REFUND POLICY

Refund Policy

CoolBiz®

Effective Date: May 19, 2026

Welcome to the CoolBiz® Refund Policy. This policy explains how CoolBiz® Inc, doing business as CoolBiz® ("CoolBiz®"), handles refunds for our services. CoolBiz® offers two categories of services and refund handling differs by category:

(a) Subscription-based SaaS products. Each subscription product CoolBiz® offers has its own Refund Policy posted on the product's subdomain, which governs that product's subscription refunds. The summary in Section 5 below is provided for reference only; the subdomain-specific Refund Policy governs each subscription product.

(b) Selective custom software development engagements. Refund handling for these engagements is governed by the project-specific contract executed between CoolBiz® and the client. The general framework in Sections 2 through 4 below applies only where a signed project contract is silent on a particular refund issue.

This Refund Policy should be read alongside our Terms of Service and Privacy Policy, each as in effect from time to time.

1. General Refund Eligibility for Custom Software Development Engagements

CoolBiz® accepts a limited number of custom software development engagements per calendar year, evaluated and accepted at CoolBiz®'s sole discretion. Each accepted engagement is governed by an individually negotiated, project-specific contract that defines scope, deliverables, payment terms, refund provisions, and (where applicable) licensing and royalty terms. Where a signed project contract specifies refund terms, those terms govern. The default framework below applies only where a signed contract is silent.

Trust-Based Engagements without a Written Contract: For established clients with whom CoolBiz® has a prior course of dealing, CoolBiz® may at its sole discretion undertake engagements without a per-project written contract. For such engagements, the general framework below governs, but refunds remain at CoolBiz®'s sole discretion in light of the prior relationship.

2. Custom Software Development Engagement Refunds — Default Framework

Custom software development engagements use milestone-based payments processed through CoolBiz®'s designated payment processor(s), which currently include Stripe and may from time to time include other processors, invoicing platforms, Automated Clearing House (ACH) providers, direct bank-transfer arrangements, or other lawful payment methods. Refund eligibility follows this default ladder unless the engagement contract specifies otherwise:

Pre-Execution

If the engagement contract has not yet been signed and no payment has been processed, no charge applies and no refund is due.

Post-Execution, Before Work Commences

If the contract is signed and the initial payment has been processed but no engagement work has begun, the client may request a full refund of the initial payment within three (3) business days of payment, less any non-recoverable third-party costs.

After Work Has Commenced

The initial payment becomes non-refundable upon commencement of engagement work, as it covers project setup, resource allocation, and time committed. Subsequent milestones are refunded only to the extent work has not yet been performed against them. Where licensing or royalty obligations apply, paid royalties are non-refundable; future royalty obligations may be cancelled by terminating the underlying license per the contract.

Beyond 50% Milestone Completion

No refunds are issued once an engagement is more than fifty percent (50%) milestone-complete.

Completed Engagements

Once an engagement is delivered and accepted, no refunds are issued. Where deliverables are licensed rather than transferred, termination of the license follows the contract's license-termination terms; license-termination is not a refund event.

Where a partial refund is approved, no work product or deliverables are transferred to the client and all engagement materials are securely deleted within thirty (30) days of refund issuance.

3. Non-Refundable Items for Custom Software Development Engagements

The following are non-refundable regardless of engagement stage or termination cause:

Third-party costs incurred on behalf of the engagement: domain registrations, hosting fees, third-party subscriptions, cloud infrastructure usage, AI API usage and inference costs, managed database services, vector storage, data transfer, and any other consumption-based or pass-through third-party charges.

Out-of-scope additions, customizations, or expedited work requested and performed after the initial contract is signed.

Licensing fees and royalty payments already paid against an executed license, irrespective of subsequent termination of the underlying engagement.

Time and labor already invested on engagement work prior to a termination request.

4. Compliance-Related and Force Majeure

CoolBiz® does not issue refunds for service suspensions resulting from non-compliance with contractual or legal requirements, including failure to provide necessary compliance documentation (such as data processing agreements or business associate agreements), violations of applicable regulations, or misuse of services.

CoolBiz® does not issue refunds for service disruptions caused by force majeure events, including natural disasters, cyberattacks, utility failures, government-imposed restrictions, or unforeseen technical failures beyond our reasonable control.

5. Refunds for Subscription Products

CoolBiz® operates subscription-based SaaS products on its subdomains. Each subscription product maintains its own Refund Policy posted on its subdomain, which governs that product's subscription refunds. Clients seeking refunds for any active CoolBiz® subscription product are referred to the applicable subdomain Refund Policy and the Products page at coolbiz.ai for the current list of active subscription products. The summary below is provided for reference and is superseded by the applicable subdomain policy in any conflict:

Free Trial: A free trial period applies to new subscriptions. No charges are applied during the trial; cancellation before the trial expiration incurs no recurring subscription fee.

