GroupCamp Billing and Payment Policy

Last update: May 22, 2018

The GroupCamp  Billing and Payment Policy is an appendix part of GroupCamp’s Terms of Service (« ToS ») which is a binding Agreement between GroupCamp and the Customer.

If you are using GroupCamp in conjunction with a service operated by a third party, please refer to the Privacy Policy.

Definitions

The current definitions come in addition to the definitions already described in the GroupCamp ToS.

« Prepaid Account » : The Customer has a Prepaid account in a currency supported by GroupCamp. Invoices are charged against the Prepaid Account in the working currency of the account.

« Form of payment » :  To add funds on the Prepaid Account, the Customer may use as a form of payment 1) a VISA or MASTERCARD cards 2) bank transfer or wire transfer. 

« Subscription Amount » refers to the total Amount Due by the Customer in the chosen currency, at the Anniversary Date. The Amount Due is equal to te sum of all monthly fees for each Offering and Plan subscribed to by the Customer in the Account. If the Customer is subject to VAT, the applicable VAT rate is calculated and applied.

« Anniversary Date »  corresponds to the date at which a debit charge for the Amount Due is made to the Prepaid Account of the Customer. An Anniversary Date starts the first minute of that day.

The « Subscription Period » of an Offering starts at the effective date of payment of the Subscription Amount by the Customer and ends at the Anniversary Date

The « Trial Period » of an Offering starts immediately after the Customer subscribes to the offering and ends at the next Anniversary Date. During this period, the Offering is free and the Customer may change the subscribed Plan at any time.

The « Cancellation Period » for an Offering is the period during which an Offering is still present in the Account but is accessible only to the Customer and the End-users to export the Content of the Account. This Period starts at the Anniversary Date which comes after the cancellation order and ends at the next Anniversary Date. The duration of the Cancellation Period  is therefore approximately one month.

An Offering in « Billing Exemption Period » means that GroupCamp will not charge the Customer for its subscription to this Offering in the Account. GroupCamp will notify the Customer prior to the end of the exemption period. At the end of a Billing Exemption period, the Offering will then move into Free Trial Period of 1 month, during which the Customer may cancel the Offering.

« Currency » GroupCamp accepts payments in both Euros and US Dollars. For Customers with business addresses in a member country of the European Union(EU), payments have to be made in Euros. The pricing for GroupCamp offerings is available in both Euros or US Dollars. The conversion rate used by GroupCamp does not take into account the real rate of public currency markets and can be changed in GroupCamp's sole discretion. 

« VAT » means Value Added Tax.
The VAT rate for terms herein is the French VAT rate of 20%. Invoices for companies with business addresses in France will include VAT.
Customers with a business address in a member country of the European Union and for whom GroupCamp has an intra-community VAT number verified by the VIES services, will not be subject to VAT.  When the intra-community VAT number is missing or not verified by the VIES services, the VAT rate of your country of residence apply.
Customers with a business address NOT in a member country of the European Union are not subject to VAT.  

1 Free Trial Period after Account creation

During the Free Trial Period, the Customer and End-Users may try all the Offerings in all the available Plans for free.. Using the Account menu, the Customer can subscribe to or remove an Offering from an Account or change the Plan of one Offering. 

The Free Trial Period following an Account creation starts once the Account is created and ends approximately 30 days later at the first Anniversary Date.

2 General

All Offerings and Plans subscribed to by the Customer in the Account are to be paid in advance for usage of the service during the forthcoming month (Service Prepayment). Payment is made by charging the Prepaid Account of the Customer at the Anniversary Date.

With the Account menu, the Customer has access to all the features described herein. At any time the Customer may decide to

• subscribe to a new Offering,
• cancel an Offering,
• change the subscribed Plan for an Offering,
• stop using the GroupCamp Service (and therefore cancelling all Offerings and Plans subscribed to within the Account)
• add funds to the Prepaid Account,
• add, edit or remove a form of Payment such as a a Mastercard or Visa card to add funds to the Prepaid Account,
• change the Currency or any other billing information which determines whether or not the Customer is subject to VAT rate.

The next Anniversary Date is displayed in the Account menu together with the Subscription Amount due.

3 Refunds

Usage of the GroupCamp Service is subject to payment at the beginning of the monthly cycle. Once the Prepaid Account is charged,  the invoice is sent for usage of the Service during the forthcoming month, irrespective of usage of the Service by the Customer and/or its End-users. GroupCamp does not provide any refund, if the Service is used and/or not used.

