GreekOS Refund and Cancellation Policy

This policy covers two different kinds of money that move through GreekOS, and they work differently:

1. Platform fees – what your Organization pays GreekOS for access to the software.
2. Dues, fees, and event payments – what your Members pay your Organization, through the Service.

We call these out separately because, per our Terms of Service, GreekOS never holds member funds – dues and fees settle directly to your Organization's own connected payment account. That means refund decisions on that money are your Organization's to make, not ours.

Part 1 – Platform Subscription Fees (Organization → GreekOS)

1.1 General policy

Except as set out below or as required by applicable law, subscription and platform fees paid to GreekOS are non-refundable. This includes monthly or annual subscription charges, per-member fees, and any one-time onboarding fee.

1.2 Cancelling your subscription

You may cancel your Organization's subscription at any time through your account settings or by emailing billing@usegreekos.com. Cancellation takes effect at the end of your current billing period. You will retain access to paid features through the end of that period, and will not be charged again after it ends. We do not provide refunds or credits for the unused portion of a current billing period.

1.3 Downgrades

If you downgrade to a lower-priced plan or reduce the number of billed members mid-cycle, the change (and any reduced charge) takes effect at the start of your next billing period. We do not prorate or refund the difference for time already paid at the higher tier.

1.4 Onboarding / setup fees

One-time onboarding fees cover data migration, tenant provisioning, and setup support, and are earned once that work begins. They are non-refundable once onboarding has started, except as described in Section 1.6.

1.5 Free trials (if offered)

If your Organization is on a free trial, you will not be charged until the trial ends, provided you cancel before it does. If you do not cancel before the trial ends, your Organization's payment method will be charged for the plan you selected, and that charge is subject to the general policy in Section 1.1.

1.6 Exceptions – when we will refund

We will issue a refund of platform fees where:

• You were charged in error (e.g., a duplicate charge, or a charge after you already cancelled) – contact us and we'll correct it promptly;
• Applicable law requires a refund in your jurisdiction;
• We materially fail to deliver the Service you paid for due to an issue on our end, at our discretion, prorated to the affected period.

To request a refund under this section, email billing@usegreekos.com with your Organization name and a description of the issue. We aim to resolve refund requests within 10 business days.

1.7 Involuntary termination

If we suspend or terminate your Organization's access for breach of our Terms of Service, fraud, or non-payment, you are not entitled to a refund of fees already paid, and any outstanding fees remain due.

Part 2 – Dues, Fees, and Event Payments (Member → Organization)

2.1 GreekOS is not the seller

When a Member pays dues, a fee, or an event charge through the Service, that payment is to your Organization, not to GreekOS. GreekOS operates the payment tooling and routes the transaction to your Organization's own connected payment account; we do not take custody of those funds and we are not a party to that transaction. This follows from the "never hold funds" architecture described in our Terms of Service, Section 6.

2.2 Who decides on a refund

Your Organization decides whether a member is owed a refund, credit, or waiver on dues, fees, or event payments – for example, if a member disaffiliates mid-semester, an event is cancelled, or a payment was made in error. GreekOS does not adjudicate these disputes and does not have the authority to issue a refund on your Organization's behalf without your Organization initiating it.

Organizations should have – and communicate to members – their own clear policy on:

• Whether dues are refundable if a member leaves, transfers, or is disaffiliated mid-period;
• Whether event payments are refundable on cancellation, and by when;
• How partial payments or payment plans are handled if the member doesn't complete them.

We recommend putting this in writing (bylaws, a dues agreement, or an event listing) before collecting payment, since a policy invented after the fact is hard to defend in a dispute.

2.3 How a refund is processed

When your Organization's authorized administrator initiates a refund through the Service, the funds are returned to the original payment method via our Payment Processor, subject to that processor's own refund timelines (typically 5–10 business days for cards, longer for ACH). GreekOS is not responsible for delays caused by the Payment Processor, the member's bank, or the card network.

2.4 Chargebacks and disputes

If a member disputes a charge directly with their bank or card issuer (a chargeback) instead of going through your Organization, your Organization is generally responsible for responding to that dispute, and any chargeback fee assessed by the Payment Processor will typically be passed through to your Organization. Initiating a chargeback for a payment you actually authorized – instead of requesting a refund through the normal channel – may be treated as fraud and reported to the applicable card network, per our Terms of Service, Section 6.6.

2.5 SMS credits

Prepaid SMS credit packs are non-refundable once purchased, and unused credits do not expire unless stated otherwise at the time of purchase. If a credit purchase fails to apply due to a processing error on our end, contact support@usegreekos.com and we will correct it.

2.6 Platform fee on transactions

Any GreekOS transaction fee applied to a dues, fee, or event payment (as disclosed in-product) is a service fee for facilitating the payment and is non-refundable, even if your Organization refunds the underlying payment to the member, except where the transaction fee was charged in error.

Contact

Platform billing questions: billing@usegreekos.com Payment/transaction support: support@usegreekos.com

This policy is incorporated into, and should be read alongside, our Terms of Service and Privacy Policy.