Refund & Cancellation
Statutory guidelines governing institutional SaaS subscription cancellations, Razorpay online school fee reconciliation, duplicate debit reversals, and dispute settlement.
1. Scope: Understanding the Two Transaction Streams
TeachMentorAI operates in two distinct financial capacities. To ensure complete clarity for school administrations, accounting departments, and parents:
Software licensing fees paid by educational institutions, school trusts, or colleges directly to W3Builders Technology Solutions LLP for TeachMentor AI platform ERP access.
Tuition, examination, transport, and term fees paid by parents/students to their respective school via integrated digital payment gateways (Razorpay, UPI, Netbanking).
2. Institutional SaaS License Refunds & Cancellations
30-Day Onboarding Satisfaction Window
New institutions enrolling on TeachMentorAI are entitled to evaluate the platform for 30 calendar days from tenant provisioning. If the platform fails to meet verified operational requirements delineated in the Service Agreement, the institution may request a cancellation for a full refund of upfront platform licensing fees, minus custom data migration or on-premise hardware setup costs.
Mid-Term Annual Cancellations
Annual licenses are non-refundable after the expiration of the 30-day onboarding window. If an institution terminates service mid-term, access continues until the end of the paid billing cycle, and automatic renewal is halted. No pro-rata refunds are disbursed for unutilized months.
3. Online Parent Fee Payments (Razorpay Gateway)
TeachMentorAI provides payment technology integration through RBI-authorized payment aggregators (such as Razorpay Software Pvt. Ltd.).
Facilitator Status:
TeachMentorAI functions strictly as a technology intermediary and payment gateway integrator. All tuition fees, registration fees, and campus dues collected via the platform are routed directly into the designated bank account of the Subscribing School. TeachMentorAI does not hold parental tuition funds in escrow or custody.
4. Failed Transactions & Duplicate Debits
In the rare instance where a parent's bank account or UPI application is debited, but the TeachMentorAI portal shows "Transaction Pending" or "Payment Failed" due to banking network latency:
Our system performs automated webhook synchronization with Razorpay and banking networks at T+30 minutes, T+2 hours, and T+24 hours:
- Scenario A: Payment Confirmed by Bank: The student fee receipt is generated automatically and delivered to the parent portal without requiring any manual intervention.
- Scenario B: Transaction Dropped: If the bank does not confirm settlement, NPCI automated refund protocols automatically reverse the debited sum back to the originating bank account or UPI VPA within 5 to 7 working banking days.
5. Student Admission Cancellations & Transfer Certificates
Requests for fee refunds resulting from student transfer, admission cancellation, relocation, or voluntary withdrawal are governed entirely by the individual school’s statutory fee regulations, RTE guidelines, and state government education department directives.
Parents seeking tuition fee refunds must submit their application directly to the School Principal or Accounts Department. Once the school approves a refund, the administrative staff may initiate the reversal through the TeachMentorAI Razorpay dashboard directly back to the original payment source.
6. Refund Reversal Timelines & Methods
When a refund is approved and initiated by either the Institution or TeachMentorAI:
| Payment Channel | Reversal Destination | Estimated Banking TAT |
|---|---|---|
| UPI (GPay / PhonePe / Paytm) | Original UPI Linked Bank Account | 24 to 48 Hours |
| Netbanking (IMPS / NEFT) | Source Bank Account | 3 to 5 Working Days |
| Debit / Credit Card | Card Issuing Bank | 5 to 7 Working Days |
| B2B RTGS / Bank Transfer | School Trust Corporate Account | 3 to 5 Working Days |
7. Billing Grievance & Dispute Desk
For fee receipt reconciliation, duplicate deduction inquiries, or institutional invoice clarifications, our dedicated accounts and payment gateway desk is available:
TeachMentor AI Finance Desk · W3Builders Technology Solutions LLP
Billing & Reconciliation: billing@teachmentorai.in
Corporate & Legal: hello@w3builders.com / grievance@w3builders.com
Customer Support: hello@teachmentorai.in
Please quote the Razorpay Payment ID (pay_xxxx) or Student Enrollment Number in all communication for expedited resolution within 24 business hours.