# GreetScribe Billing, Cancellation and Refund Policy **Effective date:** 2026-05-17 **Version:** 1.0 **Operator:** Qevinto Oy This Billing, Cancellation and Refund Policy explains how billing, subscription payments, cancellations, and refunds work for GreetScribe business customers. This Policy is intended for business customers using or ordering GreetScribe. --- ## 1. Operator GreetScribe is operated by: **Qevinto Oy** Business ID: 3583823-3 Sarkakatu 3 F23 96460 Rovaniemi Finland Billing contact: contact@qevinto.com --- ## 2. Scope This Policy applies to GreetScribe SaaS subscription billing. It covers: - subscription fees; - setup and onboarding fees; - usage-based fees; - LLM or token overage fees; - invoices; - Stripe billing; - payment failures; - cancellations; - renewals; - refunds; - guest booking payment boundaries. This Policy supplements the GreetScribe SaaS Customer Terms. If a signed customer agreement, written quote, Stripe checkout, invoice, subscription page, or written confirmation contains different commercial terms, that document controls for that customer. --- ## 3. Business customer billing only GreetScribe is billed to business customers. This Policy is not intended for consumer purchases. Business customers may include: - hotels; - accommodation providers; - hosts; - activity providers; - hospitality operators; - other business customers using GreetScribe. --- ## 4. SaaS subscription billing GreetScribe is provided as a SaaS subscription. Customers may be billed through Stripe, invoice, or another billing method agreed by Qevinto Oy. The standard billing model may include: - monthly subscription fees; - plan-based pricing; - setup fees; - onboarding fees; - usage-based fees; - LLM or token overage fees; - other agreed charges. The exact price, plan, usage allowance, billing period, and included features may be stated on the website, subscription page, Stripe checkout, invoice, written quote, or customer communication. --- ## 5. Plans GreetScribe may offer plans such as: - Starter; - Growth; - Scale; - Enterprise. Plan names, features, usage limits, included services, and pricing may change. Enterprise or custom customers may have individually agreed pricing or terms. If plan details conflict with a signed written agreement, the signed written agreement controls. --- ## 6. Stripe billing Qevinto Oy may use Stripe for GreetScribe SaaS billing. Stripe may be used for: - subscription payments; - invoices; - payment collection; - payment method handling; - billing receipts; - customer billing records; - failed payment handling; - plan changes; - tax calculation where enabled; - customer billing portal where enabled. Customers must provide accurate billing information. Customers must keep payment methods, billing contacts, tax information, and invoice details up to date. --- ## 7. Payment authorization By subscribing to or ordering GreetScribe, the Customer authorizes Qevinto Oy and its billing provider to charge applicable fees. These may include: - recurring subscription fees; - setup fees; - onboarding fees; - usage-based fees; - LLM or token overage fees; - taxes; - late fees or collection costs where permitted; - other agreed charges. The Customer is responsible for all charges incurred under its subscription or account. --- ## 8. Setup and onboarding fees Qevinto Oy may charge setup or onboarding fees. Setup or onboarding fees may cover: - initial customer configuration; - chatbot setup; - customer content setup; - widget implementation guidance; - provider integration guidance; - testing support; - onboarding calls; - initial technical work. Setup and onboarding fees are non-refundable unless Qevinto Oy agrees otherwise in writing or mandatory law requires otherwise. --- ## 9. Free trials GreetScribe does not currently include a free trial unless Qevinto Oy agrees otherwise in writing. If Qevinto Oy offers a trial later, the trial may be subject to separate trial terms, usage limits, duration limits, and feature limits. Qevinto Oy may end or restrict a trial if it is misused. --- ## 10. Usage-based fees and LLM overages GreetScribe may include usage-based fees. Usage-based fees may apply to: - message volume; - chatbot sessions; - LLM usage; - token usage; - API usage; - provider integration usage; - storage; - premium features; - other usage above included plan limits. LLM or token usage above included limits may result in overage charges. Usage may be measured through GreetScribe systems, billing systems, provider systems, or