1. Scope
This policy covers Everchart subscription charges and one-time implementation fees paid by an organisation for access to the Everchart platform. The registered entity collecting payment — to be published before general availability Card, UPI and net-banking details are handled entirely by our payment provider and never reach Everchart's systems.
2. Free trial
Every approved organisation receives a 7-day trial with all subscribed features switched on. No payment details are required to begin the trial, and the trial cannot convert into a paid subscription on its own: a charge only ever happens when someone from your organisation chooses a plan and completes payment.
The trial begins the first time someone from your organisation signs in, not when your application is approved, so the full 7 days are usable. If you need longer to evaluate, ask us and we can extend it.
Because the trial period is deliberately intended for evaluation and configuration, real patient records must not be entered during it. See the terms of use.
3. Billing cycles and taxes
- Monthly. Charged for one month at a time, in advance.
- Annual. Charged for twelve months in advance at 20 percent less than twelve monthly payments.
- Implementation. A one-time fee, invoiced separately from the subscription.
All published prices exclude GST. GST is applied at 18 percent and shown as a separate line on your invoice. Paying before your current period ends extends that period rather than replacing it, so nothing you have already paid for is lost.
4. Cancelling
You may cancel at any time by telling us in writing from an authorised email address on your account. There is no cancellation charge and no minimum term beyond the period you have already paid for.
Cancellation stops future charges. Your subscription continues to work until the end of the period you have paid for, and clinical features then pause.
5. What happens when a subscription lapses
This is the part hospitals ask about most, so it is stated exactly:
- Nothing is deleted. Your records, configuration and history remain intact. A lapsed subscription pauses access; it does not destroy data.
- You can still sign in. Your administrator can sign in, see the billing page and pay. We do not lock an organisation out of the screen it needs in order to settle an invoice.
- Paid subscriptions get a grace period. If a renewal payment fails, your workspace stays fully usable for seven days while you sort it out. A trial has no grace period, which is the point of a trial.
- Access returns immediately on payment. Clinical features switch back on as soon as the payment clears, with no re-implementation.
- You can export before you go. If you decide to leave, tell us and we will provide your data in a documented, machine-readable format. Your data is yours.
6. Refunds
Subscription fees are charged in advance for a defined period. Our approach to refunds is as follows.
- Duplicate or incorrect charges. Refunded in full, always. If you were billed twice, or billed an amount that does not match the plan you selected, tell us and we will return the difference.
- Charges after a cancellation. If a payment is taken after you asked us to cancel, it is refunded in full.
- Failure on our side. If a defect or outage attributable to Everchart prevents you from using the service for a material part of a billing period, we will credit or refund that part of the period.
- Annual subscriptions cancelled early. We will refund the unused whole months remaining in the period, less any discount already given for committing to a year, and less implementation work already delivered.
- Monthly subscriptions. The current month is not refunded once the period has started, because the service remains available to you for the whole of it. Future months simply stop.
- Implementation fees. Refundable in proportion to work not yet performed. Once migration, configuration and training are delivered, that work is not refundable.
Approved refunds are returned to the original payment method through our payment provider. Providers typically settle within five to ten working days, and bank timelines are outside our control. GST already remitted is refunded in line with applicable tax rules.
7. How to raise a billing question
Write to us from an authorised email address on your account, quoting your organisation name and the payment reference from your receipt. We aim to acknowledge billing queries within two working days. The billing contact address — to be published before general availability
If you are not satisfied with how a billing matter was handled, The escalation contact — to be published before general availability
8. Changes to this policy
If we change this policy, the revised version applies to billing periods beginning after the change. We will not apply a less favourable version retroactively to a period you have already paid for. See also our pricing page and terms of use.