Refund & Exchange Policy

Last updated: March 9, 2026

1. Nature of Service

Clinica AI is a software-as-a-service (SaaS) platform providing AI-powered voice receptionist and clinic management services to medical clinics. As a digital service, there is no physical product to exchange or return.

2. Setup Fee

The one-time setup fee covers initial configuration, voice agent customization, phone number provisioning, and onboarding. This fee is non-refundable once the setup process has begun, as it covers work already performed on the client's behalf.

3. Monthly Subscription Refunds

Refund eligibility for monthly subscription fees:

• Within the first 7 days of a new subscription — If you are a new client and are not satisfied with the service within the first 7 days of activation, you may request a full refund of that month's subscription fee.
• Service outage exceeding 48 hours — If the service experiences continuous downtime exceeding 48 hours due to issues on our end (not third-party providers), a pro-rata credit will be applied to the next billing cycle.
• Mid-month cancellation — Monthly fees are non-refundable for partial months. If you cancel mid-month, the service remains active until the end of the paid period.

4. How to Request a Refund

To request a refund, contact us with your clinic name and the reason for the request. Refund requests are processed within 7–14 business days.

• Email: clinica.ai@contact-clinicaai.com
• Phone: +20 100 698 2698

5. Payment Method

Refunds are issued to the original payment method used at the time of purchase. If the original payment method is unavailable, an alternative arrangement will be made in coordination with the client.

6. Plan Changes

Clients may upgrade or downgrade their subscription plan at any time. Upgrades take effect immediately with a pro-rata charge. Downgrades take effect at the start of the next billing cycle. No refund is issued for the difference when downgrading mid-cycle.

7. Disputes

If you believe a charge was made in error or have a billing dispute, please contact us before initiating a chargeback with your payment provider. We will work to resolve the issue promptly.

8. Contact Us

For refund requests or billing inquiries:

• Email: clinica.ai@contact-clinicaai.com
• Phone: +20 100 698 2698
• Address: Palm Hills, 6th of October, Green 4