technical logs. The Customer is responsible for usage under its account. --- ## 11. Billing period GreetScribe may be billed monthly unless otherwise agreed. Some customers may have a fixed term, such as a 12-month term. If a fixed term applies, the Customer remains responsible for fees for the agreed term unless Qevinto Oy agrees otherwise in writing or mandatory law requires otherwise. If no fixed term applies, the subscription may renew by billing period until cancelled. --- ## 12. Invoices If payment is made by invoice, payment is due within 14 days from the invoice date unless Qevinto Oy agrees otherwise in writing. Invoices may be sent electronically. The Customer must promptly review invoices and notify Qevinto Oy of any billing questions. Failure to raise a billing question does not remove the Customer’s payment obligation for valid charges. --- ## 13. Taxes Fees are exclusive of taxes unless stated otherwise. The Customer is responsible for applicable taxes, duties, levies, and similar charges. Qevinto Oy may add taxes to invoices or charges where required. If the Customer must withhold tax, the Customer must pay any additional amount needed so Qevinto Oy receives the full amount due, unless mandatory law prevents this. --- ## 14. Failed payments If a payment fails, Qevinto Oy or its billing provider may retry the payment. Qevinto Oy may notify the Customer of failed payment. The Customer must update payment information promptly. The Customer remains responsible for unpaid fees. Qevinto Oy may suspend or restrict the Service for unpaid fees after notice. --- ## 15. Late payment If payment is overdue, Qevinto Oy may: - send payment reminders; - suspend access; - restrict features; - pause onboarding or support; - disable integrations; - charge legally permitted late fees, interest, or collection costs; - terminate the subscription for non-payment. Suspension or restriction does not remove the Customer’s obligation to pay amounts already due. --- ## 16. Plan changes Customers may request a plan change. A plan upgrade may take effect immediately or at the next billing period. A plan downgrade may take effect at the next billing period unless Qevinto Oy agrees otherwise. Plan changes may affect: - pricing; - included features; - support level; - usage limits; - LLM or token allowances; - integration availability; - billing period; - overage rates. Qevinto Oy may require payment of outstanding amounts before processing a plan change. --- ## 17. Cancellation The Customer may cancel before the next billing period unless a fixed-term commitment, written agreement, or active order states otherwise. Cancellation stops future renewal charges. Cancellation does not automatically refund fees already paid. The Customer remains responsible for fees incurred before cancellation. If the Customer cancels during a paid billing period, access may continue until the end of the paid period unless Qevinto Oy states otherwise. If a fixed term applies, cancellation may stop future renewal but does not automatically remove payment obligations for the agreed fixed term. --- ## 18. Auto-renewal Subscriptions may renew automatically unless cancelled according to the applicable cancellation process. If a 12-month term applies, the subscription may renew for another term unless cancelled according to the applicable terms. If a monthly subscription applies, it may renew monthly unless cancelled before the next billing period. The applicable renewal structure may be stated in the subscription page, Stripe checkout, written quote, invoice, or customer communication. --- ## 19. Refunds Fees are non-refundable except where required by law or agreed in writing by Qevinto Oy. This includes: - subscription fees; - setup fees; - onboarding fees; - usage-based fees; - LLM or token overage fees; - integration-related fees; - custom work fees. Qevinto Oy may issue a refund, credit, or adjustment at its discretion. A refund or credit in one case does not require Qevinto Oy to provide the same outcome in another case. --- ## 20. No refunds for unused time or usage Unless Qevinto Oy agrees otherwise in writing or mandatory law requires otherwise, Qevinto Oy does not provide refunds for: - unused subscription time; - unused included usage; - unused LLM or token allowance; - unused support; - unused integrations; - customer-side delays; - provider-side delays; - cancellation during a billing period; - failure to use the Service; - customer configuration issues; - customer provider-account