Billing Terms

Effective date: 2026-03-05

This Billing Terms page explains how trials, subscriptions, payments, upgrades/downgrades and cancellations work for AcademySystem. These billing terms form part of our Terms of Service.

1) Trial

  • New academies start with a 7-day free trial.
  • The trial starts on your signup date/time and ends automatically after 7 days.
  • When the trial ends, your academy must subscribe to continue using the system.

2) Subscription plans

  • Plans are billed in USD and renew automatically on a monthly billing cycle unless canceled.
  • Your subscription is tied to your academy/organization (one subscription covers your whole academy).
  • Only an Admin can start, change, or manage billing.

3) Automatic renewal

  • Subscriptions renew automatically at the end of each billing period.
  • If you cancel, the subscription stops renewing, but access continues until the end of the current paid billing period.

4) Cancellation (no immediate cancellation)

  • Cancellations are not immediate.
  • When you cancel, your plan remains active until the end of the current billing period (your “current period end” date).
  • No refunds are provided for unused time when you cancel.

5) Upgrades (immediate, prorated)

  • When you upgrade to a higher plan, the upgrade takes effect immediately.
  • Upgrades are prorated based on your remaining time in the current billing period.
  • Any prorated amount due is calculated and displayed by Stripe during the upgrade.

6) Downgrades (end of billing period, not prorated)

  • Downgrades are not immediate. Your current plan remains active until the end of your current paid billing period.
  • The downgrade takes effect automatically on your next renewal date (your “current period end” date).
  • Downgrades are not prorated.
  • No refunds are provided for downgrades. This includes no cash refunds, no credit card refunds, and no refund of any credits (if any).

7) Payment failures and grace period

  • If a renewal payment fails, your subscription may be marked Past Due.
  • We provide a 14-day grace period to update your payment method and settle the payment.
  • If payment is not resolved within the grace period, access to the system may be restricted until billing is updated.

8) Plan limits and overage enforcement

  • Each plan includes limits for active students, active teachers, admins and storage.
  • If your academy reaches or exceeds its plan limits, you may be prevented from creating additional records until you upgrade.
  • If your academy remains over its plan limits for 30 days, access to the system may be restricted or suspended until you upgrade to a suitable plan.
  • During an overage suspension, students may be shown a limited access notice and asked to contact their admin.

9) Invoices and receipts

  • Stripe generates invoices/receipts for subscription payments.
  • You can access invoices and manage payment methods via the Stripe Customer Portal (available after subscribing).

10) Stripe payment processing

Card payments and subscription billing are processed by Stripe. By subscribing to AcademySystem or using paid billing features, you agree that Stripe may process your payment details, payment method, invoices, subscription changes and related billing information according to Stripe's terms and policies. AcademySystem does not store your full credit card details.

11) Price changes

We may change our subscription prices, plan limits, or billing structure from time to time. If we make material pricing changes, we will provide notice before the changes take effect.

12) Taxes

  • Taxes may apply depending on your location and tax settings in Stripe.
  • If required, you are responsible for providing accurate billing information.

13) Chargebacks and disputes

  • If a payment is disputed (chargeback), we may restrict access while the dispute is investigated.
  • Chargeback and dispute handling is subject to Stripe’s processes and policies.

14) Changes to these billing terms

We may update these Billing Terms from time to time. If we make material changes, we will update the effective date above.

15) Repeated payment failures and data deletion

If your payment repeatedly fails to go through and billing remains unresolved, we reserve the right to terminate your account and delete your data after 6 months. Data that has been deleted is not recoverable.