees.

5.2.3 The parties acknowledge and agree that the ETF represents a genuine pre-estimate of the loss and administrative cost incurred by Cheqdin as a result of a Customer's failure to serve the required Notice Period, and protects Cheqdin's legitimate interest in the performance of the Subscription contract. It is not a penalty. It reflects, without limitation, the lost revenue, resource planning impact and administrative cost associated with early or unnotified termination.

5.2.4 The ETF will be invoiced to the Customer's registered billing email address. Payment of the ETF is due immediately upon issue of the invoice.

5.2.5 We reserve the right, at our sole discretion, to waive or reduce the ETF in exceptional circumstances. Any such waiver must be confirmed in writing by a Director or authorised representative of Cheqdin and shall not set a precedent for any future occasion.

5.2.6 The ETF is in addition to, and not in substitution of, any other amounts already due to Us, including any Subscription Fees outstanding at the time of termination.

5.3 Cancellation Process and Timelines

5.3.1 After you submit a valid written Cancellation Request, We will aim to process it within seven working days. Cancellation is not effective until We have confirmed it in writing. Submitting a request alone does not constitute cancellation.

5.3.2 Our support team may contact you following receipt of your Cancellation Request to discuss any concerns and attempt resolution. If We are unable to reach you after three reasonable attempts within seven working days, We will proceed with processing the cancellation.

5.3.3 You will receive a Cancellation Confirmation email confirming the Notice Start Date and Subscription End Date.

5.3.4 After the Subscription End Date, your account data will be deleted from Our systems in due course. You are solely responsible for exporting or backing up any data you require before the Subscription End Date.

5.3.5 After cancellation, any dedicated or priority support services (including phone support) will cease from the date the Cancellation Request is submitted.

5.3.6 We reserve the right, at our sole discretion and without liability, to cancel your access to the Service immediately and without prior notice if you are in breach of our Terms of Use, EULA, Acceptable Use Policy or Privacy Policy; if you created your account using false, incomplete or fake details; or if you have failed to pay Subscription Fees as they fall due.

6. Refunds

6.1 Cooling-Off Period

6.1.1 You are entitled to cancel your Subscription and request a refund within 14 calendar days of your Subscription Creation Date (the Cooling-Off Period), subject to the eligibility conditions set out in Section 6.3.

6.1.2 Any refund issued during the Cooling-Off Period will be calculated on a pro-rata basis and reduced by any non-refundable payment processing fees (charged by Stripe), Platform Fees, service charges or administrative costs incurred by Us.

6.1.3 The Cooling-Off Period applies to the initial Subscription Creation payment only. Renewal payments, upgrade payments, top-up payments and add-ons carry no Cooling-Off Period and are non-refundable.

6.2 No Refunds After the Cooling-Off Period

6.2.1 No refunds will be provided after the 14-day Cooling-Off Period has expired.

6.2.2 No refunds will be provided for any Renewal Payment, top-up, boost or Existing Subscription Plan Upgrade, whether monthly or annual.

6.2.3 No refunds will be provided for any Subscription Fees charged during a Notice Period.

6.3 Conditions for Refund Eligibility

To be eligible for a refund within the Cooling-Off Period, all of the following conditions must be met:

• The Subscription was purchased within the last 14 calendar days and it was your Subscription Creation payment.
• You have proof of purchase (payment receipt).
• You have not used the Service or its modules (including the web portal and mobile applications).
• You or anyone in your organisation has not attended or consumed any one-to-one training or onboarding sessions.
• You have not used any dedicated phone, email or live-chat support for your account.
• You have not added any data to the platform.

The following are excluded from refunds in all circumstances:

• Subscription Plans where the Cooling-Off Period has expired.
• Any renewal, upgrade, top-up or add-on payment.
• Free, free trial or freemium plan accounts (no charge is levied).
• Subscriptions purchased using promotional, discount or offer codes.
• Any payment processing fees, Platform Fees, Early Termination Fees, admin fees or late payment charges.

6.4 Refund Process and Timelines

6.4.1 To request a refund, contact Us via support@cheqdin.com or through any method listed in Section 4. We review all refund requests on a case-by-case basis and aim to respond within seven business days.

6.4.2 Refunds can take 25–30 business days to appear on your original payment method once initiated. Refunds will only be issued to the original payment method used for the purchase.

6.4.3 We reserve the right to refuse any refund request that does not meet the eligibility conditions set out in this policy. This does not affect your statutory rights.

