Refund & Cancellation Policy

Last modified: May 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)

Regystra powers sports organizations (‘Customers’) with a white-label platform to manage events and sell to Participants. We don’t sell events ourselves—we just provide the tools. This policy covers refunds and cancellations for Customers’ subscriptions with us and Participants’ transactions with Customers.

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.

3.6 Customer Disclosure Requirements:

• Customers are strongly encouraged to publish a clear refund and cancellation policy on their customer portal and registration pages.
• Failure to disclose a refund policy may result in participant disputes or chargebacks, for which Regystra bears no responsibility.

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