Refund Policy

1. Overview

This Refund Policy covers two distinct types of payments related to SenseiDesk:

2. SenseiDesk Platform Subscription Refunds

2.1 Free Trial Period

• All new accounts receive a 30-day free trial
• No payment is required during the trial period
• You may cancel at any time during the trial without any charges
• Trial cancellation does not require refund processing

2.2 Monthly Subscription Refunds

SenseiDesk platform fees are billed as a flat monthly plan based on your gym's student count:

• Plan-based billing: A single monthly fee determined by your plan tier, with no per-session or per-student charges
• Partial month refunds: Available for the unused portion if service is discontinued mid-month
• Technical issues: Full refunds provided if service disruption exceeds 24 consecutive hours
• Billing errors: Immediate refunds for any incorrect charges or system errors

2.3 Refund Request Process for Platform Fees

3. Student Payment Refunds (Gym Services)

3.1 Important Distinction

3.2 Gym-Specific Refund Policies

• Each martial arts gym sets their own refund policies for classes and packages
• Refund terms should be clearly communicated by the gym to students/parents
• SenseiDesk can display gym-specific refund policies within the system when provided
• Students should contact their gym directly for all training-related refund requests

3.3 Payment Records in the System

Because SenseiDesk does not process or hold student payments, there are no payment gateway charges, duplicate transactions, or processing fees to refund. Money moves directly between the parent and the gym. If a payment was recorded incorrectly in the system:

• Recording errors: Gym staff can correct or void an inaccurate payment record at any time
• Actual refunds of training fees: Are arranged and issued by the gym directly to the parent or student, using the same method the original payment was made
• Disputed records: Should be raised with the gym, who can review the uploaded proof of payment and adjust the record accordingly

4. Dispute Resolution Process

4.1 For SenseiDesk Platform Issues

4.2 For Student Payment Disputes

5. How Student Payment Refunds Work

SenseiDesk does not use any online payment gateway. Students and parents pay their gym directly, and gym staff manually verify each payment from an uploaded proof of payment such as a screenshot or receipt. This means:

• All training fee refunds are handled entirely between the gym and the parent or student
• The gym issues any refund using the same method the original payment was made, such as cash, bank transfer, or e-wallet
• Refund timelines depend on the gym's chosen method and are set by the gym, not by SenseiDesk
• SenseiDesk never holds funds, so there are no processing fees or gateway charges involved in a refund

6. Refund Processing Timeframes

7. Non-Refundable Items

The following are generally non-refundable:

• Setup and onboarding fees (waived during promotional periods)
• Custom development or integration work
• Third-party service fees (such as SMS)
• Data migration or export services
• Training sessions completed by gym staff

8. Exceptional Circumstances

We may provide refunds outside of our standard policy in cases of:

• Extended service outages due to technical failures
• Data loss caused by system errors (with appropriate data recovery efforts)
• Billing system malfunctions resulting in incorrect charges
• Force majeure events preventing gym operations (evaluated case-by-case)
• Good faith errors on our part in service delivery

9. Consumer Protection Rights

As a Philippine company, we respect your consumer rights under local law:

• Right to fair and reasonable service delivery
• Right to clear pricing and billing information
• Right to timely resolution of complaints
• Right to escalate disputes to appropriate authorities
• Protection against unfair business practices

10. Policy Updates

We may update this Refund Policy to reflect changes in our services, payment processing, or legal requirements. Material changes will be communicated via email and posted on our website at least 30 days before taking effect.

11. Contact Information

For refund requests, billing questions, or disputes: