1. Policy Overview
This Billing Policy governs all financial transactions between SeenLoop LLC ("SeenLoop," "we," "us") and its clients ("you," "Client"). By engaging our services or subscribing to any SeenLoop plan, you agree to the terms outlined in this policy.
SeenLoop operates on a "Work First — Then Payment" model for custom project engagements, meaning we deliver a measurable portion of work before requiring full payment. For recurring subscriptions, billing occurs on the agreed cycle from the date of activation.
2. Pricing & Currency
All prices listed on SeenLoop's website and proposals are in United States Dollars (USD) unless explicitly stated otherwise. Prices are exclusive of applicable taxes unless marked as inclusive.
- Published prices on our website are subject to change without prior notice.
- Quotes provided in a formal proposal are valid for 30 days from the issue date.
- Custom project pricing is determined based on scope, complexity, and timeline agreed upon during consultation.
- SeenLoop reserves the right to adjust subscription pricing with 30 days' advance notice to existing subscribers.
International clients may be subject to currency conversion fees charged by their payment provider. SeenLoop is not responsible for such fees.
3. Payment Methods
SeenLoop accepts the following payment methods for all services:
- Credit & Debit Cards: Visa, Mastercard, American Express, Discover (processed via Stripe)
- ACH Bank Transfer: Available for US-based clients on invoices over $500
- Wire Transfer: Available for international clients and large enterprise contracts
- PayPal: Available upon request for project-based engagements
- Check / Money Order: Accepted for annual contracts only; payable to "SeenLoop LLC"
Payments via cryptocurrency, gift cards, or prepaid debit cards are not accepted at this time.
4. Billing Cycles
SeenLoop offers the following billing cycles depending on the service type:
- One-Time Projects: A deposit of 30–50% is due upon project kickoff. The remaining balance is due upon final delivery and client approval.
- Monthly Subscriptions: Billed on the same date each month, starting from the subscription activation date.
- Quarterly Plans: Billed every 3 months. A discount of up to 10% may apply.
- Annual Plans: Billed once per year. A discount of up to 20% applies compared to monthly billing.
- Retainer Agreements: Billed monthly in advance per the retainer contract terms.
Billing dates may shift slightly when a billing date falls on a weekend or public holiday; in such cases, the charge will be processed on the next business day.
5. Auto-Renewal
Subscription plans renew automatically at the end of each billing cycle unless cancelled before the renewal date. By subscribing, you authorize SeenLoop to charge your payment method on file for the renewal amount.
- You will receive a renewal reminder email 7 days before each billing date.
- Annual plan renewals include a reminder 30 days in advance.
- Cancellation must be completed at least 24 hours before the renewal date to avoid being charged for the next period.
- SeenLoop will not issue refunds for auto-renewal charges where adequate notice was provided.
6. Subscription Changes
Clients may upgrade or downgrade their subscription plan at any time. The following terms apply:
- Upgrades: Take effect immediately. You will be billed a prorated amount for the remainder of the current billing period.
- Downgrades: Take effect at the start of the next billing cycle. No refund is issued for the current period.
- Plan Pausing: Available upon request for extenuating circumstances. Contact us to discuss options.
- Service Add-Ons: Billed at the time of addition and prorated for the current billing cycle.
SeenLoop reserves the right to modify plan features with 30 days' notice. Material changes that significantly reduce service value entitle you to cancel without penalty.
7. Cancellation
You may cancel your subscription at any time. Upon cancellation:
- Your service remains active through the end of the current paid billing period.
- No further charges will be made after the cancellation date.
- Data associated with your account will be retained for 30 days post-cancellation, after which it may be permanently deleted.
- For custom project engagements, cancellation terms are governed by the project agreement/SOW.
To cancel, log into your account dashboard or email billing@seenloop.com. Cancellations requested by phone must be followed up in writing within 24 hours.
8. Failed Payments
If a payment fails, SeenLoop will attempt to re-process the charge using the following schedule:
- Day 1: Initial charge attempt
- Day 3: First retry attempt + email notification sent
- Day 7: Second retry attempt
- Day 14: Final retry attempt; account flagged for review
- Day 21: Service suspension if payment not received
During the grace period, you can update your payment method in the client dashboard or by contacting our billing team. Suspended accounts can be reactivated upon successful payment of all outstanding balances.
SeenLoop reserves the right to charge a $15 late fee for accounts overdue by more than 21 days.
9. Invoices & Receipts
SeenLoop provides electronic invoices and receipts for all transactions:
- Invoices are emailed to the billing address on file within 24 hours of each billing event.
- Receipts for successful charges are sent automatically via email confirmation.
- Past invoices are available in your account dashboard under Billing History.
- Custom invoice formats (e.g., PO number requirements) can be accommodated — contact billing support.
- SeenLoop issues invoices compliant with standard US business invoice requirements.
If you require a W-9 form or other tax documentation, please contact us at billing@seenloop.com.
10. Taxes & Fees
SeenLoop is registered in Idaho (EIN: 82-4729301) and operates primarily as a digital services provider. The following tax terms apply:
- SeenLoop charges applicable sales tax where required by state law for digital services.
- Clients in states where digital services are taxable may see state/local tax added to their invoice.
- International clients are responsible for any applicable VAT, GST, or other local taxes in their jurisdiction.
- Business clients can provide a tax exemption certificate to waive applicable sales tax. Send certificates to billing@seenloop.com.
Third-party payment processor fees (Stripe transaction fees) are absorbed by SeenLoop and are not passed on to the client unless explicitly stated in a project agreement.
11. Refunds
SeenLoop's refund policy is designed to be fair and transparent. Key refund provisions include:
- Subscription fees for unused periods are generally non-refundable after the billing date.
- Refunds for custom project deposits are issued per the project agreement terms.
- If SeenLoop fails to deliver services as agreed, a prorated or full refund may be issued at our discretion.
- Refunds, when approved, are processed within 5–10 business days to the original payment method.
12. Disputes & Chargebacks
If you believe a charge is incorrect, we encourage you to contact our billing team before initiating a chargeback with your bank. Chargebacks can take weeks to resolve and may result in account suspension.
- Billing disputes must be raised within 60 days of the disputed charge.
- Contact us at billing@seenloop.com with your invoice number and a description of the issue.
- We commit to responding to all billing disputes within 3 business days.
- Fraudulent chargeback claims may result in permanent account termination and collection proceedings.
- Accounts with active chargebacks will have service suspended until the dispute is resolved.
SeenLoop maintains detailed transaction records to support dispute resolution. We cooperate fully with payment processor dispute processes.
13. Billing Support
Our billing support team is available to assist with any payment-related questions or issues:
- Email: billing@seenloop.com (response within 1 business day)
- General Inquiries: info@seenloop.com
- Phone: +1 (505) 528-6570
- Hours: Monday–Friday, 9 AM – 6 PM MST
- Mailing Address: SeenLoop LLC, 1209 Mountain Road PL NE STE R, Albuquerque, NM 87110