Billing, Cancellation & Refund Policy

1Current status: no payments#

The sections on Pilots, Processed Orders, Order Allowances and Seats apply now. The sections on plans and prices, annual plans, plan changes, cancellation of Paid Plans, refunds, non-payment, taxes and invoices describe how we intend Paid Plans to work. They can change before Paid Plans open. Before anyone pays, the checkout will show the plan, price, billing interval, automatic renewal, taxes and how to cancel, and will ask you to accept the terms that apply at that time.

WorkNivo is for businesses only. [To be confirmed: confirmation that WorkNivo is offered to businesses only, including sole traders acting for their trade]. Nothing in this policy limits rights that the law gives you and that cannot be excluded by contract.

2Free beta (available now)#

A Pilot gives a Workspace complimentary access to one of the plans. Today this is the free beta.

1. You create an account, verify your email address and create a Workspace for your business.
2. A Workspace Owner chooses Starter, Growth or Scale. The Workspace starts straight away, with no payment and no approval from us.
3. The Owner can switch between the three plans at any time on the Billing page. A switch never starts a charge.

We may pause AI processing app-wide if the estimated AI budget is used up. While it is paused, documents cannot be processed but everything that does not use AI keeps working.

Price

Free. We do not ask for card details and nothing is charged.

Length

The free beta has no end date yet. We may end or change it; we will give Workspace Owners reasonable notice where possible.

Plan and limits

The Workspace gets the chosen plan's features and Seats. Separately from that plan's Order Allowance, a free beta Workspace can process 3 orders with real AI for its whole life (we may raise this for a Workspace), documents up to 10 pages and 5 MB, and each owner can have one free beta Workspace. A verified email address is required.

When it ends

If the beta ends or you cancel, new documents can no longer be processed and new people can no longer be invited, but your existing records stay readable.

Ending early

A Workspace Owner can cancel at any time. We may end a Workspace's beta access early with reasonable notice to the Workspace Owner, or immediately for the reasons set out in Suspension and termination in the Terms. Either way your records stay readable.

After a Pilot

The free beta never turns into a Paid Plan by itself, and you are never charged automatically. Choosing a plan now does not authorize any future charge. Moving to a Paid Plan will require a new, separate checkout where you explicitly accept the price and terms.

Pilot conditions still to be confirmed: [To be confirmed: whether Pilots are for evaluation only or may be used for live orders, how much notice counts as reasonable before we end a Pilot early, and any obligations on pilot customers]. How long records are kept after a Pilot ends: [To be confirmed: retention period after a Pilot expires or is cancelled].

3Plans and prices (future)#

These are the plans and prices we intend to offer once Paid Plans open. They are listed here so that the beta and future plans use the same plan features. They are not available to buy today.

• Prices are in US dollars and exclude VAT and other taxes, which are added where they apply (see Taxes).
• Every plan includes one Workspace. On every Paid Plan a document can have up to 30 pages and be up to 20 MB, and each document can be attempted up to 3 times. In the free beta the limits are 10 pages and 5 MB.
• Starter covers the core workflow: upload, AI Drafts, review, approval and CSV/XLSX export. Growth adds team features such as the manager role, batch upload, a shared queue, assignments and approval routing. Scale adds multi-stage approvals, business rules, export templates, advanced analytics and reports, guided onboarding and priority support. The pricing page lists the features of each plan.
• Guided onboarding and priority support are services provided by people, not software features, and come with no guaranteed response time: [To be confirmed: what guided onboarding and priority support include].

4What counts as a Processed Order#

Plans and the free beta are measured in Processed Orders. One Processed Order is used when the Services read one Uploaded Document and turn it into an AI Draft that is ready for review. Nothing else uses a Processed Order.

Because failed attempts are free but still cost us processing, each Workspace also has a monthly limit on processing attempts of twice its Order Allowance, and attempts count towards it even when they use no Processed Order. We also apply daily technical limits on processing to protect the service. These limits only matter if many documents fail repeatedly.

5Order Allowance and monthly reset#

• Each Workspace's Order Allowance applies per monthly usage period. A free beta Workspace's periods start on the day it starts. A Paid Plan's periods are planned to start on the first day of its billing period.
• Annual plans also have a monthly allowance, which resets each month. Annual billing does not give you twelve months of orders to use at once.
• Unused Processed Orders do not roll over to the next period.
• When the allowance is used up, new documents cannot be processed until the next period starts or the Workspace moves to a larger plan. Existing orders can still be reviewed, approved and exported. In a batch, files beyond the remaining allowance stay uploaded and wait to be processed.
• There are no overage charges: WorkNivo does not process documents beyond the allowance and bill for them later.
• When a free beta Workspace moves to a Paid Plan, the beta usage period closes and a new period starts with a full allowance.

6Seats#

A Seat is a place for one person in a Workspace. Starter includes 2 Seats, Growth 8 and Scale 20.

