CareLedgerPro

Refund Policy

Version 1.1 — Last updated: 15 July 2026

Summary

This policy explains when and how refunds may be issued for CareLedgerPro subscriptions. It sits alongside our Billing Terms and Terms of Service. Subscriptions are billed monthly in advance and are generally non-refundable, except where required by law or where we have not delivered the Service as described. Refunds are assessed case by case.

1. When We Will Issue a Refund

Duplicate or Accidental Charges

If a customer is billed twice or charged in error, we will refund the duplicate amount in full within 5 working days of the request.

Material Service Failure

If a prolonged outage or verified defect prevents reasonable use of the Service, CareLedgerPro may issue a refund for the affected period.

New-Customer Cooling Period

For customers who move directly from a free trial to a paid plan, the first month may be refunded if:

  • the request is made within 14 days of the paid subscription starting; and
  • the account has not been used to store or process new controller data during that period.

This applies only where any relevant cancellation or refund rights apply under law.

Where Required by Law

Refunds will be issued where required by applicable law, including any jurisdiction that gives customers statutory cancellation rights.

2. Partial Refunds

Where a refund is agreed part-way through a billing period, CareLedgerPro will refund on a pro-rata basis for the unused full days remaining in the cycle.

3. Non-Refundable Items

The following are normally non-refundable:

  • fees for months already used in whole or in part;
  • fees for downgrades that take effect at the end of a billing period;
  • bespoke onboarding, migration, or professional services that have already been delivered; and
  • third-party fees, such as payment processor charges, that cannot be recovered.

4. How to Request a Refund

To request a refund, please contact support@careledgerpro.co.uk or use the in-app contact form.

Please include:

  • the billing email address on the account;
  • the invoice reference; and
  • the reason for the request.

We aim to respond within 5 working days.

5. Related Pages

Not independently certified. Not legal advice. CareLedgerPro provides controls designed to help Controllers meet their obligations under UK GDPR, safeguarding standards, and CQC evidence expectations. Final responsibility for compliance, DPIA completion, DSPT submission, DSAR handling, and record retention rests with the provider.