Refund Policy

1. General refund policy

WorkPhelo is a subscription-based software service. Subscription fees are generally non-refundable once a subscription period has commenced, except in the circumstances specifically described in this Refund Policy or where a refund is required by applicable law.

Before purchasing a subscription, Customers should review the available features, pricing, subscription period, and applicable usage limits.

2. Free trials

Where WorkPhelo offers a free trial:

• No payment is required during the free trial unless otherwise stated.
• Customers may cancel the trial at any time before it ends.
• Free trials are provided for evaluation purposes.
• A free trial does not guarantee eligibility for another free trial in the future.
• Datrix may limit or withdraw free trial offers at its discretion.

If a paid subscription begins after a free trial, the applicable paid subscription terms will apply.

3. Monthly subscriptions

For monthly subscriptions:

• Subscription fees are charged for the selected billing period.
• Customers may cancel their subscription at any time.
• Cancellation normally takes effect at the end of the current paid billing period.
• The Customer will generally continue to have access to the subscribed services until the end of the paid period.
• No partial or pro-rated refund will normally be provided for unused days within a billing period.

4. Annual subscriptions

For annual subscriptions:

• Annual subscription fees are generally non-refundable once the subscription has commenced.
• Customers may cancel automatic renewal at any time before the next renewal date.
• Cancellation will normally prevent the next annual charge but will not automatically result in a refund for the current annual subscription period.

Exceptions may be considered where specifically approved by Datrix or required by applicable law.

5. Duplicate payments

If a Customer is accidentally charged more than once for the same subscription or transaction, the Customer may contact Datrix for review.

Where Datrix confirms that a duplicate payment occurred, the duplicate amount may be refunded to the original payment method.

The Customer may be required to provide transaction information to assist with verification.

6. Unauthorised transactions

If a Customer believes that an unauthorised transaction has been made using their account, they should notify Datrix as soon as possible.

Datrix may investigate the transaction and may request information necessary to determine whether the transaction was authorised.

Where appropriate, Datrix may issue a refund following completion of its investigation.

Customers remain responsible for maintaining the security of their account credentials and payment information.

7. Service-related refunds

If WorkPhelo experiences a significant service interruption caused by an issue within Datrix’s reasonable control, Datrix may, at its discretion, provide:

• A service credit;
• An extension of the subscription period;
• A partial refund; or
• Another appropriate remedy.

Any such remedy will depend on the nature, duration, and impact of the service interruption.

Routine maintenance, scheduled downtime, third-party outages, internet failures, force majeure events, or interruptions caused by the Customer may not qualify for a refund.

8. Technical issues

A technical problem does not automatically entitle a Customer to a refund.

Customers experiencing technical problems should first contact WorkPhelo support so that Datrix can investigate and attempt to resolve the issue.

Where the problem is caused by WorkPhelo and cannot reasonably be resolved within an appropriate period, Datrix may consider an appropriate remedy.

9. Cancellation due to customer error

Refunds will generally not be provided where a Customer:

• Selects the wrong subscription plan;
• Purchases more User accounts than required;
• Fails to cancel before an automatic renewal;
• Does not use the Service;
• Fails to configure the system correctly;
• Loses access because of incorrect login credentials; or
• Simply changes its mind after purchasing the Service.

Customers are responsible for reviewing their subscription and billing information before completing a purchase.

10. Subscription upgrades and downgrades

If a Customer upgrades a subscription, the applicable pricing and billing adjustments will be communicated during the upgrade process.

Where a downgrade occurs:

• The downgrade may take effect at the next billing cycle;
• Previously paid subscription fees will generally not be refunded;
• Features or User limits may change after the downgrade becomes effective.

11. Termination for violation of terms

If Datrix suspends or terminates an account because the Customer has violated the WorkPhelo Terms of Service, engaged in fraudulent activity, or used the platform unlawfully, the Customer will generally not be entitled to a refund for the remaining subscription period.

This does not affect any rights the Customer may have under applicable law.

12. Refunds for prepaid services

Certain services may involve separate implementation, onboarding, configuration, customisation, training, integration, consulting, or development fees.

Such fees may be subject to separate commercial terms.

Unless otherwise agreed in writing, payments for services that have already been performed or commenced are generally non-refundable.

13. Payment processing fees

Where a refund is approved, Datrix may, where permitted by law and disclosed at the time of purchase, deduct non-recoverable payment processing or transaction fees from the refund.

14. How to request a refund

To request a refund, the Customer should contact WorkPhelo support using the official contact details provided by Datrix.

The request should include:

• Customer or organisation name;
• WorkPhelo account email;
• Subscription plan;
• Transaction or invoice number;
• Date of payment;
• Amount paid;
• Reason for the refund request; and
• Any supporting information relevant to the request.

Datrix may request additional information before making a decision.

15. Refund review process

Datrix will review refund requests on a case-by-case basis where an exception is permitted under this Policy.

The review may consider:

• The reason for the request;
• The subscription type;
• How long the Service has been used;
• Whether the Customer has accessed or used the Service;
• Whether the issue was caused by Datrix or the Customer;
• Payment and transaction records;
• Previous refund requests; and
• Applicable law.

Submitting a refund request does not guarantee that a refund will be approved.

16. Approved refunds

Where a refund is approved, Datrix will generally process the refund using the original payment method.

The time required for the funds to appear in the Customer’s account may depend on the payment provider, bank, card issuer, or other financial institution.

Datrix is not responsible for delays caused by third-party payment providers or financial institutions.

17. Automatic renewals

Customers are responsible for cancelling their subscriptions before the renewal date if they do not wish to continue using WorkPhelo.

A subscription that automatically renews will generally not qualify for a refund solely because the Customer forgot to cancel it.

Where exceptional circumstances exist, Datrix may review the request at its discretion.

18. Data after refund or cancellation

A refund or cancellation does not automatically result in immediate deletion of Customer Data.

Customer Data may be retained for a limited period in accordance with the WorkPhelo Terms of Service, Privacy Policy, applicable data protection requirements, and Datrix’s data retention procedures.

Customers should export any required business information before their subscription ends.

19. Chargebacks

Customers are encouraged to contact Datrix before initiating a payment dispute or chargeback.

If a Customer initiates a chargeback without first contacting Datrix, Datrix may investigate the transaction and provide relevant subscription, payment, and usage records to the payment provider or financial institution.

Fraudulent or abusive chargebacks may result in suspension or termination of the associated WorkPhelo account.

20. Changes to this Refund Policy

Datrix may update this Refund Policy from time to time.

Any material changes will be communicated through WorkPhelo, the WorkPhelo website, email, or another appropriate communication method.

The updated policy will apply to transactions made after its effective date unless otherwise required by law.

21. Applicable law

This Refund Policy shall be governed by the laws of the Republic of Ghana.

Nothing in this Policy is intended to limit any rights or remedies that cannot legally be excluded or restricted under applicable law.

22. Contact information

For refund requests or questions concerning this Policy:

• Datrix Tech Solutions Limited
• Product: WorkPhelo
• Website: https://workphelo.com
• Privacy Email: info@workphelo.com
• Support Email: support@workphelo.com
• Telephone: 0509753133
• Address: No. 8 ARS Avenue Ogbojo-East legon

Customer acknowledgement

By purchasing a WorkPhelo subscription, the Customer acknowledges that it has read and accepted this Refund Policy and understands that subscription payments are generally non-refundable except where an exception applies.