Refund & Cancellation Policy

Last modified: February 1, 2025

This Refund and Cancellation Policy applies to both (i) customers of Regystra ("Customers"), who use our platform to manage their sports organizations and (ii) the end-users ("Participants") who register for events, services, or activities through our platform.


1. General Policy Overview

Regystra provides a cloud-based platform that enables sports organizations to manage their operations, including registrations, payments, scheduling, and communication. As a software provider, Regystra does not directly sell sports programs, tickets, or services to Participants; instead, we facilitate transactions between Customers and their Participants

This policy clarifies the terms under which refunds and cancellations apply to:

  • Regystra’s Customers (organizations that use our platform and pay subscription or service fees to Regystra)
  • Participants (individuals who purchase registrations, tickets, or services from Customers using Regystra)


2. Refund & Cancellation Policy for Regystra’s Customers

2.1 Subscription Fees:

Regystra operates on a prepaid subscription model. Customers must pay in advance for the use of the platform based on their selected plan.

  • No Refunds: All subscription fees, setup fees, and service fees paid to Regystra are non-refundable.
  • No Pro-Rated Refunds: If a Customer decides to cancel their subscription before the end of their billing cycle, they will not receive a pro-rated refund for the remaining period.
  • Downgrades: Customers may downgrade their subscription plan at any time. However, no refunds or credits will be issued for the unused portion of the higher-tier plan.

2.2 One-Time Service Fees:

  • Fees paid for custom development, onboarding, consulting, or other one-time services are non-refundable once work has commenced.
  • If a Customer cancels before work begins, a partial refund may be issued, subject to a cancellation fee.

2.3 Termination by Regystra:

  • If Regystra terminates a Customer's account due to policy violations, abuse, or breach of terms, no refunds will be issued.
  • If Regystra discontinues its services entirely, Customers will receive a pro-rated refund for any prepaid but unused subscription period.

2.4 Chargebacks & Disputed Payments:

  • If a Customer initiates a chargeback for a legitimate charge, Regystra reserves the right to suspend the account until the matter is resolved.
  • Customers who file fraudulent chargebacks may be permanently banned from using the platform.

2.5 Cancellation Process:

  • To cancel a subscription, Customers must:
    • Submit a written cancellation request to info[at]regystra.com at least 10 days before the next billing cycle.
    • Ensure all outstanding payments are cleared.
    • Export any necessary data before the termination date. Data may be deleted after account closure.


3. Refund & Cancellation Policy Between Customers and Their Participants

Regystra is a facilitator and is not responsible for refunds between Customers and Participants. Each Customer sets their own refund and cancellation policies for their services.

3.1 Event Registration Fees:

  • Refund eligibility, timing, and processing are solely determined by the Customer (e.g., sports leagues, event organizers, clubs).
  • Regystra does not process refunds on behalf of Customers.
  • Participants must contact the event organizer directly for refund requests.

3.2 Partial & Full Refunds:

  • Customers may choose to issue full refunds, partial refunds, or no refunds based on their individual policies.
  • If a Customer processes a refund, Regystra is not responsible for any processing fees incurred during the transaction.
  • Refunds are generally processed using the same payment method as the original transaction.

3.3 Non-Refundable Fees:

Customers may classify certain fees as non-refundable, such as:

  • Processing fees
  • Administrative fees
  • Deposits
  • Late registration penalties

3.4 Event Cancellations & Postponements:

  • If an event is canceled, the Customer determines whether refunds will be issued.
  • If an event is rescheduled, Participants may be given the option to transfer their registration to the new date or request a refund (per the Customer's policy).

3.5 Participant-Initiated Cancellations:

  • If a Participant cancels their registration before the event, the refund policy set by the Customer applies.
  • Refunds are not guaranteed and are at the sole discretion of the Customer.


4. Payment Processing & Refund Timelines

Regystra integrates with third-party payment processors (e.g., Stripe, Authorize.net) to facilitate payments between Customers and Participants.

4.1 Processing Fees:

  • Payment processors may deduct a non-refundable transaction fee when a refund is issued.
  • Customers are responsible for covering these fees unless they explicitly state otherwise in their policies.

4.2 Refund Processing Time:

  • Once a refund is approved by the Customer, payment processors may take 5-10 business days to process the transaction.
  • Bank transfer and credit card refunds may be subject to additional delays based on financial institutions’ policies.


5. Disputes & Chargebacks

If a Participant disputes a charge or initiates a chargeback, the following applies:

  • Responsibility: The Customer (not Regystra) is responsible for providing proof of service and handling disputes with Participants.
  • Chargeback Fees: If a chargeback is filed, the payment processor may impose fees that the Customer must pay.
  • Account Suspension: If multiple chargebacks occur, Regystra reserves the right to suspend or terminate the Customer’s account.


6. Policy Amendments

Regystra reserves the right to modify this Refund & Cancellation Policy at any time. Changes will be communicated via email or posted on our website. Continued use of the platform after a policy update constitutes acceptance of the revised terms.


For more information on our Refund & Cancellation Policy, please contact our team at: info[at]regystra.com