Refund Policy
Effective Date: May 19, 2026
CoolBiz® AI Chatbot
Welcome to the CoolBiz® AI Chatbot Refund Policy. This policy explains how CoolBiz Inc, doing business as CoolBiz®, handles refunds and related matters for its chatbot services at coolbiz.ai. By accessing or using these services, you agree to this Refund Policy. Please read it carefully. This Refund Policy should be read alongside our Terms of Service and Privacy Policy, each as in effect from time to time, which are incorporated by reference and form an integral part of this agreement.
1.Free Trial
CoolBiz Inc offers a free trial period and a one-time initial credit allowance to new subscribers. The trial duration and initial credit allowance are disclosed on the coolbiz.ai Pricing page, and the values in effect at the time of subscription govern that subscription's trial. CoolBiz Inc reserves the right to modify the trial duration and credit allowance prospectively for new subscriptions in its sole discretion; existing active subscriptions and trials remain governed by the terms in effect at the time of subscription unless otherwise expressly provided. The trial allowance does not replenish each billing period, and current standard subscriptions include no recurring usage credits.
Free Trial — Top-Up Credit Purchases and Cancellation: Top-Up Credits voluntarily purchased by a subscriber during the free trial period are non-refundable in cash. If the subscriber converts the free trial to a paid subscription on or before the trial's expiration, any unconsumed Top-Up Credits purchased during the trial roll over to the subscriber's wallet and remain available for consumption on the same terms as Top-Up Credits purchased during a paid subscription. If the subscriber cancels the subscription during the free trial period and does not convert to a paid plan, the unused portion of the initial credit allowance and any unconsumed Top-Up Credits voluntarily purchased during the trial are forfeited and are not refundable in cash. Cancellation during the free trial avoids the first recurring subscription charge but does not entitle the subscriber to a cash refund of voluntary credit purchases made during the trial.
2.Subscription Refunds
90-Day Refund Window: All refunds, including any granted at CoolBiz Inc's sole discretion, are limited to a ninety (90) day window measured from the date of the original purchase. No refund will be issued more than ninety (90) days after the original purchase, except where required by applicable law. Within this ninety (90) day window, the proration, supporting-documentation, service-based-cost, and all other provisions of this Refund Policy continue to apply.
Monthly Billing Cycle: Subscriptions are billed on a recurring monthly basis and are non-refundable once a billing period has commenced. If the subscriber cancels during an active billing cycle, the subscription will continue until the end of the current billing period, after which it will be terminated.
Annual Billing Cycle: Annual subscriptions are billed upfront for the entire year. Annual subscription refund requests are evaluated at the sole discretion of CoolBiz Inc, based on the circumstances of the request and the duration of the unused service period. Where CoolBiz Inc approves a refund based on extenuating circumstances (for example, documented business closure, documented medical emergencies, or other documented hardship), the refund is calculated as follows:
- (a) Refunds are calculated based on unused months at the standard monthly rate, less a cancellation fee equal to one (1) month's subscription or ten percent (10%) of the remaining balance, whichever is greater.
- (b) The subscriber must submit supporting documentation (for example, proof of closure or medical records) within seven (7) days of the cancellation request.
- (c) The decision to approve or deny a prorated annual-subscription refund rests at the sole discretion of CoolBiz Inc and is based on extenuating circumstances. Voluntary annual subscription cancellations without extenuating circumstances are not eligible for prorated refund; service continues until the end of the paid annual term.
- (d) Where CoolBiz Inc approves a refund in its sole discretion, any Agency revenue-share or Affiliate commission previously paid in connection with the refunded subscription period shall be subject to clawback as provided in the Agency Policy and the Affiliate Policy, as applicable, in addition to and consistent with the existing clawback provisions of those policies.
Refund Processing Timeline: Once approved, refunds are processed as follows:
- Completed within five (5) to seven (7) business days by CoolBiz Inc.
- Issued through the original payment processor or, where the original payment processor is unavailable, through an alternative payout method designated by CoolBiz Inc in writing, with an additional three (3) to five (5) business days for bank processing.
- Confirmed via email notification to ensure transparency.
Non-Refundable Policy for Voluntary Cancellation: Annual subscriptions canceled voluntarily, without extenuating circumstances, will not be refunded. Service will continue until the end of the paid term, reinforcing the importance of assessing your needs before committing to an annual plan.
3.Service-Based Costs
No refunds will be issued for services already rendered, AI consumption already drawn from the wallet, or projects completed. Subscribers are encouraged to review service agreements and timelines prior to initiation thoroughly.
4.Third-Party Services
CoolBiz® AI Chatbot integrates with third-party providers, including payment processors (currently including Stripe and any other processors or invoicing platforms CoolBiz Inc may engage from time to time), cloud infrastructure providers, communication providers, and artificial-intelligence service providers. Refunds will not be provided for disruptions caused by these third-party services, as they operate under their own terms and policies. Subscribers should review third-party policies for further clarity.
