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Refund & Cancellation Policy

Last Updated: August 30, 2026

This Refund & Cancellation Policy (“Policy”) describes the refund eligibility and cancellation terms applicable to services provided by ZEHEN AI (“ZEHEN AI”, “we”, “us”, or “our”).

This Policy forms part of our Terms of Use and Privacy Policy. By engaging with ZEHEN AI, you agree to the terms described herein.

1. Scope

This Policy applies to:

  • One-time setup fees for AI voice agent and HVAC AI Operating System implementations.

  • Recurring monthly or annual subscription fees for ongoing service access and support.


2. Refund Eligibility

2.1 One-Time Setup Fees

One-time setup fees are payable upfront before commencement of work.

Once implementation work has commenced, one-time setup fees are non-refundable, except as expressly required by applicable law.

2.2 Subscription Fees

Monthly or annual subscription fees are due in advance.

Subscription fees are non-refundable for partial billing periods. If you cancel mid-cycle, you will retain access until the end of the current billing period, but no pro-rated refund will be issued for the unused portion.

2.3 Discretionary Refunds

Any refunds outside the above terms are at ZEHEN AI’s sole discretion and subject to written approval.

3. Cancellation by Client

Clients may request cancellation of services by providing at least fifteen (15) days’ prior written notice to support@zehenai.com.

3.1 Minimum Term Commitment

Unless otherwise agreed in writing, all client engagements are subject to a minimum initial term of three (3) months from the service commencement date (“Minimum Term”).

During the Minimum Term:

  • The client is contractually committed to pay all applicable fees for the full Minimum Term.

  • Cancellation requests by the client shall not relieve the client of the obligation to pay fees for the remainder of the Minimum Term.


3.2 Notice Period and Fees

For cancellations:

  • The client must provide at least fifteen (15) days’ prior written notice.

  • The client shall remain liable for all fees covering the notice period, calculated based on the then-current monthly fee.

  • All fees accrued up to the effective termination date remain payable in full.

If the client fails to provide the required fifteen (15) days’ notice:

  • The client shall remain liable for fees covering the full fifteen (15) day notice period.

  • ZEHEN AI may, at its discretion, suspend services immediately while such fees remain unpaid.


3.3 Mid-Contract Termination and Breach

If a client terminates or ceases to use the Services before completing the Minimum Term, or terminates in breach of this Policy or the Terms of Use:

  • ZEHEN AI shall be entitled to forfeit the entire one-time setup fee and all monthly fees paid up to the date of termination.

  • The client shall remain liable for all outstanding fees for the remainder of the Minimum Term.

  • In addition, the client shall pay an early-termination penalty equal to ten percent (10%) of the total upfront contract value (including setup fee and committed monthly fees for the Minimum Term).

  • ZEHEN AI reserves the right to:

    • Blacklist the client from future engagements, at its sole discretion.

    • Decline or delay any data export, offboarding, or continuation of services until all dues, penalties, and fees are paid in full.

For clarity: if a client abandons the engagement immediately or after only a short period (e.g., one week or less than one and a half months) without completing the Minimum Term, ZEHEN AI shall be entitled to retain the setup fee and all monthly fees paid, and to pursue all remaining contractual amounts and penalties as described above.

If a client terminates mid-contract without complying with the notice period or other agreed terms, the client shall not be entitled to:
Any refund for fees paid up to the date of termination.
Any limitation of liability under the clause “Our total liability shall not exceed the fees paid by you in the last month upfront.”

3.4 Post-Minimum Term Cancellation

After completion of the Minimum Term:

  • The client may cancel by providing at least fifteen (15) days’ prior written notice.

  • The client shall remain liable for fees covering the notice period.

  • No refunds will be issued for partial or unused billing periods.


3.5 Refunds

Any refunds outside the above terms are at ZEHEN AI’s sole discretion.

Where ZEHEN AI, at its discretion, agrees to provide a refund (for example, in case of prepaid fees beyond the Minimum Term):

  • ZEHEN AI may refund up to fifty percent (50%) of the unused prepaid fees, after deducting:

    • All outstanding dues, including notice-period fees.

    • Any applicable early-termination penalties.

    • Any offboarding or exit-assistance fees, if applicable.

  • No refund shall be due or payable where the client is in breach of the Minimum Term or these Terms.


4. Termination by ZEHEN AI

ZEHEN AI may suspend or terminate services immediately for reasons including but not limited to:

  • Non-payment.

  • Breach of Terms of Use or this Policy.

  • Unlawful or abusive use of the Services.

  • Security or integrity risks.

In such cases, no refunds will be issued for any prepaid but unused fees, except as required by law.

5. Data Export and Offboarding

Upon termination, ZEHEN AI may, at its discretion and subject to technical feasibility, provide reasonable assistance to export client data (e.g., configurations, transcripts, recordings) for up to thirty (30) days after the termination date.

Any such assistance may be subject to applicable fees and must be requested within the offboarding window.

6. Changes to This Policy

We may update this Policy from time to time. We will post the updated version on this page with a revised “Last Updated” date.

7. Contact Us

For questions regarding this Policy, please contact us at: Email: support@zehenai.com