This Billing and Refund Policy sets out how ASC Creative Ltd. bills for the MeetingGenius service, how payments are processed, and the conditions under which refunds or credits may be issued. It forms part of the MeetingGenius Subscription Agreement and End User License Agreement.
1. SUBSCRIPTION MODEL
MeetingGenius is offered as a software-as-a-service (SaaS) subscription billed on a per-Building, per-month basis. There are no annual prepayment options; all subscriptions are month-to-month. “Building” means a single strata plan, condominium corporation, co-operative housing project, or managed property registered as a separate unit within your MeetingGenius account.
2. PRICING
Current Subscription Fees for each Building tier are published at meetinggenius.ca/pricing. Prices are displayed in Canadian dollars (CAD) and are exclusive of applicable taxes.
The Company reserves the right to change Subscription Fees at any time upon no less than thirty (30) days’ prior written notice to the Subscriber. Fee changes take effect at the next Billing Anniversary Date following the end of the notice period. If you do not accept the new fee, you must cancel your subscription before the new fee takes effect in accordance with Section 6.
3. FREE TRIAL
New Subscribers may be offered a free trial period of up to thirty (30) days (“Trial Period”). During the Trial Period, you have full access to the Service for each registered Building at no charge.
IMPORTANT: At the end of the Trial Period, your account will automatically convert to a paid monthly subscription and your payment method on file will be charged the applicable Subscription Fee for each registered Building. No further notice will be given before the first charge. If you do not wish to continue as a paid subscriber, you must cancel your account before the Trial Period ends in accordance with Section 6.
Only one free trial per organization is permitted. The Company reserves the right to discontinue free trial offers at any time.
4. BILLING CYCLE AND PAYMENT
4.1 Billing Anniversary Date
Each Building subscription is billed monthly on the anniversary of the date on which that Building was first added to your account (the “Billing Anniversary Date”). If a Building is added mid-month, the first charge is for a full month beginning on the date of addition.
4.2 Payment Methods
We accept payment by major credit card (Visa, Mastercard) and such other payment methods as may be made available from time to time. Payment processing is handled by our Payment Processor. Your full payment card number is never stored by ASC Creative Ltd.
4.3 Automatic Renewal
All subscriptions renew automatically on each Billing Anniversary Date unless cancelled in accordance with Section 6. By providing your payment method and accepting these terms, you authorize ASC Creative Ltd. to charge your payment method automatically on each Billing Anniversary Date for the applicable Subscription Fee plus taxes.
4.4 Failed Payments
If your payment method is declined or a payment is not received by the Billing Anniversary Date:
- We will make one (1) additional attempt to charge your payment method within three (3) business days
- If the second attempt fails, access to the Service may be suspended for the affected Building(s) until outstanding amounts are paid in full
- Suspended accounts that remain unpaid for thirty (30) days following the Billing Anniversary Date may be terminated
- Late payment interest of 1.5% per month (18% per annum) will accrue on all overdue balances from the Billing Anniversary Date
To update your payment method, log in to your account and navigate to Billing Settings, or contact us at billing@asccreative.com.
4.5 Taxes
All Subscription Fees are exclusive of applicable taxes. Applicable taxes — including federal Goods and Services Tax (GST), British Columbia Provincial Sales Tax (PST), Ontario Harmonized Sales Tax (HST), or other applicable taxes — will be added to your invoice based on the province registered in your account. You are responsible for providing accurate billing location information.
4.6 Invoices
A tax invoice will be emailed to the address registered in your account on or around each Billing Anniversary Date. Invoices are also accessible within the Service under Billing Settings. It is your responsibility to ensure your billing email address is current and accurate.
5. ADDING AND REMOVING BUILDINGS
5.1 Adding a Building
Your Corporate Administrator may add a Building to your account at any time. The Subscription Fee for the new Building will be charged immediately for the first month from the date of addition. Subsequent charges will occur monthly on the anniversary of the addition date.
