Refund & Cancellation Policy

Last updated: May 20, 2026 · Effective for new programs from June 1, 2026

This Refund & Cancellation Policy describes how subscriptions, cancellations, refunds, and prorations work for the Tryout Tracker service operated by Tryout Tracker, LLC, a Virginia limited liability company ("Tryout Tracker", "we", "us", or "our"). This Policy is part of, and should be read together with, our Terms of Service and Privacy Policy.

1. Plans Covered

• Free / beta plans — no fees, no refunds. May be modified or discontinued at any time with reasonable notice.
• Monthly subscriptions — billed every month in advance until cancelled.
• Annual subscriptions — billed once per year in advance until cancelled, typically at a discount versus monthly.
• School / district purchase orders — invoiced terms negotiated in writing; see Section 7.

2. 7-Day First-Time Money-Back Guarantee (Programs created on or after June 1, 2026)

If your Program is paying for Tryout Tracker for the first time and you are not satisfied, you may request a full refund within seven (7) days of the initial charge — provided you have not yet used the Service to run your tryout. This guarantee applies once per Program and does not apply to renewals, upgrades, additional seats, or subsequent billing cycles.

To prevent abuse of the guarantee, the following uses of the Service are considered substantial use and will void eligibility for a refund under this guarantee:

• Any tryout in your Program has an event date that has already passed (i.e. you held the tryout);
• Any tryout in your Program has scores recorded for fifty percent (50%) or more of its athletes from one or more judges.

You can check your current eligibility and submit a refund request at any time from the in-app refund page (sign-in required). Requests submitted there are reviewed by our team and decided within two (2) business days.

2a. Grandfathered 14-Day Guarantee (Programs created before June 1, 2026)

Programs that were created before June 1, 2026 keep the original fourteen (14) day first-time money-back guarantee with no substantial-use restrictions. The new 7-day policy and substantial-use limits in Section 2 apply only to Programs created on or after June 1, 2026.

3. Cancelling Your Subscription

You may cancel a paid subscription at any time from Account → Billing in the app, or by contacting tryouttracker@gmail.com from the email on the account. Upon cancellation:

• Monthly plans. Your subscription remains active through the end of the current billing period. You will not be charged again, and no partial refund is issued for the remaining days of the current period.
• Annual plans. Your subscription remains active through the end of the current annual term. No partial refund is issued for the unused portion of the term, except as required by law or as described in Sections 2 and 5.
• Access & data. After your paid term ends, your account is moved to the free tier (if available) or set to read-only export mode for at least thirty (30) days so you can export rosters, scores, and athletes before deletion.

4. Auto-Renewal

Subscriptions auto-renew at the end of each billing period (monthly or annual) at the then-current rate using the payment method on file, until cancelled. You will receive a reminder email before annual renewal. To avoid being charged for the next term, cancel before the renewal date.

5. Refund Eligibility After the First 14 Days

Outside the 14-day first-time guarantee, fees are generally non-refundable. We will, however, issue refunds in the following situations:

• Duplicate or accidental charge. If you were charged twice for the same period, or charged after a verifiable cancellation, we will refund the duplicate or post-cancellation amount.
• Material service failure. If the Service is materially unavailable to your Program for more than seventy-two (72) consecutive hours within a billing period as a result of our infrastructure (excluding scheduled maintenance, third-party outages outside our control, and Force Majeure), you may request a prorated credit or refund for the affected days.
• Annual plan, unused. If you cancel an annual plan within thirty (30) days of renewal and have not actively used the Service during that renewal period (defined as no logins by an admin or judge and no scores recorded), we will, at our discretion, refund the unused portion minus any payment processor fees.
• Required by law. Where consumer protection law in your jurisdiction grants a non-waivable refund right, we will honor it.

Refund requests must be submitted within sixty (60) days of the relevant charge via the in-app refund page. Approved refunds are issued to the original payment method within ten (10) business days.

6. Non-Refundable Items

Except where required by law, the following are non-refundable:

• Partially used billing periods on monthly plans;
• Add-on seats, additional storage, or one-time services that have already been provisioned and used;
• Fees for AI usage, SMS messages, or third-party pass-through services already consumed;
• Setup, onboarding, training, or professional services already delivered;
• Charges incurred more than sixty (60) days before the refund request;
• Subscriptions cancelled or terminated for violation of our Terms of Service.

