Refund & Cancellation Policy

Last updated: 28 September 2026

This policy explains how trials, cancellations and refunds work for the ARC Safety Platform (the “Service”), operated by ARC Safety Platform (Pty) Ltd. It should be read together with our Terms of Service. Payments are processed by Paystack and charged in South African Rand (ZAR).

1. Trial period and card verification

New sign-ups start with a 30-day trial. To confirm your card is valid, we charge a small verification amount (R5) at sign-up and refund it automatically once the card is confirmed — you do not need to request this refund. No subscription fee is charged during the trial.

2. Subscription billing

When your trial ends, your account converts automatically to a paid subscription and the first subscription charge is made — you do not need to do anything for this to happen. We will email you at least 7 days before this first charge, stating the exact date and amount, so you can make sure funds are available. After that, subscriptions are billed in advance for each billing period (monthly, unless your plan states otherwise) and renew automatically until cancelled.

3. Cancelling your subscription

You may cancel at any time by emailing ai@riskconsultants.biz from the address on your account. If you cancel during your trial, you will not be charged. If you cancel after your trial has converted to a paid subscription, your subscription remains active until the end of the current paid billing period and then stops renewing. Because subscription fees are charged for the period ahead, we do not provide pro-rata refunds for the unused part of a billing period that has already started, except where required by law. For what happens to your data after cancellation, see “Data retention after cancellation” below and our Privacy Policy.

4. If a renewal payment fails

Paystack does not automatically retry a failed subscription charge, so we manage this ourselves: if a renewal charge fails, we email you straight away, and retry the charge once, 3 days later, against the same card (this gives time for a bank transfer or balance top-up to clear). If that retry also fails, your account is placed into view-only mode: you and your team can still log in, and view and download every existing report, audit and NCR record, but cannot create or edit anything new. We will also email you when this happens. View-only mode lifts automatically as soon as a payment succeeds — there is nothing you need to ask us to unlock.

5. Usage-based and per-report charges

Charges for usage-based items — such as fees for reports you generate — are earned when the item is produced. Once a report has been generated, that charge is non-refundable, as the Service has been delivered.

6. Billing errors and duplicate charges

If you have been charged in error — for example a duplicate charge, a charge after a valid cancellation, or an incorrect amount — contact us and we will investigate. Where we confirm an incorrect charge, we will refund it in full to your original payment method.

7. Service problems

If the Service is materially unavailable or not functioning as described for a sustained period due to a fault on our side, contact us. We may, at our discretion, provide a credit or a refund for the affected period.

8. Data retention after cancellation

When your account is cancelled or closed, we do not delete your organisation’s records immediately. We keep them, in line with our Privacy Policy, for 5 years from the date of closure — so historical safety records stay available if you, a client, or a regulator need them — and then they are automatically and permanently deleted to protect that information during the retention period. You can request earlier deletion; see our Privacy Policy for how.

9. Your statutory rights

Nothing in this policy limits any rights you may have under the Consumer Protection Act 68 of 2008 or other applicable South African law.

10. How to request a refund

Email ai@riskconsultants.biz from the address on your account, with your organisation name and the charge in question. We aim to respond within a few business days. Approved refunds are returned to your original payment method via Paystack, and the time to reflect depends on your bank or card provider.

11. Contact

Questions about billing, cancellation or refunds? Contact us at ai@riskconsultants.biz.