This Payment Processing Policy (“Policy”) explains how Detail Companion (“we,” “us,” or “our”) handles payments, refunds, cancellations, and disputes. This Policy applies to:
Subscription Payments: Fees you pay to us for the use of the Detail Companion software.
Payment Processing Services: The features that allow you to collect payments from your customers (“End Users”).
By registering for an account or using our payment features, you agree to be bound by this Policy.
1. Accepted Payment Methods
Detail Companion accepts the following payment methods for Subscription fees:
Credit/Debit Cards: Visa, MasterCard, American Express, and Discover.
Digital Wallets: Apple Pay and Google Pay (where applicable).
Note: We do not accept cash, personal checks, or money orders for software subscription payments. We do not store full credit card numbers on our servers; all payment data is securely tokenized and stored by our third-party payment processors (Stripe or Quickbooks).
2. Subscription Billing
A. Billing Cycle
Your subscription begins as soon as your initial payment is processed. You will be charged the rate stated at the time of purchase, plus applicable taxes.
Monthly Plans: Billed on the same day each month (e.g., if you subscribe on Jan 15th, you are billed Feb 15th).
Annual Plans: Billed once every 12 months.
B. Automatic Renewal
To ensure uninterrupted service, all subscriptions automatically renew. By signing up, you authorize us to charge your payment method on file for the renewal period at the then-current rate until you cancel.
C. Failed Payments & Suspension
If a subscription payment fails (e.g., expired card, insufficient funds):
Retries: We will attempt to process the charge multiple times over a period of 7 days.
Suspension: If payment is not successfully captured within 7 days of the due date, your account will be automatically suspended. You will lose access to the App and Website until the balance is paid.
Termination: If an account remains suspended for 30 days, we reserve the right to terminate the account and delete your data.
3. Cancellations
A. How to Cancel
You may cancel your subscription at any time through the "Billing & Subscription" section in your Account Settings. Emailing customer support does not constitute a valid cancellation request unless confirmed by a support agent.
B. Effect of Cancellation
Access: Your access to the Service will continue until the end of your current paid billing cycle.
No Future Charges: Once cancelled, you will not be charged for the subsequent billing cycle.
Data: As per our Privacy Policy, your data may be retained for 30 days post-cancellation, after which it may be permanently deleted.
4. Refund Policy
All fees paid to Detail Companion are non-refundable.
No Partial Refunds: We do not provide refunds or credits for partial months of service, upgrade/downgrade adjustments, or unused time with an open account.
Annual Plans: If you cancel an annual plan early, you will retain access for the remainder of the year, but no prorated refund will be issued.
Exceptions: Exceptions to this policy are made rarely and solely at the discretion of Detail Companion (e.g., in the event of a proven billing error on our part).
5. Payment Processing (Collecting Payments from Your Customers)
Detail Companion integrates with Third-Party Payment Processors (e.g., Stripe and Quickbooks) to allow you to invoice and collect payments from your clients.
A. Your Role vs. Our Role
Detail Companion: We provide the interface (software) to generate invoices and initiate charges. We are not a bank.
The Processor: The Third-Party Processor handles the actual movement of funds. By using these features, you agree to the Processor’s Connected Account Agreement (e.g., Stripe Services Agreement).
B. Transaction Fees
In addition to your Detail Companion subscription, you agree to pay Transaction Fees on every payment you collect from your clients.
Current rates are listed in your dashboard (typically ranging from 2.6% to 3.5% + fixed cents per transaction, depending on card type and entry method).
These fees are deducted automatically from the transaction amount before the funds are deposited into your bank account.
C. Payouts
Payouts to your bank account are subject to the schedule of the Third-Party Processor (typically a rolling 2-day window). Detail Companion cannot accelerate payouts or release holds placed by the Processor.
6. Disputes and Chargebacks
If one of your customers disputes a charge (files a "Chargeback") with their bank:
Liability: You are solely responsible for all Chargebacks. Detail Companion is not liable for disputes between you and your customers.
Funds Held: The disputed amount is immediately withdrawn from your account balance by the Processor.
Dispute Fees: A non-refundable dispute fee (typically $15.00 - $25.00) will be charged to you by the Processor.
Evidence: Detail Companion provides tools to help you submit evidence (e.g., signed invoices, before/after photos) to fight the dispute, but the decision is made solely by the customer's bank. We cannot guarantee you will win the dispute.
Excessive Disputes: If your account incurs excessive chargebacks (typically exceeding 1%), Detail Companion or the Processor reserves the right to suspend your payment processing privileges or hold funds in a Reserve Account to cover future liabilities.
7. Free Trials and Promotions
A. Free Trials
If you sign up for a Free Trial:
You may be required to enter payment information to activate the trial.
Automatic Conversion: If you do not cancel before the trial expires, you will automatically be charged for the subscription plan you selected.
One Per Customer: Free trials are limited to one per business entity.
B. Promo Codes
Promotional codes are non-transferable and have no cash value. They cannot be applied retroactively to past payments. We reserve the right to revoke a promotion if we suspect abuse.
8. Currency and Taxes
A. Currency
The base currency for Detail Companion is US Dollars (USD). If you are located outside the US, your bank may charge currency conversion fees.
B. Sales Tax on Your Services
You are responsible for configuring the tax settings within Detail Companion to collect the correct amount of sales tax from your customers based on your local laws. Detail Companion is not responsible for your failure to collect or remit taxes to your local government.
C. Sales Tax on Software Subscription
Detail Companion will calculate and collect sales tax on your monthly software subscription fee where required by law (based on your billing address).
9. Hardware (Card Readers)
If you purchase hardware from us (e.g., Bluetooth card readers):
Shipping: Hardware is shipped via standard ground carriers.
Returns: Hardware may be returned within 30 days of receipt if unopened and in original packaging. A restocking fee may apply. Defective hardware is subject to the manufacturer's warranty.
10. Contact for Billing Issues
If you believe you have been billed in error or have questions regarding this policy, please contact our Billing Department immediately.
Detail Companion Billing Support
Email: billing@detailcompanion.com
Support Hours: Mon-Fri, 9:00 AM - 5:00 PM PST