Refund & Cancellation Policy

1. Free Starter Plan

• All new VScout accounts start on the free Starter plan, which has no expiration date
• No credit card or payment information is required to create an account
• You will not be charged unless you explicitly upgrade to a paid plan (Pro or Enterprise)
• Upgrading to a paid plan is always optional; you can continue using the Starter plan indefinitely

2. How to Cancel

You can cancel your subscription at any time through two methods:

• Self-service: Go to Settings → Billing and click "Cancel subscription"
• Email: Send a cancellation request to admin@vscout.co from the email address associated with your account

Cancellation takes effect at the end of your current billing period. You retain full access to VScout until that date. No further charges will be applied after cancellation.

3. Refund Policy

• Paid subscriptions are billed in advance on a monthly basis
• Outside the 30-day money-back window, we do not provide refunds for partial months of service, unused time within a billing period, or plan downgrades
• If you remain on the free Starter plan, no charges apply
• In exceptional circumstances (e.g., extended platform outage, billing errors), we may issue a discretionary refund or account credit. Contact admin@vscout.co to discuss

4. Compensation & Liability Cap

5. Your Data After Cancellation

• 30-day retention window: After cancellation takes effect, your data is retained for 30 days. During this period, you can still log in and export your data (candidates, jobs, pipeline history) in CSV or Excel format
• Permanent deletion: After 30 days, all your organization data, candidate records, and associated files (resumes, documents) are permanently deleted from our systems
• Backups: Data in encrypted backups is purged according to our backup rotation schedule (maximum 90 days after deletion)
• Exceptions: Billing records are retained as required by tax law (typically 7 years). Anonymized, aggregated data that cannot be linked to your organization may be retained for analytics purposes

6. Plan Upgrades & Downgrades

• Upgrades: Take effect immediately. You are billed the prorated difference for the remainder of your current billing period
• Downgrades: Take effect at the start of your next billing period. If your current usage exceeds the limits of the lower plan (e.g., more active jobs or seats than allowed), you must reduce usage before the downgrade takes effect
• No refunds are issued for downgrades. The lower rate applies starting the next billing cycle

7. Chargebacks & Disputes

If you believe a charge is incorrect, please contact us at admin@vscout.co before initiating a chargeback with your bank or payment provider. We are committed to resolving billing disputes quickly and fairly.

Initiating a chargeback without first contacting us may result in immediate suspension of your account pending resolution.

8. Contact Us

For billing questions, refund requests, or cancellation assistance:

• Email: admin@vscout.co
• Response time: Within 2 business days