How subscription cancellation, billing, and workspace closure work

Subscription model

GentlyAI operates as a subscription-based SaaS platform. Access to governance workspaces, reports, telemetry, browser extension functionality, and AI governance tools may depend on an active paid subscription or enterprise agreement.

1. Cancelling a subscription

Customers may cancel their subscription at any time through the billing portal, workspace administration settings, or by contacting GentlyAI support where self-service cancellation is unavailable.

Cancellation stops future recurring billing but does not retroactively reverse charges already incurred for the active billing period unless otherwise required by law or agreed in writing.

2. Billing periods and renewals

Subscription plans renew automatically according to the selected billing cadence unless cancelled before the renewal date.

Customers are responsible for maintaining valid billing information and ensuring that payment methods remain active for subscription renewal where automatic billing is enabled.

3. Refund policy

Except where required by applicable law, subscription payments are generally non-refundable once a billing cycle has started.

GentlyAI may review refund requests on a case-by-case basis for duplicate billing, technical platform failures, billing errors, or exceptional circumstances determined at GentlyAI’s discretion.

4. Enterprise agreements

Enterprise customers may operate under separate commercial agreements, negotiated billing terms, procurement requirements, onboarding commitments, security reviews, minimum terms, or custom cancellation provisions. Where an enterprise agreement conflicts with this policy, the enterprise agreement governs.

5. Workspace access after cancellation

After cancellation or non-renewal, customer access to paid governance functionality may be restricted, downgraded, suspended, or removed depending on the subscription state and platform rules.

GentlyAI may retain limited workspace information, billing records, logs, governance telemetry, or backups for operational, legal, dispute-resolution, fraud-prevention, or compliance purposes as described in the Data Policy.

6. Data deletion requests

Customers may request deletion of workspace data following cancellation subject to legal obligations, operational requirements, backup cycles, security retention requirements, billing records, unresolved disputes, and legitimate business needs.

Deleted information may remain temporarily in secured backups or operational recovery systems until standard deletion cycles are completed.

7. Failed payments and suspension

If payment cannot be processed, GentlyAI may retry billing, restrict access, downgrade functionality, suspend the workspace, or terminate access after reasonable notice where appropriate.

GentlyAI may also suspend access immediately where necessary to protect platform security, prevent abuse, comply with legal obligations, or enforce platform policies.

8. Browser extension access

Cancellation of a workspace subscription may reduce or disable governance functionality provided through the GentlyAI browser extension. Customers remain responsible for uninstalling extensions from managed devices where required by internal policy or IT administration procedures.

9. Changes to plans or pricing

GentlyAI may modify pricing, plan structures, workspace limits, governance capabilities, storage limits, extension functionality, integrations, or subscription features over time.

Material pricing changes for active subscriptions will generally be communicated before renewal periods where commercially reasonable.

10. Regional consumer rights

Certain jurisdictions may provide mandatory consumer protections, cancellation rights, refund rights, cooling-off periods, or non-waivable legal guarantees that override portions of this policy. Nothing in this policy limits rights that cannot legally be excluded under applicable law.