Subscription refunds & cancellations

1. Overview

This Refund Policy explains how HR360 Technologies (Pvt) Ltd (“HR360”, “we”, “us”, or “our”) handles cancellations, billing errors, and refunds for HR360 cloud software subscriptions and related services purchased via invoice, bank transfer, or online checkout (including PayHere). It applies to organisation customers. It does not apply to physical goods — we do not sell shippable products.

2. What you are buying

• HR360 is a subscription software service (HR, attendance, leave, payroll preparation, and related modules), billed according to your proposal, order form, or recurring invoice — typically per licensed seat / month.
• Access to the Admin Panel and Staff Portal is delivered online. There is no delivery of a physical item and no return shipping.
• Commercial details (seat count, rate, billing date, and term) are set out on your invoice or agreement.

3. Subscription fees are generally non-refundable

• Except as required by Sri Lankan law or as we expressly agree in writing, subscription fees, setup / onboarding charges, and amounts already invoiced for a billing period are non-refundable.
• This includes unused seats, unused days in a billing period, and unused modules once the period has started and access has been provisioned.
• If you cancel, you remain responsible for amounts already due. Access may continue until the end of the paid period or may be suspended for non-payment, as set out in our Terms of Service.

4. When we will refund or credit

We will investigate and, where we confirm the issue, refund or credit:

• Duplicate or repeated charges for the same invoice (for example two successful PayHere payments for one invoice).
• A payment captured in error (wrong invoice, wrong amount, or a charge after we confirmed the invoice was already settled).
• A technical failure where you were charged by the payment provider but did not receive the corresponding paid status / access, after we reconcile with PayHere or your bank.
• Any other case required by applicable law or that we have agreed in writing (including a credit note against a future invoice).

5. How to request a refund

• Email info@hr360.lk from your billing contact, with invoice number, payment date, amount, and payment method (PayHere payment ID if you have it, or bank slip reference).
• We may ask for additional verification. We typically respond within five (5) business days.
• Approved refunds are sent to the original payment method where possible (card / PayHere / originating bank account). Bank processing can take additional days after we initiate the refund.
• We do not refund to a different card or third party except where the original method cannot be used.

6. Online payments (PayHere)

• Card and other online payments are processed by PayHere (and their acquiring bank). HR360 does not store your full card number.
• If a PayHere checkout succeeds, our billing system marks the invoice paid when we receive PayHere’s payment notification.
• Chargebacks or PayHere disputes should be raised with us first so we can reconcile. Unjustified chargebacks may result in suspension of the subscription and recovery of fees.

7. Bank transfers

• Manual bank transfers are matched to invoices by our team. Overpayments may be credited to your next invoice or refunded on request after we confirm receipt.
• You are responsible for your bank’s charges. We refund the amount we actually received, unless we agree otherwise.

8. Cancellations

• To stop future billing, notify us in writing at info@hr360.lk. We will confirm the last billable period.
• Cancellation does not by itself create a refund for time already billed. Seat reductions take effect on the next billing cycle unless we agree a mid-cycle credit.

9. Changes

We may update this Refund Policy by posting a new version at hr360.lk/refund and changing the “Last updated” date. The Terms of Service and Privacy Policy also apply.

10. Contact