Refund & Cancellation Policy

Last updated: April 11, 2026 · Effective: April 11, 2026

1. Overview

DDSFAX is a cloud-based fax platform operated by The DDS Company (DBA "DDSFAX"). Subscriptions are billed annually at $99/year through Stripe, our payment processor.

We believe in earning your business every day. Our refund and cancellation terms are designed to be fair, transparent, and customer-friendly. You can cancel anytime with no cancellation fees, and every payment comes with a 30-day money-back guarantee.

2. Cancellation

You can cancel your DDSFAX subscription at any time. There are no cancellation fees, no early termination penalties, and no contracts to break.

How to Cancel

Self-Service (Recommended)

1. Log in to your DDSFAX account
2. Navigate to Dashboard → Billing
3. Click "Manage Subscription"
4. Select "Cancel Subscription"
5. Confirm your cancellation

Your cancellation takes effect immediately — no waiting period, no phone calls required.

By Email

Send an email to support@ddsfax.com with the subject line "Cancel Subscription" and include your account email address. We will process your cancellation within one business day and send a confirmation.

What Happens When You Cancel

• Immediately: Auto-renewal is turned off. You will not be charged again.
• Until your period ends: You retain full access to all DDSFAX features — sending, receiving, inbox, contacts — through the end of your current annual billing period.
• After your period ends: Your account becomes inactive. You can still log in to view your fax history and export data for 30 days.
• After 30 days: Your account and all associated data are scheduled for permanent deletion.

Your Fax Number

• Porting out (free): If you want to keep your fax number and move it to another provider, contact us at support@ddsfax.com before your service period ends. We initiate the port-out process at no charge. Porting typically takes 2–5 business days.
• Release: If you do not port your number, it is released back to the carrier pool 30 days after your service period ends. Once released, the number may be reassigned and cannot be recovered.

We recommend initiating port-out requests at least 7 business days before your service period expires.

Your Data

• Fax content (PDFs): Available for download for 30 days after your service period ends, then permanently deleted
• Fax transmission logs: Metadata (dates, numbers, status) retained for 7 years per HIPAA audit requirements
• Contacts: Exportable during the 30-day post-cancellation window, then deleted
• Account information: Deleted 30 days after service period ends
• Audit logs: Retained per HIPAA requirements regardless of account status

For details on data handling, see our Privacy Policy.

3. 30-Day Money-Back Guarantee

Every DDSFAX subscription payment comes with a 30-day money-back guarantee. If you are not satisfied with our service for any reason within 30 days of your payment date, we will refund the full amount to your original payment method — no questions asked.

We want every dental and medical practice to feel confident in their decision to use DDSFAX. No fine print, no hassle.

You are eligible for a full refund if:

• You request it within 30 days of your most recent subscription payment
• The service was not delivered as described
• You experienced a billing error or duplicate charge
• You were charged in error during or after a free trial

4. After the Refund Window

After the 30-day guarantee window, your subscription remains active through the end of your paid annual billing period:

• You continue to have full access to all DDSFAX features until your period expires
• You will not be charged for the next billing cycle
• No prorated refund is issued for the remaining portion of your annual period

We understand that exceptional circumstances arise. If you believe your situation warrants special consideration, please contact us. We review these requests on a case-by-case basis and are committed to treating every customer fairly.

5. How to Request a Refund

1. Email us at support@ddsfax.com with the subject line "Refund Request"
2. Include your account email address and the approximate date of your payment
3. We will confirm receipt within one business day

You do not need to provide a reason for your refund request within the 30-day guarantee period, though feedback is always appreciated.

Processing & Timeline

• Processing time: Refunds are processed within 5–10 business days after approval. Your bank or card issuer may take an additional 5–10 business days to reflect the credit on your statement.
• Refund method: All refunds are issued to the original payment method (credit card or debit card via Stripe)
• Currency: Refunds are issued in U.S. dollars (USD)
• Confirmation: You will receive an email once the refund has been processed

6. Statement Descriptor

Charges from DDSFAX appear on your bank or credit card statement as DDSFAX or DDSFAX.COM. If you see a charge you do not recognize with either of these descriptors, please contact us before filing a dispute with your bank — we can quickly look up the transaction and resolve any confusion.

7. Free Trial

New DDSFAX accounts receive a free trial that includes up to 5 fax transmissions or 15 days of access, whichever comes first. The free trial does not require a credit card. You will never be charged unless you actively choose to subscribe after your trial.

If you are charged during or after a free trial due to an error, contact us immediately at support@ddsfax.com and we will refund the charge in full.

8. Chargebacks & Disputes

If you believe you were charged incorrectly:

1. Email support@ddsfax.com with details about the charge in question
2. Our billing team will investigate and respond within one business day
3. If the charge was made in error, we will issue a full refund immediately
4. If you are unsatisfied with our resolution, you may escalate to your payment provider

Filing a chargeback with your bank can take weeks to resolve. During the dispute investigation, your DDSFAX account may be suspended. We strongly encourage reaching out to us first so we can resolve the matter directly.

9. Price Changes

If we change our subscription pricing, we will notify you by email at least 30 days before the new price takes effect. The new price applies only at your next renewal — you will not be charged a higher amount mid-period.

If you do not agree with a price change, you can cancel your subscription before the new price takes effect and continue using DDSFAX through the end of your current paid period at the original rate.

10. Reactivation

If you change your mind after cancelling:

• During your paid period: Contact support@ddsfax.com to reverse the cancellation and resume auto-renewal. No additional charge.
• Within 30 days after your period ends: Log in and resubscribe. Your fax history, contacts, and fax number (if not yet released) will still be available.
• After 30 days: You can create a new account and subscribe, but previous data and your old fax number may no longer be available.

11. Exceptions

The following are not eligible for refunds:

• Cancellation fee reimbursements: If DDSFAX covered up to $100 of your cancellation fee from a previous fax provider, that promotional credit is not refundable as it is not a subscription payment.
• Accounts terminated for policy violations: Accounts terminated for violation of our Terms of Service or Acceptable Use Policy — including sending unsolicited faxes or other prohibited uses — are not eligible for refunds.

12. Contact

For refund requests, cancellation help, or billing questions:

• Email: support@ddsfax.com
• Response time: Within 1 business day
• Entity: The DDS Company (DBA "DDSFAX")
• Address: Sheridan, WY 82801

See also: Terms of Service · Contact Us