SubDoc
Refund Policy

Refund Policy

Last Updated: July 12, 2026.

1. Overview & Core Philosophy

SubDoc provides automated Certificate of Insurance (COI) tracking, AI data extraction, document validation, and vendor compliance management. Because our services require immediate allocation of AI parsing infrastructure, API connections, and cloud storage, we maintain a strict policy regarding cancellations and refunds to protect our platform and operational efficiency.

We offer a comprehensive 14-day free trial and interactive product demos so all workspace administrators can fully evaluate SubDoc's features, AI extraction tools, automated reminder workflows, and capabilities at zero cost before committing to any paid subscription.

2. Plan Eligibility & 14-Day Free Trial Policy

Refund eligibility depends on your billing cycle and subscription status:

14-Day Free Trial Expiration (Strict Non-Refundability): SubDoc provides a 14-day free trial on eligible paid plans so you can evaluate the platform risk-free. You have the entire 14-day trial period to test features, onboard vendors, and review AI extraction results. You can cancel at any time within your 14-day trial without being billed. Once the 14-day free trial period concludes and your account converts into a paid subscription, all subscription charges are strictly non-refundable. No refunds, fee reversals, or prorated credits will be issued for payments processed after the 14-day free trial ends.

Monthly Plans: Monthly subscription cycles are completely non-refundable once billed following the 14-day free trial. Paid monthly plans are billed in advance and are not eligible for partial refunds, prorated credits, or fee returns. Monthly subscribers can cancel their subscription at any time, which stops future billing cycles but does not return payments already processed.

Annual Plans: For annual plans purchased directly without a prior free trial, an eligible conditional refund window applies within the first 14 calendar days of your initial purchase, subject to the "Zero Active Usage" and AI extraction rules detailed in Section 3. However, if your annual subscription was preceded by a 14-day free trial, all payments processed upon trial conclusion are strictly non-refundable. Beyond the initial 14-day window, all annual payments are strictly non-refundable.

3. The "Zero Active Usage" & AI Extraction Veto Rule

To prevent trial abuse and cover underlying computing resources, refunds on eligible annual plan purchases are vetoed if any active workspace usage or AI data extraction has occurred.

AI Data Extraction Notice: SubDoc utilizes artificial intelligence (AI) and automated Optical Character Recognition (OCR) to extract compliance fields (such as policy numbers, limits, effective dates, and expiration dates) from uploaded COIs. Because AI compute costs are incurred immediately upon file parsing, processing any document with AI immediately voids refund eligibility.

You are ineligible for a refund if your workspace has performed any of the following actions:

  • Converted to a paid subscription following a 14-day free trial period.
  • Added, imported, or onboarded one or more vendor profiles.
  • Sent compliance request emails, invites, or reminder notifications.
  • Uploaded or processed any Certificate of Insurance (COI) or compliance documents using AI extraction.
  • Utilized any automated OCR AI document parsing credits.
  • Configured custom whitelabel settings or subdomains.

4. Automatic Renewals

All SubDoc subscriptions renew automatically according to the cycle chosen (monthly or annually). We send automated email alerts prior to annual renewal dates.

It is the workspace administrator's responsibility to cancel their plan before the renewal date. Recurring renewal charges are strictly non-refundable. If you cancel after a renewal charge has been processed, your cancellation will apply to the next billing cycle.

5. Refund Submission & Retention Process

To file a request for an eligible refund on an annual plan, you must follow our support-first resolution protocol. This allows us to address any technical or onboarding issues you may have encountered:

  1. Submit a formal support ticket by emailing [email protected] with your workspace ID, account email, and a detailed description of the reason for your refund request.
  2. Our customer success team will review the ticket and troubleshooting details. You must allow a 48-hour troubleshooting window for our engineers to investigate and fix any platform errors or issues preventing your use of the system.
  3. If the issue cannot be resolved by support within the window, and all eligibility and usage criteria in Sections 2 and 3 are met, the refund will be approved and processed back to your original payment method.

6. Exclusions & Limitations

The following additional constraints apply to our refund policies:

  • Enterprise / Custom Contracts: Customized corporate structures, API integrations, and bulk multi-seat plans are governed solely by their master agreements and are strictly non-refundable.
  • Terms Violations: Workspaces or accounts that have been suspended or terminated due to a violation of our Terms of Service are ineligible for refunds of any kind.
  • Exchange Rate Fluctuations: SubDoc is not responsible for any differences in refunded amounts resulting from currency conversion rates or banking fees.