Subscription, Billing, GST & Auto-Renewal Policy

This policy explains how ClinicFlow AI is charged for: the paid plans, the ₹99 paid trial, direct subscriptions, monthly and annual billing, GST, tax invoices and auto-renewal.

ClinicFlow AI is outpatient (OPD) workflow software for Day Care clinics. ClinicFlow AI is a software service provided by Digi Craft Studio. In this policy, “ClinicFlow AI” means that software service, “Digi Craft Studio”, “we”, “us” and “our” mean the provider of the service, and “you” means the clinic that subscribes.

This policy is about the commercial charges for using ClinicFlow AI. ClinicFlow AI does not provide medical advice, diagnosis, prescribing or emergency services.

Subscription fees are charges payable by the clinic to Digi Craft Studio for the ClinicFlow AI service. They are unrelated to the clinic’s own consultation charges, procedure charges, patient receipts, Day Book or shift settlement.

Please read this policy together with the related policies listed in section 17.

ClinicFlow AI has three paid plans. Every plan includes all ClinicFlow AI features. The plans differ only in the capacity they include.

The Clinic Admin is included on every plan and does not count toward the Front Desk Users limit. Monthly and Annual plan prices are exclusive of applicable GST; the ₹99 trial price is inclusive of GST (see section 6).

Digi Craft Studio offers, through ClinicFlow AI, a paid trial of 14 days for ₹99.

• Before you complete the trial purchase, you choose a plan (Starter, Standard or Pro) and a billing cycle (Monthly or Annual).
• During the trial, your capacity is that of the plan you selected. There is no separate “trial plan”.
• The ₹99 is a separate trial fee. The ₹99 paid trial price is inclusive of applicable GST: ₹99 is the total you pay for the trial (see section 6). It is not credited against an annual subscription, not credited against a monthly subscription, not deducted from the first renewal, and not treated as the first subscription instalment.

At the end of the 14-day trial, the selected subscription continues according to the billing cycle you chose, subject to the AutoPay authorization you gave at checkout.

Examples, for illustration only. The ₹99 trial price includes GST; the subscription amounts are before applicable GST:

• Standard Monthly: ₹99 for 14 days (GST included), then ₹1,299 per month plus applicable GST.
• Standard Annual: ₹99 for 14 days (GST included), then ₹12,999 per year plus applicable GST.

If you turn off auto-renew before the trial ends, the subscription does not continue automatically at the end of the trial (see section 10).

You may also subscribe directly, without taking the ₹99 trial. A direct subscription is not a trial.

• There is no ₹99 trial fee and no 14-day trial period.
• The selected Monthly or Annual subscription amount is payable immediately, together with applicable taxes.
• Access begins after successful payment and account activation.
• Future renewals follow the billing cycle you selected.

Account activation and service delivery are governed by the Service Delivery & Account Activation Policy.

• Monthly: the subscription renews every calendar month unless auto-renew is turned off.
• Annual: the subscription renews every 12 calendar months unless auto-renew is turned off.

Billing periods are counted in calendar months, not in a fixed number of days. The billing cycle you choose is shown at checkout before you pay.

6.1 Published prices. Monthly and Annual subscription prices are exclusive of applicable GST unless the page or the invoice expressly states otherwise. The ₹99 paid trial price is inclusive of applicable GST: the ₹99 you see and pay is the total for the trial, and no further GST is added to it.

6.2 GST. Domestic taxable SaaS subscription and paid-access charges, including the trial fee, are subject to applicable GST. For the ₹99 paid trial, that GST is included in the ₹99. For Monthly and Annual subscriptions, applicable GST is added to the published price. Applicable GST will be charged in accordance with applicable law and at the rate in force at the time of supply. The rate that applies to a particular charge is the one in force at the time of supply.

6.3 CGST, SGST and IGST. Depending on the place of supply under applicable law, an intra-state supply may carry CGST and SGST, and an inter-state supply may carry IGST. The tax components that apply to a supply follow the treatment required by applicable law.

6.4 Amount payable. The amount payable for a purchase is shown to you before you authorize payment. The amount payable for the ₹99 paid trial is ₹99, and no further tax is added to it. Tax that applies in addition to a published subscription price is charged as described in this section 6.

6.5 Changes in tax. If tax rates, classifications or legal requirements change, the taxes that apply to your charges may be adjusted accordingly. An adjustment to tax is not a change to the underlying subscription price before tax.

6.6 Your GSTIN. A GSTIN is not required to purchase ClinicFlow AI, and a clinic may subscribe without providing one. If business GST details are collected for an invoice, they are optional unless the law requires them for that particular invoice.

Digi Craft Studio will issue an appropriate tax invoice for a taxable payment, in the form and at the time required by applicable law.

