Refund Policy

1. Overview

VetBid LLC ("VetBid") offers subscriptions and one-time scan credit packages. This Refund Policy describes the conditions under which refunds may be issued and the process for requesting them. By purchasing any Plan through the Service, you agree to this policy.

We stand behind our product. If something isn't working as described, we want to make it right. Contact us at support@vetbid.us before assuming a refund isn't available.

2. Subscription Plans

2.1 Monthly Subscriptions

Monthly subscriptions are billed at the start of each billing period and grant access to the Service for that period. Due to the immediate access to AI-powered features, data feeds, and tooling provided upon payment:

• Refunds are available within 48 hours of initial purchase if you have not used any AI scans or analysis features during that period
• After 48 hours, or after using any AI features, monthly subscription payments are non-refundable
• Cancelling a monthly subscription stops future billing immediately. You retain access to the Service until the end of the current paid period

2.2 Annual Subscriptions

Annual subscriptions are billed upfront for 12 months at a discounted rate. We offer a more generous refund window to account for the larger commitment:

• A full refund is available within 7 days of initial purchase if you have not used more than 3 AI scans or analyses
• After 7 days, refunds may be issued on a pro-rated basis, calculated as the unused portion of your annual subscription minus any scan credits consumed at their retail rate
• Pro-rated refunds are evaluated on a case-by-case basis and are not guaranteed. Please contact support to discuss your situation
• No refunds are issued in the final 30 days of an annual subscription period

2.3 Plan Downgrades

If you downgrade from a higher-tier to a lower-tier subscription mid-period, the downgrade takes effect at the start of your next billing period. No partial refund is issued for the remaining days on the higher-tier plan in the current period.

2.4 Free Trials

If a free trial is offered, no payment is collected during the trial period. You may cancel at any time during the trial without being charged. If you do not cancel before the trial ends, your selected Plan will begin and you will be charged according to the subscription terms above.

3. Scan Credits (One-Time Packages)

Scan credits are one-time purchases that allow you to run individual AI-powered RFP analyses outside of a subscription plan. Because AI processing resources are consumed at the time of analysis:

• Unused credits: A full refund may be requested within 30 days of purchase, provided none of the credits in the package have been redeemed
• Partially used packages: Refunds may be issued for the unused portion of a credit package, less any redeemed credits charged at their individual retail rate, within 30 days of purchase
• After 30 days: Unused scan credits are non-refundable but do not expire and remain available on your account indefinitely while your account is active
• Redeemed credits: Credits applied to a completed AI scan are non-refundable, regardless of whether you were satisfied with the analysis result

If a scan fails due to a technical error on our end and a credit is incorrectly consumed, we will restore the credit to your account promptly. Contact support@vetbid.us with the scan ID.

4. Exceptions and Special Circumstances

We may issue refunds outside of the standard policy in the following circumstances:

• Service outage: If the Service experiences a major outage lasting more than 24 cumulative hours within a billing period, affected users may be eligible for a pro-rated credit applied to the next billing period
• Duplicate charges: If you are charged more than once for the same Plan due to a billing error, we will promptly refund the duplicate charge
• Unauthorized transactions: If you report an unauthorized charge within 30 days of the charge date and we confirm the charge was unauthorized, we will issue a full refund and close the compromised account
• Billing error: If you are charged the wrong amount due to an error on our part, we will refund the difference promptly

5. Account Termination by VetBid

If VetBid terminates your account without cause, you will receive a pro-rated refund for the unused portion of any prepaid subscription period. If your account is terminated due to a violation of our Terms and Conditions, no refund will be issued.

6. How to Request a Refund

To request a refund:

1. Email support@vetbid.us with the subject line "Refund Request"
2. Include your account email address, the date of purchase, and the reason for the refund request
3. We will acknowledge your request within 1 business day
4. Approved refunds are processed within 5–10 business days and returned to the original payment method

Refunds may take an additional 3–7 business days to appear on your statement depending on your bank or card issuer.

7. Non-Refundable Items

The following are not eligible for refunds under any circumstances:

• AI scans and analyses already completed and delivered
• Subscription fees for periods already consumed (beyond the windows described above)
• Scan credits redeemed for completed analyses
• Any fees incurred due to violation of our Terms and Conditions
• Taxes collected on behalf of applicable tax authorities

8. Chargebacks

We encourage you to contact us directly at support@vetbid.us before initiating a chargeback with your bank or card issuer. Most issues can be resolved quickly and amicably without a formal dispute.

If a chargeback is filed without first contacting us, VetBid reserves the right to suspend or terminate the associated account pending resolution of the dispute, and to contest chargebacks we believe to be invalid.

9. Changes to This Policy

VetBid reserves the right to modify this Refund Policy at any time. Changes will be communicated via email or a notice on the Service at least 14 days before taking effect. The policy in effect at the time of your purchase governs your refund eligibility for that purchase.

10. Contact

For refund requests or billing questions: