Cancellation Policy

1. Overview

This Cancellation Policy applies to subscriptions and services purchased from ConvoPal AI LLC (“ConvoPal AI,” “ConvoPal,” “we,” “us,” or “our”).

ConvoPal AI provides managed, configured, and white-labeled access to artificial-intelligence, communications, customer-management, website-chat, scheduling, and automation services powered in whole or in part by third-party platform and service providers.

This Cancellation Policy is incorporated into our Terms of Service and any applicable order form, proposal, service agreement, or checkout page.

2. Monthly and Annual Subscriptions

Unless an order form or signed service agreement expressly states otherwise, ConvoPal AI subscriptions:

• Are billed monthly or annually in advance, according to the billing term selected at checkout or stated in the applicable order form;
• Automatically renew for another period matching the selected billing term;
• Continue until canceled; and
• May be canceled at any time without an early-cancellation fee.

A monthly subscription covers one monthly billing period at a time. An annual subscription covers one annual billing period at a time.

3. Cancel Anytime

Customers may submit a cancellation request at any time.

Cancellation will take effect at the end of the customer’s current paid billing period. The customer may continue using the Services through that date, provided the account remains in good standing.

The customer will not be charged the recurring subscription fee for the following billing period if ConvoPal AI receives the cancellation request before the next renewal payment is processed.

No 30-day advance notice is required for an ordinary month-to-month subscription.

4. Billing Period Versus Calendar Month

A “billing period” means the monthly or annual period beginning on the customer’s recurring billing date, depending on the selected billing term. It does not necessarily follow a calendar month or calendar year.

For example, if a subscription renews on the 12th of each month:

• A customer who cancels on July 20 may continue using the Services through August 11;
• The customer will not be charged the monthly subscription fee on August 12; and
• The payment already made on July 12 will not be prorated or refunded.

5. Cancellations Submitted on or After the Renewal Date

Cancellation requests must be received before the next renewal payment is processed to prevent that renewal charge.

If a customer submits a cancellation request after the renewal payment has already been processed:

• The newly paid billing period will be treated as the customer’s current billing period;
• The renewal payment will not be refunded or prorated;
• Services will remain available through the end of that paid billing period; and
• The subscription will not renew again after that period.

ConvoPal AI is not responsible for cancellation requests that are incomplete, sent to an incorrect address, or submitted after the renewal payment has been processed.

6. How to Cancel

Customers may cancel by emailing:

abigail@convopalai.com

The email should include:

• The customer’s legal business name;
• The account holder’s name;
• The email address associated with the account; and
• A clear statement that the customer wants to cancel the subscription.

Suggested subject line:

Cancellation Request — [Business Name]

ConvoPal AI may request reasonable information to confirm the requester is authorized to cancel the business account.

The timing of cancellation will be based on when ConvoPal AI receives a complete and verifiable cancellation request, not when ConvoPal AI responds to the request.

ConvoPal AI will provide written confirmation of the cancellation and the final date of service.

7. No Prorated Refunds

Except where required by applicable law or expressly stated in a signed agreement, ConvoPal AI does not provide refunds or credits for:

• Partial billing periods;
• Unused days remaining in a billing period;
• Unused subscription features;
• Unused included minutes, messages, credits, or allowances;
• A customer’s failure to use the Services;
• A customer’s decision to stop using the Services before the billing period ends;
• Temporary service interruptions;
• Customer configuration decisions; or
• Customer dissatisfaction that does not result from a verified billing error.

Cancellation prevents future renewal charges. It does not reverse charges for a billing period that has already begun.

8. Setup and Implementation Fees

The one-time setup fee displayed for the selected plan covers the applicable onboarding, configuration, implementation, customization, and training work. It is nonrefundable once that work has begun.

Cancellation of a monthly or annual subscription does not create a right to a refund of the disclosed setup fee.

9. No Usage or Third-Party Fees

ConvoPal AI does not charge separate usage, overage, wallet, carrier, telecommunications, or third-party provider fees. Customers pay only the subscription price and one-time setup fee displayed for the selected plan or expressly stated in the applicable order form or checkout page, plus applicable taxes.

Cancellation will not result in delayed usage or third-party provider charges.

10. Free Trials

When ConvoPal AI offers a free trial, the trial length, included Services, post-trial subscription price, and billing date will be disclosed at signup.

A customer must cancel before the free trial expires to avoid the first subscription charge.

Unless otherwise stated:

• Cancellation during the trial prevents conversion to a paid subscription;
• The customer’s access may end when the trial expires;
• The trial automatically converts to the disclosed monthly or annual subscription when the trial ends if it has not been canceled; and
• Once the first subscription payment is processed, that payment is nonrefundable except where required by law or where ConvoPal AI confirms a duplicate or erroneous charge.

