Refunds & Cancellation

This page covers two separate things, and it is worth keeping them apart because different people hold the money in each case.

• Subscription fees — what an institution pays us to use Vatika. That money is ours, and sections 2–4 below apply.
• Fees collected through the platform — what a parent or member pays their institution for tuition, transport, an event or a contribution. That money is the institution’s, not ours. Section 5 applies.

The live demo is free, takes no payment details, and is the only part of Vatika you can use without paying — there is no free tier of the platform itself. Where we agree a paid pilot, the terms of that pilot — including whether it is refundable — are written into the order form before it starts.

We would rather you spend an afternoon in the demo than pay and ask for it back, so nothing on this site tries to take a card from you: a licence is quoted and invoiced, never bought through a checkout.

What cancelling ends depends on which way you bought. On a subscription it ends the service at the end of the term you have paid for. On a bought licence it ends only the yearly support cover — updates, managed backups and support stop, and the platform keeps running, because the licence is yours. Either way the terms of your order form govern, and where it and this page disagree, the order form wins.

You may cancel at any time by writing to vatika.addvertiz@gmail.com from an address we can recognise as the institution’s. There is no cancellation fee and no notice period.

Cancelling stops the next renewal. Your subscription continues to the end of the term you have already paid for — we do not cut off access the day you cancel, because a school mid-term needs its register.

Before the term ends you can take a full export of everything: members, classes, attendance, marks, fees, documents. That is yours whether or not any money is refunded, and we will not hold it to keep you subscribed.

Subscription fees are billed in advance and are, as a rule, non-refundable. We refund:

• Duplicate or mistaken charges — in full, as soon as we notice or you tell us.
• A charge after cancellation — in full.
• A renewal you did not intend — in full, if you tell us within 14 days of the charge and the institution has not made substantial use of the new term.
• A failure that is ours — if the Service is materially unavailable for a sustained period through our fault, a pro-rata credit or refund for the affected period.

We do not refund a term that has been used because an institution changed its mind, nor for features that were described accurately and work as described. If you think something was mis-sold to you, write to us and say so — we would rather settle it than argue about it.

Approved refunds are returned to the original payment method within 7–10 business days of approval, subject to your bank’s own timelines. We do not charge a processing fee for a refund.

When a school collects fees through Vatika, the money goes to that school. We provide the ledger, the receipt and the payment rails; we are not the merchant and we do not hold the funds.

So a refund of school fees is decided by the school and requested from the school. Please contact the institution’s office. If they need help issuing or recording it, they can reach us and we will help them do it correctly — including reversing the receipt so the ledger tells the truth.

A payment that failed but left your account is a different thing: those are resolved by the payment provider and normally return on their own within a few working days. Tell the institution, and tell us if it has not.

Write to vatika.addvertiz@gmail.com with the institution’s name, the invoice or transaction reference, and what you would like us to do. We acknowledge within 2 business days and give you a decision, with reasons, within 7 business days.

If you are not happy with the outcome, say so in reply and it will be looked at by someone who was not part of the first decision.