An invoice reflects, as applicable:

• supplier details;
• the invoice number and date;
• the description of the service, with the SAC / service classification as applicable;
• the taxable value;
• the tax rate;
• the tax amount;
• the total payable; and
• the place-of-supply information that the law requires.

A ClinicFlow AI subscription invoice is a document between Digi Craft Studio and the clinic. It is separate from the patient receipts that a clinic generates for its own patients using ClinicFlow AI, which are a different record with a different purpose. A subscription payment to Digi Craft Studio is never a patient payment.

8.1 What AutoPay means. AutoPay means that you authorize our authorized payment service provider to collect future subscription charges from you according to the billing cycle you selected.

8.2 Your authorization is separate and explicit. AutoPay authorization is obtained separately during checkout. It is not assumed because you viewed a pricing page or selected a plan, and it is not pre-selected.

8.3 What you are shown first. Before you authorize AutoPay, you are shown:

• the plan you selected;
• the billing cycle you selected;
• the current amount;
• the recurring amount and how often it is charged; and
• when recurring billing is expected to begin.

Tax that applies in addition to a subscription price is added as described in section 6.

8.4 Payment security. We do not require you to give us your card PIN, your bank password or your UPI PIN, and we do not ask you for your card security code (CVV) to store. Payment authorization is completed in the secure flow of our authorized payment service provider, and your bank or payment provider may ask you to authenticate.

8.5 When a payment counts as successful. A payment is considered successful only when it is confirmed through the authorized payment system. Being sent back to ClinicFlow AI from the payment page does not, on its own, mean that your payment succeeded.

Unless auto-renew has been turned off, your subscription renews at the start of each billing period on the cycle you selected. At each renewal, the subscription price that applies at that time, plus applicable taxes, is collected through the AutoPay authorization you gave.

The recurring amount and its frequency are shown to you at checkout before you authorize AutoPay.

Cancel auto-renew anytime before your next renewal.

You can ask to turn off auto-renew by contacting us (section 16) and, where ClinicFlow AI provides a control for it, by using that control.

Turning off AutoPay or auto-renew stops future automatic renewal. It does not, by itself:

• refund a payment that has already been completed;
• create a pro-rata refund;
• immediately delete your clinic’s data;
• reverse an invoice; or
• reimburse the ₹99 trial fee.

Turning off auto-renew also does not immediately end access that you have already paid for. Access that you have already paid for continues until the end of the period already paid for, and the subscription then does not renew. A charge that has already been collected is not reversed by turning off auto-renew.

Refunds are governed by the Cancellation & Refunds Policy.

If a recurring payment is not successful:

• we may notify you;
• the payment may be retried, according to the arrangements of our authorized payment service provider and your own payment arrangements;
• if the payment is still unsuccessful, the subscription may become restricted or inactive;
• new activity in your clinic’s account may then be paused; and
• your existing records may remain available according to the current product rules.

This policy does not set a fixed retry schedule. Service resumes when the subscription is restored.

12.1 Plan changes. The plan-change options available to you are those presented in ClinicFlow AI or provided through our support. The price and terms that apply to a changed plan are those shown at the time of the change.

12.2 Price changes. Subscription prices may change in future. If the price of your plan changes, we will inform you before the changed renewal price applies to you, subject to applicable law and the terms presented to you. A renewal will not be charged at an amount that has not been disclosed to you, and you may turn off auto-renew before a changed price takes effect.

Account activation and service delivery are governed by the Service Delivery & Account Activation Policy.

If a trial or subscription is no longer active, your account is restricted rather than deleted. Existing records remain available according to the product’s restricted-mode rules, new operational activity may be paused, and secure backup and export may remain available according to the current product rules. You should export anything you need before your access ends.

This policy does not promise access for an indefinite period. How information is retained and made available is described in the Terms of Service, the Privacy Policy and the Data Processing Agreement.

Eligibility for any refund is governed by the Cancellation & Refunds Policy.

Turning off auto-renew is explained in section 10; it is not a request for a refund. Cancelling a subscription is covered by the Cancellation & Refunds Policy and the Terms of Service. If you believe a charge is incorrect, please contact billing support (section 16).

Taxes for customers outside India or special-category supplies may be determined according to applicable law and invoicing requirements.

For billing questions, payment issues, auto-renew concerns and invoice or tax issues, write to support@digicraftstudio.in, or use the ClinicFlow AI contact page. Please include your clinic name, the email address on your account and, if you have it, the payment reference.

• Terms of Service
• Privacy Policy
• Data Processing Agreement
• Cancellation & Refunds Policy
• Service Delivery & Account Activation Policy
• Product & Medical Disclaimer
• Cybersecurity, Service Availability & Business Continuity Policy
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