Refund Policy

1. Overview

At SynthMail, we want you to be completely satisfied with our service. This Refund Policy explains our approach to refunds, cancellations, service guarantees, and billing disputes.

2. Free Trial Period

Duration: All new users receive a 7-day free trial to explore the Service.

Usage Limits: The trial period includes usage limits on core features to ensure fair access and prevent excessive backend and API consumption. These limits include:

• Daily cap on AI assistant interactions
• Limited calendar and task actions per day
• Daily limit on voice commands
• Restricted number of reminders

No Charge: You will NOT be charged during the trial period. If you cancel before the trial ends, you won't be billed.

Auto-Renewal: If you don't cancel before the trial ends, your subscription will automatically convert to a paid plan and you'll be charged the applicable monthly fee.

3. Subscription Cancellation

Cancel Anytime: You may cancel your subscription at any time from your Account Settings → Billing.

Effective Date: Cancellations take effect at the end of your current billing period. You'll continue to have access to synthmail until that date.

No Partial Refunds: We do not provide prorated refunds for mid-cycle cancellations. You'll have access through the end of your paid period.

4. Service Guarantee & Refund Eligibility

4.1 Our Service Guarantee

We are committed to providing reliable service. If a core feature (AI assistant, calendar integration, task/event creation, reminders, or productivity insights) is unavailable:

• 48+ Hours Outage: We'll grant a 3-day service extension or account credit
• 72+ Hours Outage: You qualify for a full refund of your current billing period

Important: Service issues caused by factors outside our control do NOT qualify for refunds or credits. These include:

• Your browser compatibility or configuration issues
• Insufficient permissions granted to SynthMail
• Your internet connection or network problems
• Third-party service outages (Gmail, Outlook, etc.)
• Device-specific technical limitations

4.2 When Refunds Are Available

We may issue refunds in the following cases:

• Extended Outages: Core features unavailable for more than 72 consecutive hours due to issues on our end
• Verified Billing Errors: You were charged incorrectly due to a system error on our end
• Duplicate Charges: You were charged more than once for the same billing period
• Unauthorized Charges: Someone accessed your account without permission and made purchases (subject to verification)

4.3 When Refunds Are NOT Available

We do NOT provide refunds in these situations:

• You changed your mind after the trial period ended
• You didn't use the service (non-usage is not grounds for refund)
• You forgot to cancel before the billing date
• Your account was terminated for violating our Terms of Use or Acceptable Use Policy
• You consumed more than 80% of available features during the billing cycle
• You abused trial periods or created multiple accounts to bypass limits
• Service issues caused by your environment (browser, permissions, internet connection)
• Minor bugs or features not working as expected (unless they prevent core functionality for 72+ hours)
• Third-party service disruptions beyond our control

5. Refund Request Process

To request a refund:

1. Email synthmailai@gmail.com with subject "Refund Request"
2. Include your account email and reason for the refund
3. Provide details about the issue (e.g., screenshots, error messages)
4. We'll review your request within 3-5 business days
5. If approved, refunds are processed within 7-10 business days to your original payment method

6. Refund Timeframe

Request Window: Refund requests must be submitted within 14 days of the charge.

Processing Time: Approved refunds are processed within 7-10 business days.

Bank Processing: Depending on your bank, it may take an additional 5-7 business days for the refund to appear in your account.

7. Subscription Downgrades

Pro to Starter: If you downgrade from a paid plan to the free tier, the change takes effect at the end of your current billing period.

No Refund for Downgrades: We do not provide refunds when you downgrade to a lower-tier plan.

8. Annual Subscriptions

Commitment: Annual subscriptions are paid upfront for 12 months at a discounted rate.

Cancellation: You may cancel an annual subscription at any time, but you'll continue to have access until the end of the 12-month period.

Partial Refunds: We do NOT provide prorated refunds for unused months on annual plans, except in cases of technical issues or billing errors (at our discretion).

9. Team Plans

Per-User Billing: Team plans are billed per user per month.

Adding Users: When you add users mid-cycle, you'll be charged a prorated amount for the remainder of the billing period.

Removing Users: When you remove users, the change takes effect at the next billing cycle (no immediate refund).

10. Billing Disputes

If you believe you were charged incorrectly:

1. Contact us BEFORE initiating a chargeback with your bank
2. Email synthmailai@gmail.com with billing details
3. We'll investigate and resolve most issues within 48 hours

Chargebacks: Initiating a chargeback without contacting us first may result in immediate account suspension. We prefer to resolve disputes directly.

11. Exceptions & Special Cases

We evaluate refund requests on a case-by-case basis. While we strive to be fair and reasonable, refunds are ultimately at our discretion. Exceptional circumstances (e.g., medical emergencies, prolonged service outages) may be considered outside the standard policy.

12. Changes to This Policy

We may update this Refund Policy from time to time. Changes will be posted on this page with an updated "Last Updated" date.

13. Contact Us

Questions about billing or refunds?
Billing Support: synthmailai@gmail.com
General Support: synthmailai@gmail.com