Subscription & refund policy

1. Scope

This policy applies to businesses registered on the dropLog. platform that are subject to the dropLog Business mobile app verification process. It sets out the evidence required to complete verification, the administrator clarification procedure, and what happens to any subscription payment if verification is not completed and the subscription is cancelled as a result. It does not apply to ordinary subscription cancellations initiated by the business through the Stripe billing portal, which are governed by the main Terms and Conditions and the applicable Stripe subscription terms.

This is a review draft. Commercial terms, including this policy, remain subject to finalisation and must be expressly accepted before any paid service begins.

2. Free period and payment timing

A three-calendar-month advanced-feature trial begins at business approval, not at registration or at the start of the verification process. Assumption A1: payment timing is unchanged by this verification process. The cancellation and refund rules in this policy apply to payments actually made for a cancelled subscription; where no payment has been taken at the time of cancellation, the cancellation is recorded and no refund is attempted.

Verification cancellation can only occur before business approval. Once a verification is approved it is terminal; the cancellation procedure in this policy does not apply to approved verifications.

3. Required verification evidence

After completing web onboarding, the business must complete the following steps using the dropLog Business mobile app.

• Register a UK mobile number using a one-time passcode sent by SMS. The registered mobile number becomes the verified contact mobile for service notices during the verification process (assumption A3). It does not replace web email/password accounts.
• Accept the current Terms & Conditions and this Subscription & refund policy in the app.
• Scan the QR code displayed in the web account (or enter the pairing code manually). The QR code is time-limited and single-use; a new one can be generated in the web account.
• Confirm the business details already entered on the web. If the business profile (legal name, contact name, phone, address, city or postcode) changes after setup is complete, the details must be re-confirmed in the app before submitting evidence.
• Capture at least five photographs of the business premises using the in-app camera. Gallery import is not permitted; photos must be taken inside the app. Each photo is automatically geo-tagged and date/time-stamped, with a burned-in stamp showing the capture date, time, GPS coordinates and business name. The server validates and stores the metadata; it cannot independently prove that the recorded GPS coordinates are accurate or genuine, as this information is provided by the device (assumption A4).
• Upload receipt samples for every receipt source the business uses. Own receipts are always required. If the business uses platform receipts (Uber Eats, Just Eat, Deliveroo or other platforms), at least one sample for each declared platform must be uploaded. Across all samples with a known payment kind, at least one cash-collection receipt and one already-paid receipt must be provided. Receipt samples uploaded without a declared payment kind do not satisfy the cash/paid requirement (assumption A5).
• Submit the evidence for administrator review.

4. Clarification requests

After evidence is submitted, an administrator reviews the photographs, receipt samples and receipt-reading configuration. If further information is needed, the administrator sends a clarification request by email to the account email address and by SMS to the registered mobile number.

The business has 15 calendar days from the date of the clarification request to respond. Responses can be submitted through the dropLog Business app or the business web account. The 15-day deadline is calculated in UTC; the calendar-day count shown in the app and the web account follows Europe/London time (including daylight saving). If a further clarification request is made after a response, a new 15-day period starts from that request.

Evidence can be updated and resubmitted during the clarification period. The administrator will review the updated evidence and may approve, send a further clarification request or cancel the verification.

5. Cancellation and refund

If the business does not respond to a clarification request within 15 calendar days, the verification is cancelled automatically. An administrator may also cancel a verification where the business declines to provide the required evidence or the evidence cannot be approved.

On cancellation: the business account is rejected; the advanced-feature trial, if running, is ended immediately; and any live sessions in the dropLog Business app are revoked.

Where a payment has been made for a subscription that is cancelled by this process, each payment is refunded as follows (assumption A8: refunds are not prorated — each full payment is considered separately). Refund for each payment = the amount paid, minus the Stripe processing fee actually incurred on that payment (charged by the card network and Stripe to UNLIMIT DIGITAL LTD, visible on the Stripe balance transaction), minus a single GBP 15 administration fee inclusive of any applicable VAT applied once across the whole cancelled subscription (assumption A7: the GBP 15 is the full all-inclusive deduction; the owner has been asked to confirm this is inclusive of VAT). Where multiple monthly or annual payments were made, the GBP 15 fee is deducted from the first payment being refunded; subsequent payments in the same subscription are refunded in full minus only the Stripe processing fee for each. No refund is issued for a payment where the refundable amount after deductions is not positive. Where fees consume or exceed the payment amount, no refund is due for that payment and no refund call is made.

Refunds are issued through Stripe to the original payment method. Timing depends on the card issuer. Where the platform cannot automatically issue the refund through Stripe (for example, if Stripe is not configured for the account), the operator will issue the refund manually.

Worked example: a business made one monthly payment of GBP 35.00. Stripe processing fees were GBP 0.83. Administration fee is GBP 15.00. Refund = GBP 35.00 − GBP 0.83 (Stripe fee) − GBP 15.00 (admin fee) = GBP 19.17. Second example: fees of GBP 0.50 on a GBP 15.00 payment would leave GBP 0.00 after the admin fee deduction; no refund is due.

This cancellation and refund process applies only where the subscription is cancelled because the verification was not completed. Ordinary subscription cancellations through the Stripe billing portal at the end of the billing period are not affected. Statutory rights under applicable UK law are preserved. Nothing in this policy excludes liability that cannot lawfully be excluded.

6. Evidence retention and access

• Business contact mobile number: retained while the business account is active. Used only for OTP registration and service notices related to the verification. See the Privacy notice, section 2 (Information in the current application).
• OTP records: code hashes are retained briefly for fraud prevention and rate limiting; consumed challenges are not reused. The code itself is never stored in plain text.
• Premises photographs: encrypted and quarantined until malware scanning completes. Clean photos are accessible to the business and to authorised platform administrators. Rejected photos are erased; metadata remains. Retention follows the platform document retention policy; see the Privacy notice, section 6.
• Receipt samples: encrypted and accessible to the business and authorised platform administrators. Used to configure the receipt-reading prompt for the business. Retention follows the platform document retention policy.
• To request access to, correction of or erasure of personal data held in connection with verification, use the contact route described in section 7 of the Privacy notice.

7. Contact

For queries about this policy, write to UNLIMIT DIGITAL LTD, FAO Subscription Policy, at 31–33 Worcester Street, Gloucester, England, GL1 3AJ, quoting "Subscription & refund policy". A working electronic contact and operational support channel are still to be confirmed before public launch. Do not send passwords or payment-card details.

This is a review draft. No commercial subscription or payment obligation is created by the current development release. The effective date and acceptance record will be stated in the final agreed version.