issues. --- ## 21. Disputed charges The Customer should contact Qevinto Oy promptly if it believes a charge is incorrect. Billing questions should be sent to: contact@qevinto.com The Customer should include: - customer name; - invoice number if available; - charge date; - amount; - explanation of the issue; - relevant screenshots or billing records where safe to share. The Customer must not include payment card numbers, passwords, API keys, or other secrets in billing emails. --- ## 22. Chargebacks The Customer should contact Qevinto Oy before initiating a chargeback where practical. If a chargeback is initiated, Qevinto Oy may suspend access while the issue is reviewed. The Customer remains responsible for valid charges, chargeback fees, collection costs, and related amounts where permitted. --- ## 23. Guest booking payments Guest booking payments are separate from GreetScribe SaaS subscription billing. Guest booking payments are handled by the Customer, booking provider, payment provider, or third-party booking system. Qevinto Oy does not receive hotel Guest booking payments unless separately agreed in writing. Qevinto Oy is not responsible for Guest booking payment disputes, chargebacks, refunds, cancellation claims, provider fees, or booking-provider decisions unless separately agreed in writing. The Customer is responsible for its own Guest-facing payment terms, cancellation terms, refund terms, taxes, and booking communications. --- ## 24. Provider and integration fees Third-party providers may charge their own fees. Provider fees may include: - booking engine fees; - payment provider fees; - PMS fees; - CRM fees; - channel manager fees; - activity provider fees; - API usage fees; - transaction fees; - subscription fees. The Customer is responsible for fees charged by Customer-selected providers unless Qevinto Oy agrees otherwise in writing. Qevinto Oy is not responsible for third-party provider pricing changes. --- ## 25. Suspension for billing issues Qevinto Oy may suspend or restrict GreetScribe for billing issues. Billing-related suspension may occur if: - payment fails; - payment is overdue; - payment method is invalid; - chargeback occurs; - billing information is inaccurate; - usage exceeds agreed limits and payment is not made; - Customer breaches payment terms. Qevinto Oy may restore access after the issue is resolved. Qevinto Oy is not responsible for losses caused by suspension for unpaid or disputed fees where the suspension is permitted by the agreement. --- ## 26. Termination and billing If the subscription is terminated, the Customer remains responsible for amounts due before termination. Termination does not automatically cancel unpaid invoices. Termination does not automatically refund paid fees. Termination may end access to GreetScribe and related support. Data return, deletion, and retention are handled under the applicable Privacy Policy, Data Protection Addendum, SaaS Customer Terms, and retention practices. --- ## 27. Pricing changes Qevinto Oy may change pricing, plans, usage limits, or overage rates. Pricing changes may apply at renewal, at the next billing period, or according to a customer communication. If a signed agreement fixes pricing for a period, that signed agreement controls for that period. --- ## 28. Customer billing information The Customer must keep billing information accurate and current. Billing information may include: - legal name; - billing address; - tax information; - billing email; - payment method; - purchase reference; - invoice details; - finance contact. Qevinto Oy is not responsible for missed billing notices caused by inaccurate or outdated Customer billing information. --- ## 29. Support for billing questions Billing questions may be sent to: contact@qevinto.com Qevinto Oy may also provide billing support through Stripe, invoice communication, or other agreed channels. Billing support does not include legal, tax, accounting, or financial advice. Customers should consult their own advisors for tax, accounting, or financial questions. --- ## 30. Changes to this Policy Qevinto Oy may update this Policy when billing practices, plans, providers, pricing, payment methods, or the Service change. Updated versions may be published on the GreetScribe website. If a signed customer agreement gives different update rights, that agreement controls. --- ## 31. Contact Questions about this Billing, Cancellation and Refund Policy may be sent to: **Qevinto Oy** Sarkakatu 3 F23 96460 Rovaniemi Finland contact@qevinto.com