Refund Policy

Last Updated: December 15, 2025

UltCRM

1. General Policy

This Refund Policy (hereinafter "Policy") governs all payments made to UltCRM ("Company," "UltCRM," "we," "us," or "our") for subscription services, platform access, usage fees, setup fees, professional services, and any other charges (collectively, "Fees").

All payments made to UltCRM are non-refundable. This applies to all payment types, including but not limited to:

• Monthly subscription fees;
• Annual subscription fees;
• Per-user or per-seat fees;
• Usage-based fees (messaging, calls, contacts, storage);
• Transaction fees or commissions;
• Setup, implementation, or onboarding fees;
• Custom development or professional services fees;
• Add-on features or module fees;
• Integration or API access fees;
• Any other charges arising under any agreement.

2. Service Delivery

Upon payment, we will make the Services available to you promptly. Once the Services have been made available to your account:

• You forfeit any right to request a refund regardless of actual use;
• Non-utilization or underutilization of the Services does not entitle you to any refund;
• Dissatisfaction with the Services does not entitle you to a refund;
• Technical issues that do not constitute a material service failure do not entitle you to a refund;
• Changes in your business circumstances do not entitle you to a refund.

We provide documentation, support resources, and customer assistance to help you maximize the value of the Services. It is your responsibility to utilize these resources.

3. Subscription Cancellation

3.1 Voluntary Cancellation

You may cancel your subscription at any time through your account settings or by contacting our support team. However:

• Cancellation does not entitle you to any refund of prepaid Fees;
• Your access to the Services will continue until the end of your current billing period;
• Upon the effective date of cancellation, your access to the Services will be terminated;
• Any unused portion of prepaid Fees is forfeited.

3.2 Early Termination

If you terminate your subscription before the end of a committed term (such as an annual subscription), you will not receive any refund for the remaining portion of the term. Early termination penalties may apply as specified in your subscription agreement.

3.3 Termination by Company

If we terminate your account due to violation of our Terms of Service, Acceptable Use Policy, or other policies:

• You will not be entitled to any refund;
• All outstanding Fees remain due and payable;
• You remain liable for any damages caused by your violations.

4. Chargebacks and Disputes

4.1 Prohibited Chargebacks

You agree not to file any chargeback, payment reversal, or dispute with your bank, credit card company, or payment provider for any Fees that were properly charged in accordance with your agreement.

4.2 Consequences of Chargebacks

If you initiate a chargeback or payment dispute:

• Your account will be immediately suspended pending resolution;
• You will be responsible for all chargeback fees, administrative costs, and penalties assessed by payment processors;
• Collection fees, attorney's fees, and interest may be added to your outstanding balance;
• Your account may be permanently terminated;
• We may report the debt to credit bureaus;
• We may pursue legal remedies to recover all amounts owed;
• You may be prohibited from future use of our Services.

4.3 Dispute Resolution

If you believe a charge is incorrect, please contact us directly at billing@ultcrm.com before initiating a dispute with your payment provider. We are committed to resolving legitimate billing concerns promptly and fairly.

5. Risk Acknowledgment

You acknowledge and agree that:

• The success of your business depends on many factors outside our control;
• We make no guarantees regarding business outcomes, revenue, leads, or conversions;
• Results vary based on your industry, market conditions, competition, and your own efforts;
• The Services are tools to assist your business, not guarantees of success;
• Your decision to purchase was based on your own evaluation of the Services;
• You have had adequate opportunity to review the Services before purchase.

6. Third-Party Services and Usage Fees

6.1 Third-Party Charges

Certain features of our Services involve third-party providers (such as Twilio for messaging, Stripe for payments, or advertising platforms). Charges for third-party services:

• Are non-refundable once incurred;
• Are your responsibility regardless of whether you achieve desired results;
• May be subject to the refund policies of those third parties;
• Cannot be refunded by us if they have already been paid to the third party.

6.2 Usage-Based Fees

Fees based on usage (messages sent, calls made, contacts stored, etc.) are non-refundable once the usage has occurred. This includes:

• SMS and MMS messages;
• Voice calls and minutes;
• Email sends;
• Contact storage;
• Data storage;
• API calls;
• Any other metered usage.

7. Professional Services

Fees for professional services, including but not limited to setup, implementation, training, custom development, consulting, and data migration, are non-refundable once work has commenced. This applies regardless of:

• Whether the project is completed;
• Whether you are satisfied with the deliverables;
• Whether you decide to discontinue the project;
• Changes in your business requirements or priorities.

