Subscription & Billing Policy

This Subscription and Billing Policy details the operational terms of AquaSync’s subscription plans, renewal mechanisms, and the state of your account in the event of an expired or failed payment.

1. Plan Options & Billing Cycles

AquaSync offers flexible subscription plans tailored to your business needs, including Monthly, Quarterly, and Yearly billing cycles. All plans are billed in advance of the service period. You can manage your subscription directly from the Superadmin dashboard.

2. Auto-Renewal Behavior

To ensure uninterrupted service, subscriptions may be configured to auto-renew at the end of the billing cycle. If auto-renewal is enabled, your payment method on file will be charged automatically. You may cancel auto-renewal at any time prior to the renewal date via your billing settings.

3. Upgrades and Downgrades

• Upgrades: When upgrading your plan, the new features will be unlocked immediately. A prorated charge will be applied to your payment method for the remainder of the current billing cycle.
• Downgrades: Downgrades take effect at the beginning of the next billing cycle. No prorated refunds are issued for downgrades during an active billing period.

4. Account States & Subscription Expiry

AquaSync utilizes a strict state-based access control system to manage subscription lifecycles and ensure data integrity.

ACTIVE

While your subscription is current and paid, your account is in the ACTIVE state. You have full access to all features, dashboards, and the ability to create, update, and manage your data (e.g., adding members, tracking attendance).

EXPIRED (3-Day Grace Period)

If a payment fails or a subscription expires without renewal, your account enters a 3-day EXPIRED grace period. During this time:

• Your dashboard becomes strictly READ-ONLY.
• You and your staff can still log in and view existing data.
• All create, update, and delete actions are blocked. This includes member uploads, QR scans that mutate attendance, and webhook processing.

LOCKED

After the 3-day grace period concludes without a successful renewal, your account transitions to the LOCKED state.

• All access to dashboard data is restricted.
• Every protected route will redirect to a mandatory renewal page displaying a "Plan Expired — Renew Subscription" notice.
• Only billing, payment, and support pages remain accessible until the subscription is renewed.

5. Cancellation Rules

You may cancel your subscription at any time. Cancellation prevents future billing, but your account will remain in the ACTIVE state until the end of your current paid billing cycle. Please refer to our Refund Policy for information regarding non-refundable charges post-activation.

6. Data Ownership (Summary)

All customer data remains the property of the customer. AquaSync does not claim ownership of your business data. For detailed information on data retention during EXPIRED and LOCKED states, please see our Data Retention Policy.