Billing, Cancellation and Refunds

1. How billing currently works

KaydPOS currently offers three public monthly packages:

Manual/assisted billing — customers are onboarded and billed through WhatsApp or direct correspondence with the KaydPOS team. No automated payment gateway is currently active on the platform — invoices and payment are arranged and confirmed directly between the business and the KaydPOS team, rather than by automatic card billing.

Businesses that subscribed before these three packages were introduced may remain on a separate, hidden "legacy" plan reflecting the terms they originally agreed to. A legacy subscription keeps its existing price and its existing (uncapped) usage limits — moving to one of the packages above is optional and only happens by the business's own request or agreement with KaydPOS.

KaydPOS may offer additional services (for example, custom onboarding, data migration, or bespoke configuration) outside these packages; where offered, these are quoted and agreed separately in writing before any work begins.

2. Renewal

Packages renew monthly unless cancelled or changed beforehand. Because billing is currently manual rather than automatic recurring card billing, KaydPOS will confirm the upcoming renewal directly with the business (via WhatsApp or another agreed channel) rather than charging a stored card without notice. If a renewal payment is not made, access may be restricted as described in Section 5 below.

3. Upgrades and downgrades

To change plans, contact the KaydPOS team directly via WhatsApp or the Contact page. Since billing is currently manual, plan changes are confirmed directly with you rather than applied automatically.

If a business downgrades to a package with lower limits (for example, fewer allowed users, branches, products, or cash registers) than it is actively using, KaydPOS will not silently delete existing users, branches, products, or records to force the account under the new limit. Instead, the account keeps its existing data, but is blocked from adding further users, branches, products, or opening further concurrent cash registers until usage is brought within the new package's limit or the business upgrades again.

4. Cancellation

A business may cancel at any time by contacting KaydPOS via WhatsApp or the Contact page. Because billing is manual rather than an automatic recurring charge, cancellation in practice means the business simply does not renew for the next period — there is no stored payment method to "stop." KaydPOS will confirm the effective date of cancellation with the business directly.

5. Access after cancellation

At the end of a paid period, if it is not renewed, the account's access is restricted in the same way as an expired subscription: administrators generally retain read-only access to review and export existing records, while day-to-day operations (creating new sales, purchases, products, etc.) are blocked until the subscription is renewed. We aim to give a cancelling or lapsed business a reasonable window to access and export its data before considering any further account action, and will confirm the specific window directly with the business rather than applying a fixed number of days automatically today.

6. Data export and deletion

Cancellation or expiry of a subscription does not, by itself, result in automatic deletion of a business's data. KaydPOS will not delete a business's data without first offering it a reasonable opportunity to export it, and will agree the specific export window and any eventual deletion timeline directly with the affected business in writing.

7. Refunds

Because KaydPOS is sold strictly to businesses (B2B) and not to consumers, statutory consumer cooling-off/refund periods do not automatically apply. Fees already paid are generally non-refundable for the billing period they cover. KaydPOS may, at its discretion, consider an exceptional refund on a case-by-case basis (for example, a billing error). None of this affects any refund right that cannot lawfully be excluded under a law that otherwise applies to a particular business. To request a refund, contact us via the Contact page.

8. Failed or disputed payments

Since payments are currently arranged manually rather than through an automated gateway, there is no automated retry or chargeback process today. If a payment issue or duplicate payment occurs, contact us directly and we will resolve it manually.

9. Pricing changes

If pricing changes for an existing subscription, we will give reasonable advance notice directly to the affected business before the change takes effect.

10. Billing questions

support@kaydpos.com or via Contact.