Monthly Subscriptions: Non-refundable once a billing period has commenced; cancellation takes effect at the end of the current billing cycle.

Annual Subscriptions: Prorated refunds may be available at CoolBiz®'s sole discretion based on extenuating circumstances per the subdomain Refund Policy; voluntary cancellation without extenuating circumstances is non-refundable.

Included Monthly Credits: The included credit allowance bundled with each subscription is consumed during the billing period and is non-refundable.

Top-Up Credits Purchased During Free Trial: Top-Up Credits voluntarily purchased during a free trial period are non-refundable in cash. Unconsumed Top-Up Credits purchased during a free trial roll over to the subscriber's wallet upon conversion to a paid subscription. If the subscription is cancelled during the free trial and is not converted to a paid plan, any unconsumed Top-Up Credits purchased during the trial and any unused portion of the initial credit allowance are forfeited and are not refundable in cash.

Purchased Credit Top-Ups (after Free Trial): Non-refundable once consumed. Unused balance at cancellation may be refunded at CoolBiz®'s sole discretion upon written request.

Add-On Subscriptions: Non-refundable for the current billing period.

Consumption-Based Usage Charges: Non-refundable once incurred.

6. Refunds at Sole Discretion and Revenue-Share Clawback

Where CoolBiz® approves a refund in its sole discretion (including without limitation any prorated annual-subscription refund granted under a subdomain Refund Policy), any Agency revenue-share or Affiliate commission previously paid in connection with the refunded subscription period shall be subject to clawback as provided in the Agency Policy and the Affiliate Policy, as applicable, in addition to and consistent with the existing clawback provisions of those policies. Clawback applies only to the Agency- or Affiliate-commissionable portion of the refunded amount; portions that were never commissionable (Included Credits, Top-Up Credits, and consumption-based usage) are not subject to clawback because they were not previously paid out as revenue share or commission.

7. Currency and Exchange Rates

All refunds where issued are denominated, calculated, and paid in United States Dollars (USD), regardless of any default display currency selected by an Agency, a Subscriber, or any other party. Where the original payment was processed in a non-USD currency by the client's financial institution, the refund is issued in USD; any currency conversion applied by the client's financial institution is solely between the client and that financial institution, and CoolBiz® bears no liability for any such conversion discrepancy.

8. Compliance with Data Protection Laws

All refund-related data processing is handled in compliance with GDPR, CCPA/CPRA, and other relevant regulations. Personal data submitted during refund requests will be retained for thirty (30) days post-resolution and securely deleted thereafter. Financial transaction records related to refunds are retained for a minimum of seven (7) years to comply with applicable tax, accounting, and regulatory requirements.

9. Communications and Notifications

Refund-related communications will be sent via email and in-app notifications. Essential notifications, such as compliance alerts, cannot be disabled.

10. Dispute Resolution

At CoolBiz®, we prioritize your satisfaction and aim to resolve refund concerns promptly and fairly. If you have a concern, please contact us at support@coolbiz.ai, and we will work to reach a fair resolution within the scope of this Refund Policy and our Terms of Service.

If a dispute cannot be resolved through direct communication, all claims arising out of or relating to this Refund Policy shall be resolved through litigation in the state or federal courts located in Shasta County, California. You consent to the exclusive personal jurisdiction of such courts. This Refund Policy is governed by the laws of the State of California, without regard to conflict of law principles. For complete dispute resolution terms, see our Terms of Service.

If any part of this section is unenforceable, the remaining terms remain effective. For dispute inquiries, contact support@coolbiz.ai.

11. Modifications, Updates, and Amendments

CoolBiz® reserves the right to update or modify this Refund Policy as needed to reflect changes in business operations, regulatory requirements, or service offerings. When material changes occur, we will notify users through direct email, in-app or in-platform notifications, and updates to the published Refund Policy. Unless otherwise specified, all modifications take effect upon posting.

12. Severability and Complete Agreement

If any provision is found invalid, illegal, or unenforceable, that provision shall be severed and the remaining provisions will continue in full force and effect.

This Refund Policy, together with our Terms of Service and Privacy Policy, each as in effect from time to time, constitutes the entire agreement between you and CoolBiz® regarding refunds for our services at coolbiz.ai, including websites, subdomains, and subscription products.

13. Contact Information

If users have any questions or concerns about this Refund Policy, they should contact our support team directly for proper assistance. All formal refund requests must be submitted via email to ensure accurate processing at:

Email: support@coolbiz.ai

Address: CoolBiz® Headquarters, 1534 Purple Way, Redding, CA 96003

By using our services, you agree to this Refund Policy.