Legal
Refund Policy
Effective date: 10 October 2026
1. Introduction
This Refund Policy governs refunds, cancellations, billing adjustments, and related payment matters for subscriptions to LibControl, the library and study-seat management software operated by Phenomit (“Phenomit”, “we”, “us”, or “our”).
This policy applies to customers purchasing or renewing a LibControl subscription, paid trial, onboarding package, or other service directly from Phenomit, unless a separate written agreement specifies different terms.
By purchasing or renewing a subscription, the customer (“you” or “your”) acknowledges that they have had an opportunity to review this Refund Policy, together with the applicable Terms & Conditions and subscription details.
Our objective is to establish clear and transparent refund procedures while ensuring that customers understand the conditions applicable to their selected plans.
Nothing in this policy excludes or limits any refund right or consumer protection that cannot lawfully be excluded or limited under applicable law.
2. Product Demonstrations and Pre-Purchase Evaluation
Before purchasing a subscription, prospective customers are encouraged to request a live demonstration of LibControl.
A demonstration allows customers to understand the available features, administrative workflows, study-seat management capabilities, and other relevant functionality before making a purchase decision.
Customers are encouraged to clarify their requirements, subscription limits, technical needs, and applicable fees with the Phenomit team before completing a payment.
Submitting a demo request, pre-registration form, or enquiry does not itself constitute a paid subscription or create an entitlement to a refund.
If Phenomit offers a paid trial, onboarding package, implementation service, training package, or other separately chargeable service, the applicable refund conditions will be stated in the relevant quotation, invoice, or written agreement.
3. Monthly Subscription Refunds
Monthly LibControl subscriptions are generally non-refundable once the applicable billing period has commenced.
When a customer purchases or renews a monthly subscription, the subscription fee covers access to the service for the agreed billing period, subject to the applicable plan and service terms.
If a customer decides to discontinue the service during an active billing period:
- The customer may request cancellation to prevent future renewals.
- Cancellation will take effect according to the applicable subscription terms and confirmed cancellation date.
- No partial-month or pro-rata refund will ordinarily be provided for unused days in the current billing period.
- Any outstanding amounts due before cancellation remain payable.
A refund may nevertheless be considered where required by applicable law, where a billing error has occurred, or where Phenomit expressly agrees to a refund in writing.
Customers should submit cancellation requests before the next scheduled renewal date and retain the confirmation received from Phenomit.
4. Annual Subscription Refunds
Phenomit offers a limited refund window for eligible first-time annual subscriptions, subject to the conditions described below.
4.1 Seven-Day Refund Window
A customer who purchases a first-time annual LibControl subscription may request a full refund within 7 calendar days of the initial annual subscription payment, provided that the following conditions are satisfied:
- The refund request is received within the seven-day period.
- The subscription is the customer's first annual subscription payment for the relevant service.
- The customer has not substantially used the service during the refund period.
- The request relates to the subscription fee paid and not to separately agreed non-refundable services, unless otherwise required by law or agreed in writing.
- The customer provides sufficient information to verify the subscription and payment.
For this policy, substantial use may include extensive operational use, significant data entry, routine business deployment, or other usage demonstrating that the software has been materially used beyond a preliminary evaluation.
Phenomit will assess eligibility reasonably and consistently, taking into account the circumstances of the request and applicable law.
4.2 Requests Made After Seven Days
After the seven-day refund window has expired, annual subscription fees are generally non-refundable.
However, refunds may be considered where required by applicable law, where a verified billing error has occurred, or where Phenomit expressly approves an exception in writing.
4.3 Annual Renewals
The seven-day refund window applies to the initial annual subscription payment and does not automatically apply to subsequent annual renewals.
Annual renewal fees are generally non-refundable once the renewal period has commenced, except where required by applicable law or expressly agreed in writing by Phenomit.
Customers should review their renewal dates and contact Phenomit before renewal if they do not intend to continue the subscription.
