Subscription & Billing Terms

Compliance Core, Compliance Pro, and Other Plans

Effective Date: 07 January 2025

These Subscription & Billing Terms form part of, and are incorporated by reference into, the DocuBay Terms of Service (the "Terms"). Capitalized terms not defined here have the meanings given in the Terms.

4.1 Plans, Platform Access, and What You Are Buying

DocuBay may offer subscription plans (including Compliance Core, Compliance Pro, and other plans or add-ons) that provide access to Platform Services such as dashboards, document vault functionality, reminders, workflow tools, tracking, reporting, and related features.

A subscription is a paid right to access Platform Services during the applicable subscription term, subject to these Terms, your selected plan, and any plan limits or fair usage rules disclosed at the time of purchase or within your account.

4.2 Billing Cycle and Payment Authorisation

Subscriptions are billed on the billing cycle shown at checkout (for example, monthly or annually) and are payable in advance unless expressly stated otherwise.

By purchasing a subscription, you authorise DocuBay (and its payment processor) to charge the payment method on file for the subscription fees, VAT (if applicable), and any authorised add-ons, upgrades, or applicable charges as described to you at the time of purchase.

4.3 Auto-Renewal

Unless you cancel in accordance with the cancellation instructions in your account or the Refund & Cancellation Policy, your subscription will automatically renew at the end of each billing cycle for a renewal term equal to the prior term (e.g., monthly renews monthly; annual renews annually).

DocuBay may provide renewal reminders where required or operationally appropriate, but you remain responsible for managing your subscription settings.

4.4 Fees, Taxes, and Invoices

Subscription fees are exclusive of VAT unless stated otherwise. Where VAT applies, it will be added at checkout and reflected on applicable invoices/receipts.

DocuBay may issue invoices or receipts electronically through the Platform and/or email. You are responsible for maintaining accurate billing details.

4.5 Upgrades, Downgrades, Add-ons, and Plan Changes

You may be able to upgrade, downgrade, or add features during your subscription term, depending on the plan configuration.

Where an upgrade occurs mid-cycle, DocuBay may charge a pro-rated amount or apply the price difference immediately (or as described at checkout). Downgrades generally take effect at the end of the current billing period unless otherwise stated in your plan settings.

Any add-ons, usage-based charges, or additional seats/features will be billed as shown at the time you activate them.

4.6 Plan Limits, Fair Usage, and Abuse Prevention

Certain plans may include limits such as (by way of example) the number of users, workspaces, storage, document uploads, requests, alerts, monitoring items, or other usage caps ("Plan Limits"). Plan Limits and any fair usage rules may be displayed at checkout, in your workspace, or in plan documentation.

DocuBay reserves the right to apply reasonable fair usage controls to protect Platform performance and prevent misuse, including where usage is materially above normal patterns for the selected plan, or where usage is inconsistent with the intended business use of the Platform.

Where feasible, DocuBay will notify you and provide options such as upgrading, purchasing add-ons, or applying limits.

4.7 Failed Payments, Non-Payment, and Suspension

If a payment fails or is overdue, DocuBay may retry charges using the payment method on file. Where payment is not successfully collected within a reasonable period, DocuBay may (without limiting other rights):

• (a) suspend access to paid features or the subscription;
• (b) pause processing of Requests (including vendor routing) until payment is resolved;
• (c) restrict functionality such as downloads, exports, or document actions; and/or
• (d) terminate the subscription for non-payment.

You remain responsible for all fees incurred up to the date of suspension or termination, and for any third-party fees already paid or committed in connection with Requests.

4.8 No Set-Off by Users

Except where required by law, you may not withhold, set off, or deduct any amounts from fees payable to DocuBay due to disputes, service delays, or third-party outcomes.

If you have a dispute, you must raise it through the complaints process or support channels, and you remain responsible for payment of undisputed amounts.

4.9 Price Changes

DocuBay may change subscription pricing, plan inclusions, or plan structures from time to time. Any changes will apply prospectively and will be communicated via the Platform, email, or at renewal/checkout, unless immediate changes are required for legal, tax, or security reasons.

Your continued use of the subscription after the change becomes effective constitutes acceptance of the updated pricing and/or plan configuration.

4.10 Cancellation

You may cancel your subscription through your account settings or by contacting DocuBay support, subject to verification.

Cancellation stops future renewals; it does not automatically entitle you to a refund unless the Refund & Cancellation Policy expressly provides for one. If you cancel, you may retain access to paid features until the end of the current billing cycle, unless your access is suspended or terminated for breach, fraud, or compliance risk.

4.11 Refunds for Subscriptions

Subscription refunds (if any) are governed strictly by the Refund & Cancellation Policy.

As a general rule, subscription fees are non-refundable once a billing period has started, unless required by applicable law or expressly stated in the Refund & Cancellation Policy.

4.12 Effect of Expiry or Termination on Data and Access

Upon subscription expiry or termination, you may lose access to paid features and certain Platform functionality.

DocuBay may retain Client Data in accordance with the Privacy Policy and legal obligations. Where available, DocuBay may offer a limited period to export certain data before restrictions apply, subject to security and compliance controls.