5.2 Removing a Building
Your Corporate Administrator may remove a Building from your account at any time by providing at least fifteen (15) calendar days’ written notice before the next Billing Anniversary Date for that Building. If notice is received less than fifteen (15) days before the next Billing Anniversary Date, the removal will take effect at the end of the following billing month and the Subscription Fee for that month will remain payable.
Following removal, the Building’s data will be retained in a read-only state for seven (7) years in accordance with our data retention obligations. You may request export of that data at any time during the retention period by contacting support@asccreative.com.
6. CANCELLATION
You may cancel your entire subscription (all Buildings) at any time by:
- Logging in to your account, navigating to Billing Settings, and selecting ‘Cancel Subscription’; or
- Providing written notice to billing@asccreative.com
Cancellation requires at least fifteen (15) calendar days’ notice before the next Billing Anniversary Date. If notice is received less than fifteen (15) days before the next Billing Anniversary Date, cancellation will take effect at the end of the following billing month.
You will retain access to the Service until the end of the current billing period for which Subscription Fees have been paid. Subscription Fees already paid are non-refundable except as described in Section 7.
7. REFUND POLICY
7.1 General — No Refunds for Partial Months
MeetingGenius subscriptions are billed monthly in advance. We do not issue refunds for any unused portion of a billing month following cancellation. This applies whether you cancel mid-month or at the end of a billing period.
7.2 Refunds Upon Company-Initiated Termination
If the Company terminates your subscription without cause under Section 9.3 of the End User License Agreement, we will issue a pro-rated refund for the unused portion of the prepaid billing period following the effective date of termination.
7.3 Service Outages and Credits
If the Service experiences an unplanned outage of more than four (4) consecutive hours in a billing month that is attributable to our infrastructure (and not to scheduled maintenance, third-party provider outages, or events outside our reasonable control), you may request a service credit equal to one (1) day’s equivalent of your monthly Subscription Fee for each twenty-four (24) hours of continuous outage beyond the initial four (4) hours, up to a maximum credit of one (1) month’s Subscription Fee in any billing period.
Service credit requests must be submitted in writing to billing@asccreative.com within fourteen (14) days of the outage. Credits are applied to the next invoice and are not redeemable for cash.
7.4 Trial Period Cancellation
If you cancel your account before the end of the free Trial Period, no charge will be applied and no refund is necessary. You will lose access to the Service at the time of cancellation.
7.5 Erroneous or Duplicate Charges
If you believe you have been charged in error or charged more than once for the same period, please contact accounting@asccreative.com within sixty (60) days of the charge. We will investigate and, if an error is confirmed, issue a full refund of the erroneous amount to the original payment method within ten (10) business days.
ONTARIO SUBSCRIBERS — ADDITIONAL PROVISIONS:
Ontario Subscribers: The Consumer Protection Act, 2002, S.O. 2002, c. 30, Sched. A applies to certain consumer contracts in Ontario. As MeetingGenius is a business-to-business service, the CPA typically does not apply to corporate or strata Subscribers. Individual property managers or board members purchasing the Service on behalf of an organization should ensure they are contracting in their organizational capacity. Contact legal@asccreative.com if you have questions about your status.
8. DISPUTES
If you dispute any charge on your invoice, you must notify us in writing at accounting@asccreative.com within sixty (60) days of the invoice date. Disputes raised after this period will not be accepted. We will investigate bona fide billing disputes in good faith and respond within fifteen (15) business days.
Billing disputes that cannot be resolved through this process are subject to the dispute resolution provisions of the End User License Agreement.
9. CHANGES TO THIS POLICY
We may update this Billing and Refund Policy from time to time. Material changes will be communicated by email at least thirty (30) days before taking effect. The current version is always available at meetinggenius.ca/billing.
10. CONTACT US
For any billing inquiries, invoice requests, payment issues, or refund requests, please contact:
Billing Team, ASC Creative Ltd.
Email: ar@asccreative.com
Website: meetinggenius.ca/billing