Subscription & Billing Policy

This Subscription & Billing Policy supplements the ActuTrack Terms of Service and applies to paid business subscriptions purchased from ActuTrack LTD (“ActuTrack”). If a signed written agreement or approved promotion states different terms, those terms govern to the extent of any conflict. This policy does not replace the payment processor’s own terms.

The purchasing organization must designate an authorized Owner or Admin to manage billing. Subscription purchases must be made on behalf of a business by a person authorized to bind that business.

ActuTrack may offer monthly and annual subscription plans, with available features determined by the current edition and subscription. Before confirming an order, the checkout must show the selected plan, billing frequency, currency, included seats, extra-seat price, recurring amount, and applicable taxes.

As of this draft, the Main configuration lists Starter at CAD $79 monthly or $790 annually (2 included seats; additional seats CAD $15/month or $150/year) and Growth at CAD $179 monthly or $1,790 annually (5 included seats; additional seats CAD $12/month or $120/year). These values are subject to final approval and must be checked against the customer-facing checkout before publication.

Professional is not available for purchase. Proposed prices or features for unavailable plans are not binding offers. ActuTrack will not charge a customer for a plan identified as unavailable.

Any free tier, trial, founding-customer promotion or promotional credit is governed by the specific offer displayed to that customer. An advertised free offer will not silently become a paid subscription unless the customer has affirmatively agreed to the paid terms and any necessary payment authorization. A trial that does not convert under valid consent may end or become read-only under disclosed conditions; any trial duration is offer-specific until confirmed in the live product.

A monthly subscription runs for successive monthly billing periods; an annual subscription runs for successive annual billing periods. Unless cancelled before renewal, an active paid subscription automatically renews for the same period at the applicable renewal price disclosed in accordance with law and the customer agreement.

An annual plan is billed upfront for the full year unless a different arrangement is clearly stated. The renewal date, recurring amount, cancellation route and any required notices must be presented before purchase. ActuTrack's proposed rule permits cancellation before the renewal is processed, without imposing a separate 30-day cancellation deadline. Material price or renewal-term changes should be notified at least 30 days before taking effect, or longer where applicable law requires; if that notice cannot be met, the change should be deferred or separately agreed. These proposals must match the final billing release. The annual price is not a monthly instalment agreement. Any material price change to an existing subscription will be communicated with any advance notice required by the customer agreement or applicable law.

The billing owner should be able to identify the next renewal date and recurring charge in the available account or payment-processor billing tools. Inaccurate or missing billing information should be reported to support@actutrack.com.

A seat represents an active authorized employee account, including an active Owner, Admin, Manager, Sales, Designer, Production or Installer. Pending invitations and deactivated accounts are not billed seats under the current platform design.

A customer cannot activate accounts beyond the plan’s included plus purchased seat capacity. Additional seats are charged as disclosed at checkout; when added mid-term, an approved prorated amount may apply. Seat activation requires successful payment where the platform requires a paid seat.

Deactivating a user removes that user’s access promptly. A reduction in a purchased-seat commitment may take effect at the next renewal without a prorated credit for the current term, unless required otherwise by law or expressly agreed. The billing interface must disclose the effective date.

A paid upgrade may take effect after successful payment of the applicable prorated amount. A declined or incomplete payment does not grant higher plan entitlements. A scheduled downgrade generally takes effect at the next renewal; records created under a prior plan remain subject to platform access, retention and export rules.

Plan availability and included features are shown in the product and checkout. ActuTrack will not advertise unfinished Professional features as available paid capabilities.

An authorized billing administrator can request cancellation through supported billing controls, with an accessible confirmation of the effective date and the cancellation status. Paid checkout remains unavailable until activation. The final cancellation controls must implement the stated method and confirmation before paid acceptance. The current platform design schedules cancellation for the end of the paid period, rather than immediately ending an already-paid term.

Payments already made are not automatically refunded for unused time or seat reductions. This does not limit refunds or remedies required by applicable law, correction of duplicate or erroneous charges, or any written exception expressly approved by ActuTrack.

For a billing dispute, contact support@actutrack.com with the organization name, invoice or payment reference, the date and amount, and a description of the issue. Do not send complete card numbers or credentials.

If renewal payment fails, ActuTrack may notify the organization and apply the disclosed billing-access rules. The current design includes a seven-day grace state followed by read-only restrictions for subscriptions to which enforcement applies; this is not a promise that all legacy or promotional organizations share the same billing state.

The final paid offer must state its applicable grace period and the viewing, billing and export capabilities available during restrictions. Do not rely on this draft as certification of live billing behavior. A failed payment or cancellation does not itself authorize immediate record destruction; closure is handled under the retention policy.

Subscription prices are in Canadian dollars and exclude applicable taxes unless clearly stated otherwise. Before purchase, the order must disclose the total recurring amount, taxes, billing frequency and any extra-seat charges. Tax treatment depends on applicable registrations, customer/location facts and place-of-supply rules; an unconfigured checkout does not mean that no tax is payable. Tax configuration and invoice treatment remain part of the deferred paid-billing release.

ActuTrack subscription charges are distinct from a customer organization's receipts from its own clients through connected payment services. Each business remains responsible for its own merchant agreements, invoicing, tax and refund duties.

Card or banking information entered into a processor-hosted page is handled under that provider's terms and privacy practices. ActuTrack uses the limited payment references and status information needed for the enabled service; complete card details must not be sent to support.

If ActuTrack offers a founding-company or private-beta arrangement, the customer’s written invitation or order confirmation must identify the term, included features, charges (including any free period), end date, any conversion to paid service, and what happens when the offer ends. A promotion is not evidence that all other organizations receive the same terms.

Questions about subscriptions or billing may be sent to support@actutrack.com. Material amendments will be communicated using the notice and acceptance process in the Terms of Service and any mandatory laws; posting alone does not necessarily authorize changed renewal charges.