7. Overdue Payments, Debt Recovery and Debt Collection

7.1 Overdue Amounts and Interest

7.1.1 All Subscription Fees, Early Termination Fees, admin fees and other charges due under this policy are payable on the due date specified in the relevant invoice or as otherwise set out herein.

7.1.2 If any amount remains unpaid after its due date (Overdue Amount), it will be treated as a debt owed to Cheqdin. Interest may be charged on Overdue Amounts at a rate of 8% per annum above the Bank of England base rate, calculated on a daily basis from the due date until the date of actual payment, in accordance with the Late Payment of Commercial Debts (Interest) Act 1998 where applicable.

7.1.3 We reserve the right to suspend or terminate access to the Service immediately, without further notice, where any Overdue Amount remains unpaid.

7.2 Consequences of Non-Payment of Notice Period Obligations

7.2.1 Where a Customer fails to make payment in respect of:

• Subscription Fees due during the 60-day Notice Period;
• An Early Termination Fee (ETF) issued under Section 5.2;
• Any auto-renewal payment that falls due and is not paid;
• Any admin fee, late payment charge or other amount due under this policy,

…the full outstanding balance shall immediately become due and payable as a debt owed to Cheqdin.

7.2.2 We reserve the right, at our sole discretion and following reasonable written notice to the Customer, to refer any Overdue Amount to a third-party debt collection agency for recovery on our behalf. The Customer acknowledges and agrees that any reasonable costs incurred by Us in instructing a debt collection agency (including but not limited to commission, legal fees and collection costs) may be added to the outstanding balance and shall be recoverable from the Customer.

7.2.3 Referral to a debt collection agency may adversely affect the Customer's credit profile. We accept no liability for any such consequence arising from the Customer's failure to pay amounts due under this policy.

7.2.4 We further reserve the right to pursue recovery of Overdue Amounts through legal proceedings in the courts of England and Wales, where applicable, without prejudice to any other right or remedy available to Us.

7.3 Late Payment Admin Fee

7.3.1 For repeat late payments or failed auto-renewal payments of more than two instances within any 12-month period, We reserve the right to charge an administration fee of 2% of the invoice value, or £10.00 (UK customers) / US$15.00 (international customers), whichever is higher, at our sole discretion.

7.3.2 This administration fee is in addition to any other amounts due and is not a substitute for payment of the outstanding Subscription Fees or ETF.

8. Subscription Plan Terms, Pricing and Payments

8.1 Payment Obligations

8.1.1 When you purchase a Subscription Plan, you agree to pay the applicable Subscription Fee (including taxes) as displayed on the Order Summary page at the time of purchase.

8.1.2 Recurring Subscription Fees are due immediately on the invoice or renewal date. Failure to pay on the due date may result in suspension of the Service and the application of a late payment admin fee.

8.1.3 We accept online debit or credit card payments only, unless otherwise agreed in writing. We may at our discretion apply an admin charge for payments made by bank transfer (BACS).

8.1.4 It is the Customer's responsibility to keep payment details up to date. Failure to do so resulting in a missed payment does not constitute a valid cancellation of the Subscription.

8.2 Account Downgrades

8.2.1 Downgrades from a higher-tier plan to a lower-tier plan are not permitted by default and are subject to Cheqdin's prior written approval on a case-by-case basis.

8.2.2 A minimum of 60 calendar days' written notice prior to the renewal date is required for any approved downgrade request.

8.2.3 An administration fee of £50 (fifty pounds sterling) applies to all approved downgrade requests. This fee is non-refundable and payable in advance.

8.3 Switching from Annual to Monthly Plans

8.3.1 Switching from an annual plan to a monthly plan is not permitted by default and requires prior written approval from Cheqdin.

8.3.2 A minimum of 90 calendar days' written notice prior to the renewal date is required. Such notice must be acknowledged in writing by Cheqdin to take effect.

8.4 Pricing Changes

8.4.1 We may change Subscription pricing at our sole discretion, with not less than 30 days' written notice before the start of the new billing period. If you do not accept the new pricing, you must submit a valid Cancellation Request and serve the applicable Notice Period.

8.5 Promotional Discounts

8.5.1 Promotional offer codes and discount vouchers apply to the initial billing cycle only and do not carry forward to subsequent renewals. At the end of a promotional period, your Subscription will auto-renew at the full standard rate.

8.5.2 Subscriptions purchased using promotional or discounted pricing are not eligible for a refund under any circumstances.

8.6 Integrations, Payments, Processing and Platform Fees

8.6.1 Cheqdin integrates with a number of third-party online payment providers to enable childcare providers and their customers to process payments through the platform. These providers currently include, but are not limited to, Stripe, Stripe Connect, PayPal, GoCardless, Apple Pay and Google Pay (collectively, the "Payment Integrations").

8.6.2 Any payments processed or handled through a Payment Integration will be subject to the standard transaction and processing fees of the respective provider, which are separate from and in addition to your Cheqdin Subscription Fees. Cheqdin has no control over, and accepts no liability in respect of, the fees charged by any Payment Integration provider.

8.6.3 Where a Customer or Childcare Provider registers as a merchant with any Payment Integration provider, that relationship is governed solely by the terms and conditions of the respective provider. You are solely responsible for reviewing and complying with the applicable terms, conditions and pricing of any Payment Integration you choose to use. For further information, please refer directly to the relevant provider's product pricing and terms and conditions.

8.6.4 In addition to the fees charged by the relevant Payment Integration provider, Cheqdin charges a Platform Fee on payments processed through the Payment Integrations. This Platform Fee is charged to maintain and support the ongoing operation of these integrations, including the development and deployment of frequent API updates, monitoring and maintenance of the integration, and the handling of payment-processor-related support tickets, queries and troubleshooting. The Platform Fee is separate from, and in addition to, the standard transaction and processing fees charged by the Payment Integration provider and your Cheqdin Subscription Fees. Details of the applicable Platform Fee are made available on our pricing page and associated FAQs, and may be updated from time to time in accordance with this policy.

9. Enterprise Customers

9.1 If you are an Enterprise Solutions customer, your subscription plan and access to our services are governed by the Statement of Work (SOW) and Enterprise Solutions contract entered into separately. The terms of those agreements shall take precedence over this policy to the extent of any conflict.

9.2 Non-refundable enterprise subscriptions: All Enterprise account subscription fees are non-refundable. Due to the considerable bespoke work, dedicated onboarding, configuration and resource allocation undertaken by us in connection with Enterprise accounts, Enterprise subscription fees — whether monthly or annual — shall not be eligible for a refund under any circumstances, including within the standard 14-day Cooling-Off Period that applies to non-Enterprise subscriptions.

9.3 Custom development fees: Any custom development or bespoke software development work carried out by us for Enterprise customers is charged as a one-off, non-recurring payment unless otherwise expressly agreed in writing in the applicable Statement of Work (SOW) or Enterprise Solutions agreement. Custom development fees are non-refundable under any circumstances, given the significant bespoke effort, time and resources expended by us in delivering such work.

9.4 Subscriptions and custom development are independent: Subscription plan fees and custom development fees are entirely separate and independent charges. Payment of a subscription plan does not entitle you to any custom development work, and payment of custom development fees does not reduce, offset or substitute any subscription fees due. All subscription plans — whether monthly or annual — are recurring charges that will continue to auto-renew in accordance with your billing cycle until cancelled in accordance with Sections 4 and 5 of this policy.

10. General

10.1 Governing Law: This policy and any disputes arising from it shall be governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction over any claims or disputes arising from this policy. If you are a consumer, this does not affect your statutory rights or any mandatory protections available to you under the law of the part of the United Kingdom in which you reside.

10.2 Severability: If any provision of this policy is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be limited or eliminated to the minimum extent necessary so that the remainder of this policy remains in full force and effect.

10.3 Waiver: Failure by Us to enforce any provision of this policy at any time shall not be construed as a waiver of Our right to do so in the future.

10.4 Entire Agreement: This policy, together with Our Terms of Use, EULA, Acceptable Use Policy, Privacy Policy, Data Processing Agreement and Cookies Policy, constitutes the entire agreement between You and Us in relation to your Subscription.

10.5 Amendments: We reserve the right to amend this policy at any time. We will provide at least 30 days' written notice of any material changes. Continued use of the Service following such notice constitutes your acceptance of the amended policy.

10.6 Legal Advice: Nothing in this policy constitutes legal advice. Customers are encouraged to seek independent legal advice in relation to their obligations under this policy.

11. Contact Us

If you have any questions about this policy or your Subscription, please contact our support team:

• Email: support@cheqdin.com
• Online: https://cheqdin.com/contact-us/
• Phone: +44 333 987 4252
• Post: Cheqdin Childcare Software, C/o Databotix Limited, The Capitol Building, 431 Union Street, AB11 6DA, United Kingdom

Databotix Limited, trading as Cheqdin Childcare Software
The Capitol Building, 431 Union Street, AB11 6DA, United Kingdom | Company No. SC545249
Tel: +44 333 987 4252 | Email: support@cheqdin.com | Web: https://cheqdin.com

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