Payments and Refund Policy

1. Scope and who is who

This Policy is issued by Stavion Technologies, a division of Stavion Private Limited, CIN U62013KA2026PTC226686 (“Stavion”, “we”, “us”), the provider of EduCampusOS (the “Service”). It has two parts:

• Part A (Sections 2 to 10) is for parents, guardians, students and anyone else who pays a school’s fees through the Service (“Payer”, “you”).
• Part B (Section 11) is for schools that subscribe to the Service and pay Stavion’s subscription fees.

The people involved are:

• The School — the institution you pay fees to. It sets its fees, issues receipts and decides refunds. For online fee payments it is the merchant.
• Cashfree Payments (“Cashfree”) — the licensed payment gateway that collects the payment and settles it to the School’s bank account, under its own terms and privacy policy.
• Stavion — the software provider. Stavion is not a bank, a payment aggregator, a payment system operator or a payment institution. It is not the seller of the School’s educational services and is not a party to the arrangement between you and the School.

2. School fees are between you and the school

The amount of a fee, its due date, any concession, late fee or instalment plan, and whether any part of it is refundable, are decided by the School under its own admission terms and fee policy and the law that applies to it. Stavion does not set, reduce, waive, defer or refund any School fee, and cannot do so on request. Please read the School’s own fee and refund policy, which should be on its website or in its admission documents.

3. How an online fee payment works

1. You sign in to the School’s EduCampusOS portal or app and open an invoice, or you open a payment link the School sends you.
2. You choose Pay. The payment page is operated by Cashfree. You pay by UPI, card, net banking or wallet, as the School has enabled.
3. Cashfree collects the money and settles it to the bank account the School gave Cashfree. Stavion does not receive, hold or pay out fee money, and the Service is not an escrow, wallet or pooled account for school fees.
4. The Service records the result against the invoice and generates a receipt.

Stavion adds no charge of its own to a fee payment. Gateway charges are agreed between the School and Cashfree or Stavion and are, unless the School’s agreement says otherwise, borne by the School and not added to your invoice. If a School chooses to pass on a charge, it must tell you the amount before you pay.

4. Payment confirmation and receipts

A payment is complete only when the Service shows it as successful and a receipt is available (in the portal or app, and by the notification channels the School uses). The status shown comes from Cashfree. If the School’s bank statement or Cashfree’s settlement report shows something different, those records prevail and the School will correct the record. A receipt is issued by the School for the fee it received; Stavion does not issue fee receipts.

5. Failed, pending and duplicate payments

Money left your account, but the payment shows failed or pending. Do not pay again straight away. Under Reserve Bank of India rules, a failed or incomplete transaction must be reversed to your account automatically, normally within five working days of the transaction, and a pending payment is either confirmed or reversed in the same period. Check your bank statement and the Service again after that.

Still unresolved after five working days. Contact the School, giving the student’s name and admission number, the date, the amount, the payment method and the transaction or order reference (a screenshot of the bank message helps). The School can see the payment record in the Service and can ask Stavion to help trace it with Cashfree. You can also write to us directly at hello@educampusos.com.

Paid twice, or paid more than the invoice. The School will refund the extra amount or, if you prefer, adjust it against your next invoice, after checking its records. See Section 6.

6. Refunds of school fees

• The School decides. Whether a fee is refundable, and how much, depends on the School’s own refund policy. Make refund requests to the School, not to Stavion.
• How it is done. Once the School approves a refund of an online payment, it starts the refund from the Service. Cashfree returns the money to the original payment method (the same card, UPI handle or bank account). Refunds of online payments are not paid in cash or to a different account.
• Timing. After the School starts a refund, the bank or card issuer usually credits it within five to seven working days, and sometimes longer. This stage is outside the control of the School and Stavion. The Service lets the School follow the refund until it completes.
• Amount. The refund is of the amount the School approves. Interest is not payable unless the School’s policy or the law says so. Any non-refundable charge the School’s policy allows may be deducted.
• Other balances. Credits, advance payments or wallet balances recorded in the Service belong to the School’s accounts and are refunded or adjusted by the School under its policy.
• Stavion’s role. Stavion supplies the tool and the payment records. It does not guarantee that a refund will be approved, and it is not liable for a refund the School does not make or for delay by a bank or Cashfree.