• Seats in use are all current members, including owners, plus invitations that have not yet expired. A new invitation cannot be created when all Seats are in use.
• Invitations expire after 7 days. Removing a member, or an invitation expiring, frees its Seat.
• The manager role is available on Growth and Scale.
• What happens if a plan change leaves more people than Seats: [To be confirmed: rule for Workspaces with more members than Seats after a downgrade].

7Annual plans (future)#

• An annual plan will be billed once a year, in advance, for the whole year.
• The monthly equivalent shown on the pricing page is for comparison only; you are not billed monthly on an annual plan.
• The monthly Order Allowance still applies and resets each month (see Order Allowance and monthly reset).

8Changing plans (future)#

• Upgrades: we intend the larger Order Allowance to apply straight away, from the moment the upgrade is confirmed.
• Downgrades: we intend them to apply from the start of the next usage period, so you keep the current allowance until then.
• How the price difference is calculated for a change in the middle of a billing period: [To be confirmed: price adjustment (proration) rule for upgrades and downgrades, once the payment provider is chosen].
• During the free beta, a Workspace Owner can switch plans on the Billing page. The new allowance applies straight away.

9Cancellation#

Free beta: a Workspace Owner can cancel at any time. Processing and invitations stop, and existing records stay readable. Nothing is owed.

Paid Plans (future):

• Paid Plans will renew automatically at the end of each monthly or annual billing period until cancelled. This will be shown clearly before you pay.
• You will be able to cancel at any time: [To be confirmed: how to cancel (in the app, by email or both)]. Cancellation stops the next renewal. We intend the plan to stay active until the end of the period already paid for.
• After a Paid Plan ends, new documents can no longer be processed, but existing records stay readable.
• How long data is kept after cancellation, and how to export it, follow the Terms of Service and the Privacy Policy: [To be confirmed: retention period after a plan ends].

10Refunds (proposal)#

The free beta is free, so there is nothing to refund. For Paid Plans we propose:

• Billing errors and duplicate charges: always refunded in full once confirmed.
• Monthly plans: you can cancel at any time with effect from the end of the current month. Part-months already paid for are not refunded.
• Annual plans: cancellation takes effect at the end of the annual term, and the unused part of the year is not refunded, except as set out below.
• If WorkNivo ends your plan without cause or stops offering the Services, if you end the agreement because WorkNivo seriously breached it, or if you end it because you do not accept a material change (including removal of a major paid feature), we will refund the prepaid fees for the period after the end date. These cases follow the Terms of Service.
• Serious service failures: [To be confirmed: remedy (refund or credit) for a major failure of the Services caused by WorkNivo].
• Processed Orders given back for duplicates, once that is available (see above), restore your allowance; they are not money refunds.
• Switching to another provider: if a Customer on an annual plan asks to switch under the switching terms and the Agreement ends when the switch is complete, we propose to refund the prepaid fees for the whole months after the end date, so that prepaid fees never stand in the way of switching. [To be confirmed: treatment of prepaid annual fees on a Data Act switch (Arts 23 and 29)]
• Refunds will be paid to the original payment method. Nothing in this section limits any refund or other right that applies by law and cannot be excluded.

11Failed payments (future)#

This is how we intend failed payments to work once Paid Plans open:

1. If a renewal payment fails, the Workspace keeps full access for a 7-day grace period so the payment can be fixed.
2. If payment is still outstanding after the grace period, new documents can no longer be processed and new people can no longer be invited. Existing records stay readable and can still be exported.
3. Once the payment succeeds, the plan is active again.

How we tell you about a failed payment, and what happens to data if payment stays outstanding: [To be confirmed: notices during the grace period, and when an unpaid plan is ended]; [To be confirmed: retention period for data of an unpaid Workspace].

12Taxes#

Prices are shown in US dollars and exclude VAT and other taxes. No tax is calculated or charged today, because nothing is charged. Before anyone is charged, the applicable taxes will be shown.

How VAT will be applied (for example, the reverse charge for business customers in other EU countries), who will invoice you, and whether a payment provider will act as seller of record: [To be confirmed: VAT registration, tax treatment by customer country, and merchant-of-record decision (with an accountant)].

13Invoices (future)#

No invoices are issued today, because nothing is charged.

Once Paid Plans open, invoices will be issued by [To be confirmed: legal name of the operator] and will show the information required by law, including tax identification numbers where required ([To be confirmed: VAT or tax identification number of the operator]). Where you will find them: [To be confirmed: where invoices and receipts are made available].

14Changes to this policy#

We will update this policy before Paid Plans open, and whenever plans, prices or rules change. Changes to prices or to the rules on cancellation and refunds will not apply to a billing period you have already paid for. How we give notice of changes is set out in the Terms of Service.

15Contact#

Questions about Pilots or plans: support@worknivo.app. All contact points are listed in the Legal Notice.

Support and general questions

support@worknivo.app