5.Currency and Exchange Rates
All charges to subscribers and all refunds where issued are denominated, billed, and paid in United States Dollars (USD), regardless of any default display currency selected by an Agency, a subscriber, or any other party on a public-facing pricing page, dashboard interface, or marketing surface operated by CoolBiz Inc or by an Agency reselling our services. CoolBiz Inc may display approximate conversions to other currencies using automated exchange-rate data obtained from third-party API providers; such conversions are estimates and are not guarantees of the amount any party will be charged or refunded by any third-party financial institution or payment processor. Any discrepancy between a displayed converted amount and the amount actually charged, refunded, or paid by a third-party financial institution is a matter solely between the affected party and that party's financial institution, and CoolBiz Inc bears no liability for any such discrepancy.
6.Compliance-Related Refunds
Regulatory Compliance Requirements: CoolBiz® AI Chatbot does not issue refunds for service suspensions resulting from a subscriber's failure to meet compliance obligations. This includes:
- •Failure to complete required agreements, such as the Business Associate Agreement (BAA) or Data Processing Agreement (DPA), during onboarding or at the time of connection of a regulated data source.
- •Failure to enable appropriate compliance toggles as outlined in our Terms of Service.
- •Failure to maintain compliant connected service providers under any Vertical Pro Tier the subscriber has activated, as set forth in the applicable BAA or DPA.
- •Breach of the Terms of Service through non-compliance, rendering suspensions non-refundable.
COPPA and FERPA Violations: Accounts terminated due to violations of the Children's Online Privacy Protection Act (COPPA) or the Family Educational Rights and Privacy Act (FERPA) are not eligible for refunds. Services used violating age restrictions or educational privacy requirements are considered non-compliant, and any associated fees are non-refundable.
7.Prohibited Uses and Termination Refund Policy
CoolBiz® AI Chatbot strictly prohibits any use of its Services that violates our Terms of Service, including but not limited to engaging in harmful actions against other users or third parties, violating any laws or regulations, attempting unauthorized access or disruption of Services, sharing or selling access credentials, or participating in illegal, fraudulent, or unethical activities. Any account terminated due to prohibited uses will not be eligible for refunds under any circumstances, regardless of subscription type or billing cycle. Subscribers are responsible for adhering to all usage guidelines, and violations resulting in termination are considered a breach of service terms.
8.Force Majeure
Refunds will not be issued for service disruptions caused by force majeure events, including, but not limited to, natural disasters, cyberattacks, utility failures, governmental actions, or other events beyond our reasonable control.
9.Dispute Resolution
At CoolBiz® AI Chatbot, we prioritize subscriber satisfaction and aim to resolve refund concerns promptly and fairly. If you have a refund issue, please contact us at support@coolbiz.ai. We will address your concerns within the scope of our Terms of Service, ensuring a fair resolution with due diligence.
If a dispute cannot be resolved through direct communication, all claims arising out of or relating to this Refund Policy shall be resolved through litigation in the courts of competent jurisdiction in California, USA. For complete dispute resolution terms, see our Terms of Service. If any part of this section is unenforceable, the remaining terms remain effective. For dispute inquiries, contact support@coolbiz.ai.
10.Compliance with Data Protection Laws
All refunds are processed in compliance with applicable data protection laws, including GDPR, CCPA/CPRA, and other relevant regulatory acts and frameworks. Personal data submitted during refund requests will be handled in accordance with our Privacy Policy and deleted within thirty (30) days of cancellation, subject to legal and operational retention requirements.
11.Communications
Refund-related communications will be sent via electronic channels, including email and in-app notifications. Certain essential notifications, such as security alerts and compliance updates, cannot be disabled. If you have any refund inquiries, please contact our support team at support@coolbiz.ai. While we aim to address all refund requests fairly and promptly, refunds outside the terms outlined in this policy are granted at our sole discretion.
12.Complete Agreement
This Refund Policy, together with our Terms of Service and Privacy Policy, each as in effect from time to time, constitutes the entire agreement between you and CoolBiz Inc regarding the use of our chatbot services at coolbiz.ai. This agreement supersedes all prior communications or understandings, whether written or oral. Failure to enforce any provision does not waive it or any other provision. This agreement binds the parties, their successors, and permitted assigns. Users must provide accurate information, comply with all policies, and use designated communication channels.
13.Contact Information
For questions or concerns about this Refund Policy, contact our support team at:
Email: support@coolbiz.ai
Address: CoolBiz Inc Headquarters, 1534 Purple Way, Redding, CA 96003
By using our services, you agree to this Refund Policy.
