Refund & Cancellation Policy 

 

Effective Date: 18 Aug 2025
Last Updated: 15 Nov 2025

This Refund & Cancellation Policy explains how clinics, hospitals, and healthcare organizations (“customers”, “you”) may cancel their Doxmate subscription and request refunds.
Doxmate is operated by Brainox Tech (“we”, “our”, “us”).

By using Doxmate, you agree to the terms in this policy.

1. Subscription Cancellation

Customers may cancel their Doxmate subscription at any time by:

  • Emailing support@doxmate.in
  • Using the subscription management settings (if available in your admin dashboard)
  • Contacting your dedicated account manager (for enterprise plans)

Cancellation will take effect at the end of the current billing cycle

(e.g., monthly or annual depending on your plan).

After cancellation:

  • Your clinic will retain full access to Doxmate until the billing period expires.
  • No further charges will apply after the period ends.

2. Refund Policy

A. Monthly Subscription Plans

Payments for monthly plans are non-refundable, as full platform access is provided instantly.

You may cancel at any time to avoid future charges.

B. Annual Subscription Plans

Annual subscription fees may be refunded within 14 days of the initial purchase or renewal if Doxmate has not been used in production for patient communication.

After 14 days, annual subscription payments become non-refundable.

C. Technical Issues

If a verified technical issue prevents your clinic from using Doxmate and:

  • The issue is caused by Doxmate (not WhatsApp, Meta, AWS, or network outages), and
  • Our support team is unable to resolve it

We may issue a partial or full refund at our discretion.

D. No Refunds For

Refunds will not be issued for:

  • Change of mind
  • Low usage or unused services
  • Incorrect setup by clinic staff
  • WhatsApp Cloud API outages or Meta restrictions
  • AWS hosting issues or internet outages
  • Misuse or violation of our Terms of Use
  • Account suspension due to prohibited activities

3. How to Request a Refund

To request a refund, email:

support@doxmate.in
Subject: Refund Request – [Clinic/Hospital Name]

Include:

  • Registered email address
  • Clinic/hospital name
  • Subscription plan
  • Reason for refund
  • Any supporting screenshots or issue details

Processing Timeline:

  • Review: 7–10 business days
  • Refund processing: 10–15 business days after approval
  • Refunds are issued only to the original payment method used during purchase.

4. Involuntary Cancellation & Suspension

Your subscription may be suspended or canceled if:

  • Payment attempts fail repeatedly
  • Meta restricts or disables your WhatsApp Business Account (WABA)
  • You violate the Acceptable Use Policy (AUP) or Terms of Use
  • Unauthorized or harmful activities are detected

Refunds are not provided in such cases.

5. Changes to this Policy

We may update this policy from time to time.
Any changes will be posted on this page with an updated “Last Updated” date.

Continued use of Doxmate after policy changes indicates acceptance of the updated terms.

6. Contact Us

For questions related to cancellations or refunds:

Doxmate (by Brainox Tech)
 Email: support@doxmate.in
 Billing queries: billing@brainoxtech.com
 Website: https://www.doxmate.in
 Brainox Tech: https://www.brainoxtech.com