5. Duplicate Payments and Erroneous Charges
If a customer believes they have been charged more than once for the same subscription or have been billed incorrectly, they should contact Phenomit within 14 calendar days of the relevant transaction or discovery of the charge, providing the available payment details.
Examples include:
- Duplicate payments for the same invoice or subscription period.
- Accidental repeated transactions for the same purchase.
- Charges that do not correspond to the applicable invoice or agreed subscription.
- Incorrect amounts charged due to a verified billing or payment-processing error.
Phenomit will review the payment records and may request additional information or supporting documentation to verify the claim.
Where a duplicate or erroneous charge is confirmed, the excess or incorrectly collected amount will be refunded or otherwise corrected, as appropriate, subject to applicable law.
Approved refunds will ordinarily be returned to the original payment method. If that method is unavailable, Phenomit may coordinate an alternative lawful refund method with the customer.
The 14-day reporting period is intended to help us investigate transactions promptly and does not override any longer period or other right available under applicable law.
6. Refunds Relating to Service Interruptions
Phenomit makes reasonable efforts to maintain the availability and functionality of LibControl. However, temporary interruptions may occur because of maintenance, technical failures, hosting or network issues, security incidents, or circumstances outside our reasonable control.
If LibControl experiences an extended service interruption attributable to a fault on Phenomit's side, the customer may contact our support team to request a review.
Depending on the circumstances, Phenomit may consider offering:
- A subscription extension.
- A service credit.
- An alternative service adjustment.
- A refund where expressly approved or required by applicable law.
Any discretionary credit or subscription extension will be assessed based on the duration and impact of the interruption, the relevant subscription terms, and the circumstances of the incident.
A service interruption does not automatically entitle a customer to a cash refund. However, this provision does not limit any refund or other remedy that may be required by applicable law or an applicable written service-level agreement.
Customers should report material service interruptions promptly and provide sufficient information to help our team investigate the issue.
7. Paid Trials, Onboarding, Training, and Custom Services
Refund eligibility for paid trials, onboarding packages, implementation services, data migration, training, custom development, or other separately chargeable services will depend on the terms agreed at the time of purchase.
Where such services are governed by a separate quotation, invoice, or written agreement, that document will specify the applicable cancellation and refund conditions.
Fees for services already performed, custom work already delivered, or resources specifically committed to a customer may be non-refundable where disclosed and agreed in advance and permitted by applicable law.
If a service has not been delivered as agreed, customers should contact Phenomit so that the matter can be reviewed and an appropriate remedy considered.
8. Cancellation and Future Billing
Customers who do not wish to continue using LibControl may request subscription cancellation by contacting Phenomit through the official contact details provided below.
Cancellation and refund are separate processes. Cancelling a subscription prevents future billing according to the applicable cancellation and renewal terms, but it does not automatically qualify the customer for a refund of amounts already paid.
Upon cancellation:
- Access to the service will continue or end according to the applicable subscription terms.
- Future renewals will be stopped once cancellation is processed and confirmed.
- Outstanding fees and other accrued obligations remain subject to the applicable agreement.
- Customer Data, including any available export or retrieval options, will be handled in accordance with the Terms & Conditions and Privacy Policy.
Customers should request cancellation sufficiently in advance of the next renewal date to allow processing.
9. How to Request a Refund
To request a refund, follow these steps.
Step 1: Send an email
Email info@phenomit.com using the subject line:
LibControl Refund Request
Step 2: Include the required details
Please provide the following information:
- Registered library or organisation name.
- Name of the authorised account holder or contact person.
- Registered email address or mobile number.
- Subscription plan (monthly or annual).
- Invoice number or payment reference, if available.
- Payment date and amount.
- Reason for the refund request.
- Relevant transaction receipt or other supporting documentation, if applicable.
Step 3: Verification and review
Phenomit will review the request, verify the relevant payment and subscription details, and determine eligibility under this policy and applicable law.
