Legal

Refund policy

Last updated: 7 May 2026

We want to make cancelling QFormance as straightforward as starting it. This page sets out exactly when a cancellation comes with a refund, when it doesn't, and what happens to your data on the way out.

The two cancellation paths

You can cancel any QFormance subscription at any time from Admin → Billing → Cancel subscription. The cancel dialog will show one or both of these options:

1. Cancel at period end — always available

Your subscription stays active through the date you've already paid through. After that date, your organization enters a 30-day read-only window (sign-in works, no edits) before the data is permanently deleted. No money is refunded.

You can resume the subscription at any point during either the active-canceling state or the read-only window — your data is intact and the system reactivates with a fresh payment.

2. Cancel with refund — annual plans, within 30 days

If you're on an annual plan and you cancel within 30 days of the start of your current annual term, you can choose "Cancel and refund". This option:

  • Ends your access immediately.
  • Refunds the full amount of your most recent subscription invoice to your original payment method.
  • Starts the same 30-day read-only data window as cancel- at-period-end. After that, your data is deleted.

This option doesn't appear on monthly plans or once the 30-day window on an annual plan has passed. In those cases, cancel-at-period-end is the only path.

What's included in an annual-window refund

The refund covers the full amount of your most recent subscription invoice. In practice, that means:

Plan base (Starter / Professional / Business)Refunded
Additional Full-user seats beyond includedRefunded
Additional R&A blocks beyond includedRefunded
Storage add-on blocks (+50 GB / +200 GB / +1 TB) on the same invoiceRefunded
AI subscription fees (Managed or BYOK) on the same invoiceRefunded
Trial $10 sample AI bucket (separate invoice)Not refunded
One-time concierge / migration chargesNot refunded

Stripe initiates the refund immediately. Banks and card issuers typically post the credit back to your account within 5–10 business days.

The 30-day window — how we count it

The window starts at the beginning of your current annual term. For most customers, that's the original subscription date. If you upgraded to annual mid-term — for example, switching from a monthly Starter to an annual Business — the clock runs from the upgrade date.

We don't extend, pause, or restart the window for any reason: not for AI usage, not for trial purchases, not for cancellations and re-subscriptions. If you're at day 31 on the annual term, the cancel modal will only show the cancel-at-period-end option.

What's never refunded

  • Monthly subscriptions. The whole point of a monthly plan is the flexibility to cancel any month. We don't issue refunds on monthly invoices — cancel before the next renewal and you pay nothing for the next month.
  • Annual subscriptions past the 30-day window. After day 30 of an annual term, you can still cancel any time, but the cancellation is at-period-end only.
  • The $10 trial AI sample bucket. If you purchased the $10 bucket during your free trial to evaluate AI features, that's a one-time purchase, not part of any subscription invoice. It isn't refundable.
  • Concierge / migration / one-time services. Anything billed as a one-time charge outside the subscription invoice is handled on a case-by-case basis via support — write to billing@qformance.io.

Data retention after cancellation

Whether you cancel at period end or via the annual-window refund, the data lifecycle is the same once your access ends:

  • Days 1–30: Read-only. Sign-in works. Admins can come back, add payment, and reactivate without losing anything.
  • Day 23 (7 days before deletion): Email warning to all admins with a final reactivation link.
  • Day 30: All organization data is permanently deleted. Documents, NCRs, audit history, training records, user accounts. Recovery is not possible after this point.

If you need an export of your QMS data before cancellation, please reach out to support before the read-only window closes — we'll provide a compliance-friendly archive.

Disputes and edge cases

Anything outside this policy — a billing error, a service outage that affected your evaluation, an enterprise contract with negotiated terms, a duplicated charge — is handled by support. Email billing@qformance.io with your organization name and the details, and we'll respond within one business day.

For the in-app walkthrough of cancellation and the subscription states you'll see on /billing, see our help article Cancelling & refunds .