Payment Terms

1. Accepted Payment Methods

Xadia accepts the following payment methods for subscription plans and core purchases:

• Major credit and debit cards (Visa, Mastercard, American Express, JCB)
• Digital wallets where supported by our payment processor (e.g., GrabPay, OVO, Dana)
• Bank transfers or direct debit for enterprise accounts (subject to prior arrangement)
• Other local payment methods made available through our payment processor, Stripe

2. Pricing and Simulation Cores

Xadia operates on a core-based system. Simulation cores are consumed each time a smile simulation is produced through the platform.

• Cores may be included with a subscription plan or purchased separately as top-ups
• Subscription plans are billed on a monthly or annual cycle as selected at checkout
• Annual plans are billed upfront for the full year and typically carry a discounted rate
• Core balances do not roll over indefinitely — unused cores expire at the end of each billing period unless your plan specifies otherwise

Xadia reserves the right to adjust pricing at any time. Price changes will be communicated with at least 30 days' notice before they take effect for existing subscribers. Continued use of the Service after a price change takes effect constitutes acceptance of the new pricing.

3. Billing and Invoicing

Invoices are generated automatically at the time of each successful payment. You can download invoices at any time from your account's billing section.

• Each invoice includes the billing date, description of charges, amount paid, and payment method used
• Invoices are available in PDF format for your records
• For enterprise accounts, invoices may also be sent directly to a designated billing email address
• It is your responsibility to ensure your billing details (name, address, tax ID if applicable) are accurate and up to date in your account settings

4. Refund Policy

The following refund rules apply to all purchases made on the Xadia platform:

• Simulation cores are non-refundable once purchased, whether included in a plan or bought as a standalone top-up
• Subscription fees are non-refundable for the current billing period. You may cancel at any time and your subscription will remain active until the end of the period already paid for
• Custom design deposit payments are non-refundable once work on your order has begun

5. Taxes

All prices displayed on the Xadia platform are exclusive of applicable taxes unless explicitly stated otherwise. Depending on your location and the nature of your subscription, taxes such as VAT, GST, or local sales tax may be added at checkout.

You are solely responsible for determining, reporting, and remitting any taxes applicable to your use of the Service under the laws of your jurisdiction. Xadia does not provide tax advice. If you are tax-exempt, please contact billing@xadia.us before purchasing to discuss your situation.

6. Late Payments and Payment Failures

If a scheduled payment fails, Xadia will take the following steps:

• We will automatically retry the payment up to three times over a 7-day period
• You will receive email notifications each time a payment attempt is made or fails
• If all retry attempts are unsuccessful, your account may be downgraded to a free tier or suspended, restricting access to paid features
• Access will be restored promptly once a successful payment is received

To update your payment method before a retry occurs, visit your account's billing settings. Xadia is not liable for any data loss or service interruption caused by a payment failure.

7. Enterprise Billing

Default enterprise billing terms, where no custom agreement is in place, are as follows:

• Invoices are issued at the start of each billing cycle
• Payment is due within 30 days of the invoice date (Net 30)
• Bank transfers are accepted for enterprise accounts
• Custom core allocations, multi-seat pricing, and volume discounts may apply as specified in the Enterprise Agreement

To inquire about enterprise billing or negotiate custom terms, contact billing@xadia.us.

8. Account Cores and Promotions

From time to time, Xadia may issue promotional cores, referral bonuses, or courtesy cores to accounts. The following conditions apply to all such cores:

• Promotional cores have no cash value and cannot be exchanged for money
• Cores are applied to your account balance and consumed before paid cores
• Promotional cores may carry an expiry date and will be forfeited if not used before that date
• Cores are non-transferable between accounts
• Xadia reserves the right to modify, suspend, or terminate any promotional core program at any time without notice

9. Currency

All transactions on the Xadia platform are processed in United States Dollars (USD). If your payment method is denominated in another currency, your card issuer or bank will apply their standard exchange rate and may charge a foreign transaction fee. Xadia has no control over and accepts no responsibility for these third-party charges.

10. Billing Disputes

If you believe a charge on your account is incorrect or unauthorized, please contact our billing team before initiating a chargeback with your bank or card issuer. Chargebacks initiated without prior contact may result in account suspension pending investigation.

• Email billing@xadia.us with your account email, the charge amount, and the date of the charge
• Disputes must be raised within 30 days of the charge date
• We aim to respond to all billing enquiries within 3 business days
• If a dispute is resolved in your favour, any credit or refund will be applied within 5–10 business days

11. Termination and Outstanding Balances

If your account is terminated — whether by you or by Xadia — the following applies:

• Any outstanding balance owed to Xadia at the time of termination remains due and payable
• Unused subscription time is not refunded upon voluntary cancellation
• Unused simulation cores are forfeited upon account termination
• For accounts terminated by Xadia due to a breach of the Terms of Service, no refund will be issued for any prepaid amounts

Xadia reserves the right to pursue collection of outstanding balances through lawful means, including referral to a third-party collections agency, if payment is not received within 60 days of a failed charge.

12. Modifications to Payment Terms

Xadia reserves the right to update these Payment Terms at any time. We will provide at least 30 days' notice of material changes via email or through an in-app notification before the changes take effect. Your continued use of the Service after the effective date of any change constitutes your acceptance of the revised terms.

If you do not agree with a change to these Payment Terms, you must stop using the Service and cancel your subscription before the effective date.

13. Contact

For all billing and payment enquiries, please contact:

billing@xadia.us

For general legal enquiries, including these terms: legal@xadia.us