11. Account Access After Cancellation

When cancellation becomes effective:

• The customer’s account and access to the Services may be disabled;
• AI voice agents and chatbots may stop responding;
• Automations and workflows may stop running;
• Forms, calendars, websites, funnels, and integrations may stop functioning;
• Telephone numbers and messaging services may be disconnected;
• Scheduled messages may not be sent;
• Third-party integrations may be disconnected; and
• Customer data may become inaccessible.

The customer is responsible for exporting any records, contacts, conversations, appointments, reports, files, or other information it wishes to retain before the effective cancellation date.

ConvoPal AI does not guarantee that information will remain available after cancellation. Data retention and deletion are governed by the Terms of Service, Privacy Policy, applicable provider procedures, and applicable law.

12. Telephone Numbers, Domains, and Transfers

Cancellation does not automatically transfer telephone numbers, domains, websites, integrations, or other platform assets to the customer or another provider.

A customer who wants to request a telephone-number port, domain transfer, data export, or other transfer must contact ConvoPal AI before the effective cancellation date.

Transfers may be subject to:

• Verification of account ownership;
• Payment of all outstanding balances;
• Third-party provider or carrier procedures;
• Processing periods;
• Technical limitations.

ConvoPal AI does not guarantee that every number, domain, integration, configuration, workflow, template, or other platform asset can be transferred.

13. Outstanding Balances

Cancellation does not waive or eliminate:

• Past-due disclosed subscription fees;
• The disclosed setup fee;
• Applicable taxes; or
• Valid chargebacks relating to those disclosed amounts.

ConvoPal AI will not add delayed usage, overage, wallet, carrier, or third-party provider charges after cancellation.

14. Immediate Deactivation Requests

A customer may ask ConvoPal AI to deactivate the Services before the end of the current paid billing period.

An early deactivation request does not create a right to a refund or prorated credit. The customer remains responsible only for the disclosed subscription price for the current paid billing period.

ConvoPal AI may require written confirmation before immediately disabling services because deactivation may interrupt calls, messages, appointments, workflows, websites, chatbots, or other business operations.

15. Cancellation of Individual Features

Disabling or canceling one feature does not necessarily cancel the customer’s entire ConvoPal AI subscription.

Customers must clearly identify whether they are canceling:

• The entire account;
• A particular location or subaccount;
• An AI receptionist;
• A chatbot;
• A telephone number;
• Another individual Service.

Unless the entire subscription is expressly canceled, the remaining Services will continue under the existing disclosed subscription price.

16. Suspension or Termination for Customer Conduct

ConvoPal AI may suspend or terminate Services in accordance with its Terms of Service, including for nonpayment, unlawful activity, misuse, security risks, excessive usage, or violations of applicable platform requirements.

A suspension or termination caused by the customer’s breach, nonpayment, misuse, or unlawful conduct does not entitle the customer to a refund.

17. Service Discontinuation by ConvoPal AI

ConvoPal AI may modify, replace, suspend, or discontinue a Service when reasonably necessary because of:

• A change by an underlying platform provider;
• Loss or restriction of an underlying integration;
• A carrier or communications-provider decision;
• A legal or regulatory requirement;
• A security concern;
• A technical limitation; or
• Discontinuation of an essential third-party service.

When ConvoPal AI permanently terminates a prepaid Service before the end of the monthly or annual billing period for reasons not caused by the customer, the customer’s sole monetary remedy will be a prorated refund of the unused portion of the affected recurring subscription fee.

That refund does not include the disclosed setup fee or completed work.

18. Reactivation

A customer who later wants to reactivate canceled Services may be required to:

• Enter into a new agreement;
• Accept current pricing and policies;
• Pay the setup fee displayed for the newly selected plan, if applicable;
• Complete onboarding again;
• Obtain new telephone numbers or domains; and
• Reconfigure integrations, AI agents, workflows, calendars, or other Services.

ConvoPal AI does not guarantee that previous pricing, data, configurations, telephone numbers, features, or integrations will remain available.

19. Conflicting Agreements

If this Cancellation Policy conflicts with a signed Master Services Agreement or order form, the signed agreement will control regarding the conflicting subject.

This Cancellation Policy should be read together with the ConvoPal AI:

• Terms of Service;
• Privacy Policy;
• AI Disclosure Policy;
• Acceptable Use Policy; and
• Applicable order form or service agreement.

20. Changes to This Policy

ConvoPal AI may update this Cancellation Policy prospectively to reflect changes in its Services, billing practices, platform providers, or legal requirements.

Material changes will be communicated through the website, email, customer account, or another reasonable method.

Changes will not retroactively create charges for a period that was properly canceled under the policy in effect when the cancellation request was received.

21. Contact

Questions or cancellation requests may be sent to:

ConvoPal AI LLC
455 Market St, Ste 1940, Num 617602
San Francisco, CA 94105
Phone: 916-403-3090
Email: abigail@convopalai.com