We may contact the customer for additional information where reasonably necessary to complete the review.
Step 4: Decision and processing
We aim to provide an initial response within 5 business days of receiving a sufficiently complete refund request.
If the refund is approved, it will ordinarily be initiated within 7–10 business days after approval. The time taken for the funds to appear in the customer's account may vary depending on the payment provider, bank, or payment method.
If a request requires additional investigation, we will communicate the status or any further information needed where reasonably practicable.
10. Refund Method and Processing Time
Approved refunds will generally be processed through the original payment method used for the transaction.
The actual time taken for the refund to appear in the customer's account depends on the payment gateway, bank, card issuer, or other financial institution involved.
Phenomit cannot guarantee the exact date on which a bank or payment provider will credit the refunded amount after the refund has been initiated.
Customers should retain the refund confirmation or transaction reference and contact their payment provider if the refund does not appear within the timeframe communicated by the provider.
Any alternative refund method will be coordinated with the customer where necessary and permitted by applicable law.
11. Non-Refundable Charges and Exceptions
Unless otherwise agreed in writing or required by applicable law, the following are generally non-refundable:
- Monthly subscription fees for a billing period that has commenced.
- Annual subscription fees after the applicable seven-day initial refund window.
- Annual renewal fees once the renewal period has commenced.
- Fees for completed onboarding, training, implementation, or custom development services where the applicable non-refundable terms were disclosed and agreed.
- Charges for additional services already delivered in accordance with the agreed scope.
These exclusions are subject to the specific refund conditions described in this policy and any mandatory legal rights.
Phenomit reserves the right to review exceptional circumstances on a case-by-case basis. Any discretionary exception does not automatically create a right to the same exception in future cases.
12. Customer Responsibilities
To help ensure the timely and accurate processing of refund requests, customers are responsible for:
- Reviewing the applicable subscription plan and pricing before purchase.
- Providing accurate billing and contact information.
- Keeping invoices and payment confirmations for their records.
- Submitting requests with sufficient supporting information.
- Reviewing subscription duration and renewal dates.
- Contacting Phenomit promptly about suspected duplicate or erroneous charges.
- Maintaining their own appropriate copies of important operational records.
Customers are encouraged to evaluate LibControl through a live demonstration before committing to a subscription.
13. Changes to This Refund Policy
Phenomit may update or revise this Refund Policy to reflect changes in its services, billing arrangements, business practices, or applicable legal requirements.
The revised policy will be published on https://libcontrol.in with an updated effective or revision date.
Changes will apply subject to applicable law and any contractual commitments already in force. Where required, appropriate notice will be provided before changes affect existing customers.
Customers are encouraged to review this policy before purchasing or renewing a subscription.
14. Applicable Law and Consumer Rights
This Refund Policy shall be interpreted in accordance with applicable laws of India.
Nothing in this policy is intended to exclude, restrict, or waive any consumer protection, refund entitlement, or other legal remedy that cannot lawfully be excluded or restricted.
Where a separate written subscription agreement provides additional refund rights or more favourable conditions, those terms will apply to the extent specified in the agreement and permitted by applicable law.
15. Contact Information
For questions about refunds, subscription cancellation, payment discrepancies, or billing matters, please contact:
Phenomit — LibControl Library and Study-Seat Management Software
- Website: https://libcontrol.in
- Email: info@phenomit.com
- WhatsApp: +91 8076 105 181
- Address: Phenomit, Rishi Nagar, Hisar – 125001, Haryana, India.
Please use the email subject “LibControl Refund Request” for refund applications and include your registered library name and payment reference.
We aim to review eligible requests fairly, communicate decisions clearly, and process approved refunds within the timelines described in this policy.
By purchasing or renewing a LibControl subscription, you acknowledge that you have had an opportunity to review this Refund Policy, subject to applicable law and any rights that cannot lawfully be waived.