7. Chargebacks and disputes

You may dispute a card or bank transaction with your bank. We ask that you first contact the School, because most problems are quicker to fix that way. A chargeback is decided under the rules of the card network and Cashfree. The School is responsible for responding to it, and Stavion will make the payment records it holds available to help. While a chargeback is pending, the School may treat the amount as unpaid.

8. Your responsibilities as a payer

• Use only a payment method you are authorised to use, and check the student name and invoice before you pay.
• Keep your portal login and payment credentials confidential. Never share an OTP or PIN with anyone, including anyone claiming to be from the School or Stavion.
• Do not use the Service for fraudulent, unlawful or unauthorised payments. We, the School or Cashfree may block or reverse a payment we reasonably suspect to be so, and may report it to the authorities.
• Pay only through the official portal, app or payment link of the School. Stavion and the School will never ask you to pay into a personal account or UPI ID.

9. Your payment data

Card, UPI and bank details are entered on Cashfree’s page and handled under Cashfree’s privacy policy. They are not stored by the Service, the School or Stavion. The Service receives the result of the payment, the amount, a reference, and limited details such as the payment method and the last four digits of a card or a masked UPI handle. The School is the Data Fiduciary for your fee records and Stavion processes them on its instructions. See our Privacy Policy.

10. Complaints and escalation

1. The School. Raise it first with the School’s office or accounts team.
2. Stavion. If the problem is with the Service itself, for example a payment that the Service records wrongly, write to hello@educampusos.com or use our chat assistant. We acknowledge within two working days and aim to resolve within 30 days. For privacy complaints, our Grievance Officer is at grievance_officer@educampusos.com.
3. Cashfree and your bank. For problems with the payment itself, you can also contact Cashfree through its published support channels and your bank or card issuer.
4. Regulator. If a complaint about a bank or payment service is not resolved, you may approach the Reserve Bank of India’s Integrated Ombudsman Scheme at cms.rbi.org.in.

11. Part B — Schools: subscription fees and refunds

This Part applies to a school (the “Customer”) that has subscribed to the Service and pays Stavion under the Terms of Service.

1. Invoices. Subscription fees are payable as stated in the order form or invoice. Applicable taxes, including GST, are extra and are shown on a tax invoice.
2. Fees paid in advance. Prepaid subscription fees are not refundable for a period that has already begun, and a Customer that ends its subscription for convenience is not entitled to a refund of fees for the remainder of the paid term, unless the order form says otherwise.
3. When Stavion refunds. We will refund, pro rata for the unused part of the paid term, prepaid fees where (a) the Customer terminates because of Stavion’s material breach that remains uncured after the 30 days’ notice in Section 10 of the Terms, or (b) Stavion terminates the subscription other than for the Customer’s breach or for a reason required by law.
4. Billing errors. If we charge the wrong amount, charge twice, or charge after a valid termination, we will refund the amount wrongly charged, or credit it if the Customer prefers, within 30 days of confirming the error.
5. Onboarding and data work. Fees for onboarding, data migration, training and similar one-time work are not refundable once the work has been delivered. If it has not started, the fee is refunded in full.
6. Gateway charges. Fees and charges the Customer owes to Cashfree under its own merchant account are between the Customer and Cashfree and are not refundable by Stavion.
7. How to claim. Write to hello@educampusos.com within 30 days of the invoice date or the event, quoting the invoice number and the reason. We reply within seven working days. Approved refunds are paid to the account the Customer paid from, within 30 days of approval, and where GST was charged we issue a credit note as the law requires.
8. Data export. A refund does not affect the Customer’s right to export its data under Section 9 of the Terms.

12. General

This Policy forms part of the Terms of Service for Customers and should be read with our Privacy Policy. It is governed by the laws of India and, subject to Section 15 of the Terms, the courts at Bengaluru, Karnataka have jurisdiction. We may update this Policy and will publish the new version here with a revised date; for Customers, material changes follow the notice process in Section 16 of the Terms. Questions: legal@educampusos.com.