This Refund Policy describes the conditions under which Ruban Softwares ("we", "us") will issue refunds for RubanHR subscriptions. Please read this policy carefully before purchasing a subscription. For questions, contact billing@rubansoftwares.com.
1. Quick Summary
Monthly Plans
Starter / Professional / Enterprise
Billed month-to-month. No refunds once a billing cycle has started. You may cancel at any time to prevent future charges. Access continues until the end of the paid period.
Annual Plans
All paid tiers
Pro-rated refund available within 7 days of annual payment. After 7 days, no refund is issued but you retain access for the remaining annual term.
2. Free Trial
RubanHR offers a 14-day free trial of the Professional plan. No payment is required to start a trial. If you do not add a payment method, the account automatically downgrades to the Free plan at the end of the trial period. No charges are incurred and no refund is applicable.
3. Monthly Subscription Refunds
Monthly subscriptions are billed in advance at the beginning of each billing cycle.
- No refunds are issued for the current billing cycle once payment has been processed.
- You may cancel your subscription at any time from Billing → Cancel Subscription in your account settings.
- After cancellation, your account remains on the paid plan until the end of the current billing period, after which it downgrades to the Free plan.
- You will not be charged for any future billing cycles after cancellation.
4. Annual Subscription Refunds
Annual subscriptions are billed as a single payment covering 12 months.
- Within 7 days of payment: A pro-rated refund is available. The refund amount is calculated as: (Annual fee) × (remaining full months / 12), minus any applicable processing fees charged by Razorpay.
- After 7 days: No refund is issued. You retain full access to the platform for the remaining term of your annual subscription.
- Upgrading from monthly to annual mid-cycle: a pro-rated credit for the unused monthly days is applied toward the annual payment.
5. Exceptional Circumstances
We may consider refunds outside the standard policy in the following exceptional cases, at our sole discretion:
- Duplicate charge: If you were charged twice for the same billing period, the duplicate payment will be fully refunded.
- Service outage: If RubanHR experienced extended downtime (exceeding 72 cumulative hours in a billing month) due to our fault, we will offer a proportional service credit or refund.
- Unauthorized charge: If a payment was made without your authorization, notify us within 30 days. We will investigate and refund if verified.
To request an exceptional refund, email billing@rubansoftwares.com with your account email, the transaction ID (from Razorpay), and a description of the situation.
6. How Refunds Are Processed
- Approved refunds are processed through Razorpay to the original payment method (credit/debit card, UPI, net banking).
- Refunds typically appear in your account within 5–10 business days depending on your bank or card issuer.
- Razorpay payment processing fees (typically 2%) are non-refundable.
- GST charged on the subscription is refunded along with the principal amount where applicable under Indian GST rules.
7. Plan Downgrades
Downgrading from a higher plan to a lower plan (e.g., Professional to Starter) during an active billing period does not entitle you to a refund for the difference. The downgrade takes effect at the start of the next billing cycle.
8. Account Termination by Us
If we terminate your account due to a breach of our Terms of Service, no refund will be issued. If we terminate your account for reasons unrelated to your conduct (e.g., we discontinue the Service), we will issue a pro-rated refund for the unused portion of your paid term.
9. Cancellation Process
- Log in to RubanHR as HR Admin
- Go to Billing from the sidebar
- Click Cancel Subscription
- Confirm cancellation — your access continues until the end of the paid period
Alternatively, email billing@rubansoftwares.com to request cancellation.
10. Contact for Billing Issues