Varaxon Scan Hub — Cancellation and Refund Policy

Document set version: v3.5, effective October 27, 2026
Last updated: October 27, 2026
Business: Varaxon Technologies LLC
Service: Varaxon Scan Hub (https://scan.varaxontech.com)
Contact: support@varaxontech.com

How reports are paid for

Each report uses one report from your plan's monthly allowance if you have an active plan with reports left this month, and otherwise one report credit. If neither is available, the report does not start and nothing is charged. This applies however a report is started: by upload, through the upload API, with Build report on a connection, or by an automatic schedule. A proof pack is paid for the same way, as one report; a proof pack that cannot be made does not count, and any credit it used is returned automatically. A proof pack whose AI-written summary is rejected by our checks is still made in full, with the summary in fixed wording, and counts as usual.

Plans include a set number of reports each calendar month: Starter 10, Core 25, Growth 60, and Scale 150. They also include a number of people in your organization: Starter 1, Core 3, Growth 10, and Scale unlimited. There is no separate charge per person. The allowance resets on the 1st of each month (UTC), including on yearly plans, and unused reports do not carry over to the next month.
Credits are bought in any quantity from 1 to 500 per purchase, at the price shown at checkout, or granted free, such as the trial credits given to organizations created before October 27, 2026. When you have several kinds of credits, free credits are used before purchased ones.
Free trial. A new organization receives a free 14-day trial of the Core plan, with up to 10 reports, when its owner first confirms their email address. The trial is granted once per email address, needs no payment card, and never turns into a paid subscription; when it ends, nothing is charged. Organizations created before October 27, 2026 received 3 free report credits instead, which remain usable.

Automatic reports are charged. Each report that a connection's automatic schedule builds (every day, week, or month) uses one report from your plan or one credit, exactly like a report you start yourself. A daily schedule builds about 30 reports a month for that client. The first report is built shortly after a schedule is turned on or changed. If a scheduled report cannot be paid for, or its pull fails, that connection's automatic reports pause until a successful Build report, and nothing more is charged for it while paused.

A report that fails does not count. If a report cannot be produced, either at once because its file cannot be read or after our automatic retries, it is marked failed, it is not counted against your plan's allowance, and any credit it used is returned to your balance automatically.

A plain report is free. If our checks reject the AI-written draft of a report, we deliver a report built by our software alone, without AI-written text, and it is not counted against your allowance; any credit it used is returned automatically.

A report with no findings is free. If a scan has no findings, its report is still built and shown, and it is not counted against your allowance; any credit it used is returned automatically.

If a renewal payment fails, your plan's reports are paused. While the payment is past due, your plan's monthly allowance pays for no reports until the payment method is updated and the payment goes through. Credits still work during that time.

Subscription cancellation and automatic renewal

Changing plans. An owner or admin can change to another plan from Plan and credits. The change replaces the current subscription rather than adding a second one, and it applies at once, including the new plan's monthly report allowance. Stripe adds the prorated difference for the rest of the current billing period to the next invoice: a charge when the new plan costs more, or a credit toward future invoices when it costs less. Moving between monthly and yearly billing starts a new billing period and may be invoiced at once. A plan that includes fewer people than your organization has cannot be chosen until you remove people or cancel invitations.

Your subscription renews automatically. Unless you cancel before the end of the current billing period, it renews for another period of the same length (a month or a year) and the payment method on file is charged the then-current price for your plan. Checkout shows the plan's price and billing frequency before you pay, and Plan and credits shows your plan and its renewal date.

If you subscribed online, you can cancel online. An owner or admin of your organization can cancel from Plan and credits with one click; you do not need to call, email, chat, or speak with anyone. You may also cancel by emailing support@varaxontech.com from the address on the account. Cancellation takes effect at the end of the current paid billing period, and the subscription does not renew after that. Until then, you keep your plan's allowance and can undo the cancellation from the same page.

We remind you before a yearly renewal. For a subscription whose term is longer than 60 days, we email the account's owners at least 15 days and no more than 45 days before the renewal date, stating the renewal date, the amount to be charged, and how to cancel. We also send a reminder at least once every 12 months to any organization on a continuing subscription of any term length.

We will not raise your price without asking. We give at least 30 days' notice of a price increase, and we will not charge an increased price to an existing subscription without the account holder's affirmative consent. Without that consent the subscription continues at the existing price to the end of the current paid period and then ends rather than renewing.

Cancellation does not erase amounts already due and does not itself create a refund for the unused part of a billing period.

Refunds

Subscription charges and purchased credits are non-refundable, except:

for a duplicate charge, or an incorrect charge caused by our billing error;
where applicable law or payment-network rules require a refund or other remedy; or
for a pro-rata refund of the unused part of a prepaid period if we terminate the subscription without customer fault or discontinue the paid plan, as described in the Terms of Service.

Failed reports, plain reports, and reports with no findings are handled automatically as described above and do not need a refund request. Automatic reports that were built and delivered as scheduled are charged reports, not billing errors.

No goodwill refund window is offered unless we announce one in writing for the applicable plan or transaction.

What a purchased credit is

A purchased credit is a prepaid entitlement to receive the Service. Credits are not cash, a deposit, a stored-value instrument, or a payment instrument. They are not transferable, and they are not redeemable for cash except where applicable law requires it.

Credits and account standing

Credits do not expire while the account is in good standing, and they remain available after a subscription is cancelled. Good standing means the account is active and has not been suspended or terminated for fraud, abuse, unauthorized use, or material breach. Cancelling a subscription alone does not remove an account from good standing.

Missing a payment does not erase credits you have already paid for. We may suspend an account for non-payment, and purchased credits remain available when the account is restored.

Unused purchased credits are forfeited only where we terminate an account for documented fraud, abuse, unauthorized use, or serious material breach, except where applicable law requires otherwise. Trial and other free credits have no cash value and end when the organization's account is closed.

If a payment was unauthorized, contact us promptly so we can investigate; you should also notify your payment provider when appropriate. Nothing in this policy limits a refund or cancellation right that applicable law does not allow to be waived. If you are a consumer, you may have additional rights under the law of your state, and this policy does not take them away.

Service termination and suspension

We may suspend or terminate access for non-payment, fraud, abuse, unauthorized security testing, or a material breach of the Terms of Service. Suspension or termination for those reasons does not require a refund, except where applicable law requires otherwise.

How to submit a request

To cancel, use Plan and credits. To request a permitted refund, email support@varaxontech.com with the subject Refund request, the account email, the charge date, and the Stripe receipt or invoice number. We will acknowledge the request and may ask for information needed to locate the account or charge. We will never ask you to send passwords, MFA codes, API keys, or scan files by email.

Changes

We may update this policy by posting a revised version with a new effective date. Material changes will be communicated as described in the Terms of Service.