8. Exceptional Circumstances

In limited circumstances, and entirely at our sole discretion, we may consider partial credits or refunds in cases of:

• Documented material service failures directly caused by us;
• Billing errors where you were charged incorrectly;
• Duplicate charges for the same service period;
• Other exceptional circumstances as determined by Company.

To request consideration of exceptional circumstances, you must:

• Contact us in writing within 30 days of the charge;
• Provide detailed documentation of the issue;
• Demonstrate that the issue was caused by us, not by you or third parties;
• Cooperate with our investigation.

Any decision to provide a credit or refund is entirely at our discretion and does not set a precedent for future requests.

9. No Refunds for Bad Faith Access

Refund requests will be automatically denied and may trigger account investigation if the account exhibits any of the following characteristics:

• Exporting, downloading, or copying 100% or a substantial portion of documentation, help articles, or knowledge base content within 24 hours of sign-up;
• Systematic documentation of features, workflows, or user interface elements that suggests product mapping;
• Accounts associated with IP addresses, email domains, or company information belonging to known competing software entities (including but not limited to HubSpot, GoHighLevel, Salesforce, Keap, ActiveCampaign, and similar platforms);
• Registration using disposable email addresses, VPNs, or anonymizing services combined with rapid feature exploration;
• Account activity patterns consistent with competitive research rather than legitimate business use;
• Any behavior that reasonably suggests the purpose of registration was to observe, document, or replicate the Company's proprietary systems.

Accounts identified as potentially engaged in Bad Faith Access may be subject to:

• Immediate suspension pending investigation;
• Permanent termination without refund;
• Pursuit of liquidated damages and other remedies as specified in the Terms of Service;
• Referral to legal counsel for Trade Secret misappropriation claims under the Illinois Trade Secrets Act.

The Company's determination of Bad Faith Access is final and not subject to appeal.

10. Collections and Enforcement

10.1 Outstanding Balances

All Fees are due and payable as specified in your subscription agreement. For accounts with outstanding balances:

• Late fees and interest may be added as specified in the Payment Policy;
• Service may be suspended or terminated;
• The account may be referred to third-party collection agencies;
• The debt may be reported to credit bureaus;
• Legal action may be initiated to recover amounts owed.

10.2 Collection Costs

You agree to pay all costs of collection, including but not limited to:

• Collection agency fees;
• Attorney's fees;
• Court costs;
• Interest at the maximum rate permitted by law;
• Administrative fees.

11. Consumer Protection Rights

This Policy is designed to be compatible with applicable consumer protection laws worldwide. If you are a consumer and local law provides you with mandatory refund rights that cannot be waived by contract, those rights will apply to the extent required by law.

11.1 European Union Consumers

If you are a consumer in the European Union, you may have a right to withdraw from digital service contracts within 14 days of purchase. However, by using the Services, you acknowledge that:

• The Services are made available immediately upon purchase;
• You expressly consent to the immediate provision of Services;
• You acknowledge that you lose your right of withdrawal once the Services have been fully performed;
• For ongoing subscriptions, you lose your right of withdrawal once you have started using the Services.

11.2 Australian Consumers

If you are a consumer in Australia, you may have rights under the Australian Consumer Law. This Policy does not exclude, restrict, or modify any consumer guarantees, rights, or remedies you may have under the Competition and Consumer Act 2010 (Cth) or similar state and territory legislation that cannot be excluded, restricted, or modified.

11.3 Other Jurisdictions

Nothing in this Policy limits any consumer rights that cannot be waived under applicable local law. If there is a conflict between this Policy and mandatory consumer protection laws, the mandatory laws will prevail to the extent of the conflict.

12. Modifications to This Policy

We reserve the right to modify this Refund Policy at any time. Changes will be effective upon posting to our website. Your continued use of the Services after any changes constitutes acceptance of the modified Policy.

13. Governing Law

This Refund Policy shall be governed by and construed in accordance with the laws of the State of Illinois, United States, without regard to conflicts of law principles. For international users, local consumer protection laws may provide additional rights as described in Section 11.

14. Agreement to Terms

By purchasing any subscription or service from UltCRM, you acknowledge that:

• You have read and understood this Refund Policy;
• You agree to be bound by this Refund Policy;
• You understand that all Fees are non-refundable;
• You have had adequate opportunity to evaluate the Services before purchase;
• You accept full responsibility for your purchasing decision.