7. Schools & Districts (Purchase Orders, Invoices, Annual Terms)

Tryout Tracker, LLC works with public schools, private schools, districts, universities, and athletic associations that pay by purchase order or check on net-30 (or other negotiated) terms. For these customers:

• Pricing, term length, seat counts, and renewal handling are governed by the signed order form, quote, or purchase order ("Order"). Where the Order conflicts with this Policy, the Order controls.
• Annual terms are non-cancellable mid-term unless we materially breach the Service and fail to cure within thirty (30) days of written notice.
• Invoices are due thirty (30) days from invoice date unless otherwise stated. Late amounts may accrue interest at the lesser of 1.0% per month or the maximum allowed by law.
• If you cancel before your renewal date, the Service will remain available through the end of the term. We will not auto-issue an invoice for the next term once cancellation is received in writing.
• Refunds for prepaid annual terms paid by purchase order are issued as a credit memo or check to the issuing entity, not to an individual.

Schools and districts needing a W-9, certificate of insurance, security questionnaire, or data privacy agreement (DPA) should contact tryouttracker@gmail.com.

8. Downgrades & Plan Changes

• Upgrades take effect immediately. We charge a prorated amount for the remainder of the current billing period at the new plan's rate, less any unused portion of the prior plan.
• Downgrades take effect at the start of the next billing period. We do not refund the difference for the remaining days of the current period.
• If a downgrade would reduce capacity below your current usage (for example, fewer judges or smaller storage), you may need to remove the excess before the downgrade is accepted.

9. Free Trials & Promotional Credits

We may offer free trials, promotional codes, or discount credits from time to time. Unless stated otherwise: trials convert to a paid subscription at the end of the trial period using the payment method on file; promotional credits are non-transferable, have no cash value, expire on the stated date, and may not be combined with other offers. We may revoke promotional credits obtained through fraud, abuse, or violation of these terms.

10. Failed Payments & Suspension

If a charge fails, we will retry the payment method on file and notify the billing contact. If payment is not received within fourteen (14) days, we may suspend access to paid features. Your data remains preserved during suspension. If payment is not received within sixty (60) days, the account may be downgraded to the free tier or scheduled for deletion as described in our Terms of Service.

11. Chargebacks & Disputes

We ask that you contact us first if you have a billing concern; we can almost always resolve issues faster than your bank can. Filing a chargeback for a valid charge may result in suspension of your account pending resolution. If a chargeback is reversed in our favor, we may charge a reasonable administrative fee and require payment before reinstating access.

12. Taxes

Fees are exclusive of all applicable taxes, levies, and duties. Where Tryout Tracker, LLC is required to collect sales tax, VAT, or similar tax, it will be added to your invoice. You are responsible for all such taxes other than taxes on our net income. Tax-exempt schools and districts should submit a valid exemption certificate before being invoiced.

13. Service Discontinuation by Us

If we discontinue the Service (or a paid plan you rely on) and you have a prepaid balance for unused service time, we will issue a prorated refund for the unused portion to the original payment method or, for purchase-order customers, as a credit memo or check.

14. How to Request a Refund or Cancel

To request a refund, visit the in-app refund page while signed in as a Program Admin. You'll see your current eligibility, a per-tryout usage snapshot, and a form to submit your request. To cancel a subscription, go to Account → Billing or contact tryouttracker@gmail.com.

We respond to all billing requests within two (2) business days. Approved refunds are issued to the original payment method within ten (10) business days. Bank or card processor timing may add a few additional days before the refund appears on your statement.

15. Changes to This Policy

We may update this Refund & Cancellation Policy from time to time. If we make material changes that reduce your rights, we will notify you through the Service or via the email associated with your account at least fourteen (14) days before they take effect (except for changes required by law, which may take effect immediately). The "Last updated" date above indicates when this Policy was last revised. Your continued use of the Service after changes take effect constitutes acceptance.

16. Contact

Tryout Tracker, LLC
Commonwealth of Virginia, USA
Refund requests: in-app refund page
Support & billing questions: tryouttracker@gmail.com
Phone / text: (804) 464-3152

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