Activation and Refund Policy

Status: Draft for legal review Document key: activationRefundPolicy Version: 2026-05-31 Use: Clinic onboarding clickwrap before payment/activation

This policy explains when Happy Light AI service is considered activated and how refunds are handled.

1. Prepaid Monthly Service

Happy Light AI is billed monthly in advance unless a written order form states otherwise. The first month is charged before or during onboarding.

2. No Standard Setup Fee

Happy Light Tech does not charge a separate standard setup fee unless a written order form states otherwise.

3. Activation Events

Service activation may begin when any of the following occurs:

• the clinic completes subscription checkout;
• the clinic accepts required agreements;
• the clinic requests or receives an AI answering number;
• the clinic reveals, copies, or uses the Open Dental CustomerKey;
• the clinic connects Open Dental;
• the clinic verifies phone or scheduling setup; or
• Happy Light Tech begins production configuration for the branch.

4. Refund Rule After Activation

After activation begins, prepaid monthly fees are generally non-refundable. This is because phone number provisioning, Open Dental credential preparation, branch configuration, infrastructure allocation, and compliance work may begin immediately after checkout.

Refunds may still be provided where required by law, where a written promotion expressly applies, or where Happy Light Tech is solely unable to provide the contracted service.

5. No Refund for Customer-Side Setup Issues

Refunds are generally not provided for delays or failures caused by:

• clinic not configuring call forwarding;
• clinic or phone provider limitations;
• incorrect Open Dental setup;
• clinic refusing required agreements;
• invalid payment method;
• clinic-side network, account, or access issues;
• staff not completing onboarding steps; or
• unsupported workflows not listed in the order form.

6. Credits

Happy Light Tech may issue service credits at its discretion. Credits are not cash refunds unless expressly stated.

7. Cancellation

Cancellation prevents future renewal charges after the current billing period, subject to processor timing and dashboard rules. Cancellation does not erase audit logs, legal records, or records that must be retained.

8. Contact

Customer payment receipts are sent by Stripe from receipts@happylight.tech. Billing and refund questions: billing@happylight.tech