Refund & Cancellation Policy

PayZap is billed in three ways, as shown in the Service at the time of purchase:

• Monthly subscriptions — a recurring plan billed on a calendar-month cycle. The first month is charged pro-rata, and each plan includes a monthly Credit allowance and a set of features, users and storage, as shown in the Service. Annual (12-month) billing may also be offered for some plans, charged in full up front.
• Add-ons — optional extras such as additional scans or users, purchased either once-off or as an auto-renewing monthly item, separate from your subscription.
• Prepaid Credits — units bought in advance (top-ups) and consumed as you use paid features.

All charges are processed by our third-party payment processor (Paystack) and are card-only. Prices are shown exclusive of VAT; 15% VAT is added at checkout where applicable.

• You may cancel a subscription or an auto-renewing add-on at any time from your account settings, or by contacting us.
• Cancellation stops future automatic renewals. It takes effect at the end of the billing month or cycle for which billing has already been paid — in other words, at the end of the period you last paid for.
• You keep full access to the cancelled subscription or add-on until the end of that already-paid period. We do not pro-rate or refund the remaining part of a period that has already been paid for.
• When the paid period ends, access to subscription-only features stops, and your user limit, storage allowance and monthly Credit allowance revert to those of the applicable plan, as set out in the Terms of Service.
• Once-off add-ons and prepaid Credits are not subscriptions and are not "cancelled" — see sections 3 and 4 on refunds and expiry.

• Except as required by law, all payments are non-refundable. This includes subscription fees for the current and past periods, add-on charges, and prepaid Credits — whether or not they have been used.
• Credits and fees that have already been consumed are non-refundable.
• Free or promotional credit (such as signup credit) has no cash value and is never refundable or exchangeable for cash.
• We may, in exceptional cases and entirely at our sole discretion, agree to a full or partial refund or a Credit — for example where you were charged in clear error. Considering a request does not oblige us to grant it, and any refund we do grant is not a precedent for future requests.

Nothing in this Policy limits any right you may have that cannot be excluded under the Consumer Protection Act, 2008 or other applicable South African law.

• Prepaid top-up Credits, add-on Credits and any signup Credits expire twelve (12) months after they are granted to your account. Unused Credits are forfeited on expiry and have no cash value.
• Subscription Credit allowances expire at the end of each billing period and do not roll over — any unused subscription Credits are forfeited when the period ends.

• Cancel a subscription or add-on yourself at any time from your account settings, where the cancellation and its effective date are shown.
• To raise a billing query, dispute a charge, or ask us to consider a discretionary refund, email us at billing@payzap.co.za from the email address on your account. Please include your organisation name, the charge date and amount, and the reason for your request.
• We aim to acknowledge refund and billing requests within a reasonable time and will let you know the outcome and, where a refund is granted, the method and timing.

If you are unhappy with a charge, please contact us first at billing@payzap.co.za so we can resolve it with you directly — this is almost always the fastest way to sort out a billing issue. Where a payment was genuinely made in error, we will work with you and our payment processor to correct it.

PayZap is software that you use to scan invoices, verify beneficiary details and generate payment files that you upload to your own bank. PayZap never holds, receives or pays out money on your behalf and never initiates payments, so a dispute about the Service relates to the subscription, add-on or Credit fees you paid to PayZap — not to any payment you made to a supplier through your bank. If a card dispute or chargeback is raised, we may provide our payment processor with records of the account, the charge and the related usage in order to respond to it.

We may update this Policy from time to time. If we make material changes we will take reasonable steps to notify you, for example by posting the updated Policy here with a new “Last updated” date or by email. Your continued use of the Service after a change takes effect constitutes acceptance of the updated Policy.

For anything about cancellations, refunds or billing, contact us at billing@payzap.co.za. For general queries, email hello@payzap.co.za. This Policy should be read together with our Terms of Service and Privacy Policy.