Cancellation and refund policy

Last updated: 13 July 2026

1. Scope

This policy explains how cancellation and refunds work for paid subscriptions (the Pro and Pro AI plans) to the Gapfy products - Gapfy Maestro and its modules (including Gapfy DocuVault, Gapfy Timesheet, Gapfy Booking and Gapfy Audition), Gapfy Harmony, Gapfy Echo and Gapfy Riff. It is part of our Terms of service. Free plans are permanent, require no payment and need no cancellation; you can simply stop using them or close your account.

2. Free trials

Paid plans may include a free trial (currently 14 days where offered). You are not charged during the trial. Unless you cancel before the trial ends, the subscription converts automatically to a paid subscription and the first charge is taken. If you cancel before the trial ends, you are not charged.

3. Billing and renewal

Paid subscriptions are billed in advance for each cycle through our payment processor (Stripe), in euro (EUR), and renew automatically for the same cycle until cancelled. Prices are shown exclusive of tax; any applicable VAT is added at checkout. Prices are charged in euro for all customers, including those visiting from outside the euro area.

4. How to cancel

A tenant administrator can cancel a paid subscription at any time from the billing portal reached through your Gapfy Maestro settings. Cancellation is set to take effect at the end of the current paid period: your paid features remain available until that period ends, and the subscription is not renewed for the next cycle. When the period ends, the plan reverts to the Free tier and any paid seats are released.

Cancelling a paid plan does not delete your Customer Data: your account and data remain available under the Free tier. If you want your data deleted, delete your account or organisation from your settings; export and deletion then follow our Data Processing Agreement and section 13 of the Terms (a reversible 30-day grace period applies, during which you can export your data before it is permanently deleted).

5. Refunds

Because fees are charged in advance for each cycle, they are not refundable for the remaining part of a cycle when you cancel, and we do not pro-rate or automatically refund. Any refund is granted at our discretion, as a goodwill gesture, and is processed manually through our payment processor. To ask about a refund, contact support@gapfy.io. This section is without prejudice to the mandatory consumer rights described below.

6. If a payment fails

If a renewal payment fails, we notify the billing contact and the subscription enters a short grace period (currently about 7 days) during which access continues and payment is retried. If payment is not resolved by the end of the grace period, the subscription is suspended or downgraded and paid features are lost. Your statutory consumer rights are unaffected.

7. Consumers in the EU and EEA

If you buy as a consumer in the EU or EEA, you have a 14-day right of withdrawal under Directive 2011/83/EU. Our subscriptions are ongoing digital services: by starting to use a paid feature you expressly request that we begin performance during the withdrawal period. If you withdraw within the 14 days and before the subscription period has been fully performed, you pay only a proportionate amount for the service already supplied and we refund the rest; the right of withdrawal is lost only once the service has been fully performed. To exercise it, contact support@gapfy.io within 14 days of purchase.

8. Consumers in Brazil

If you buy as a consumer in Brazil, article 49 of the Consumer Defence Code gives you a 7-day right of regret for purchases made online. To exercise it, contact support@gapfy.io within 7 days of contracting; the amounts paid are refunded in full, with monetary restatement where applicable.

9. Business customers

Statutory consumer withdrawal and regret rights generally do not apply to purchases made in a professional or business capacity. Where your organisation has a separate signed agreement with us, that agreement prevails over this policy to the extent of any conflict.

10. Disputes and chargebacks

Payment disputes and chargebacks are reviewed case by case and do not automatically change your access. Please contact us first so we can resolve any billing issue directly.

11. Contact

Questions about cancellation, billing or refunds can be sent to support@gapfy.io or through our contact page.

This English-language version is the authoritative, legally binding version of this document. Translations are provided for convenience only.