During the Subscription Period, if the Customer decides to subscribe to a lower plan (which implies lower fees), GroupCamp will not provide any refund, full or pro-rated, for the difference between the monthly fees of the two plans. GroupCamp recommends that the Customer requests downgrades immediately before the end of a Subscription Period so as to make the most of the paid subscribed Plan.

In the event of a billing inaccuracy by GroupCamp in the calculation of the Subscription Amount or a failure in the billing process between GroupCamp's payment service provider and the credit card company of the Customer, GroupCamp will proceed, to a refund of the extra amount which was wrongly perceived. For GroupCamp to proceed to such a refund, the Customer needs to report such inaccuracies to GroupCamp Support 18 months following the occurrence of the inaccuracy.

Refunding the Prepaid Account

The Customer may request the partial or full refund for the funds remaining on the Prepaid Account. GroupCamp will proceed to the refund once the request is received.

Refunding the outstanding amount on a Prepaid Account requires information exchange between GroupCamp and the Customer to determine the best way of proceeding to the refund.

In any event and prior to the refund:

• GroupCamp will bill to the client any transaction fees incurred in the process and related to the form of payment used for the refund.
• GroupCamp will bill to the client a fixed fee of 19 Euros or 24 US Dollars excluding Value Added Tax depending on the currency used by the Customer.

In the event of a lack of prior information on the amount incurred during the transaction, GroupCamp may choose at its sole discretion the form of payment to be used for the refund operation, for instance, payment by check or by Paypal.

Should the Customer decide to stop using GroupCamp Services and an outstanding balance remains on the Prepaid Account the following rules apply: 

• If the outstanding balance of the Prepaid Account is lower than the fixed fees of the refund transaction, GroupCamp will issue an invoice for the outstanding balance and the Prepaid Account will not be refunded.
• If the outstanding balance of the prepaid account is higher than the fixed fees incurred during the refund transaction, the Customer must contact the GroupCamp support team to request a refund of the Prepaid Account.

4 Invoicing and Payment

There are two ways in which payments can occur for a GroupCamp Service:

• By automatically adding funds to the Prepaid Account.

The Account menu allows the Customer to add a form of payment which is then used to automatically add funds to the Prepaid Account. At each Anniversary Date, if the available amount on the Prepaid Account is not sufficient to pay for the Subscription Amount, GroupCamp automatically charges the Prepaid Account then charges the missing amount to the added Form of Payment of the Customer.

NB: The Prepaid Account can be configured so that up to 10 days before the Anniversary date the Form of Payment present in the Account is automatically charged so that the funds are available on the Prepaid Account on the Anniversary date. This allows the Customer to investigate any payment issues with the form of payment, such as expired credit cards, exceeded payment threshold on card, technical issues and so on before the subscription is renewed.

• By adding funds manually to the Prepaid Account.

The Account menu allows the Customer to manually add funds to the Prepaid Account online. The Customer can also access GroupCamp's banking information to add funds to the Prepaid Account by bank transfer (wire transfer).

If there are enough funds on the Prepaid Account, GroupCamp issues an invoice and charges the Prepaid Account for the Subscription amount. The invoice is sent by email to the Customer and archived in the Account menu.

To establish an invoice, GroupCamp uses the information provided by the Customer in the Account application:

• the name of the person, and the address, 
• the currency used by the Customer,
• Information required to determine whether the Customer is subject to VAT or not,

The Customer agrees to comply with the ToS and to maintain the Customer’s billing information up to date. GroupCamp will not provide any refund for VAT collected by GroupCamp if the Customer information are not up to date at the Anniversary Date.

Once an invoice is issued, GroupCamp cannot proceed to any modification on the said invoice. Changes in billing information provided by the Customer will only be taken into account for the next invoice.

Any banking or payment service charges or fees incurred in the processing of the Payment Method of the Customer will be billable to the Customer or charged against the Prepaid Account of the Customer.

Currencies

Any change in the currency will be taken into account on the next Anniversary Date. A change of currency implies a change in the Subscription Amount for each Plan of each Offering.

The Customer may request the conversion of the outstanding balance of the Prepaid Account into a new currency. GroupCamp shall communicate to the Customer the conversion rate used in converting the Prepaid Account balance.

Consequences of the absence of sufficient funds on the Prepaid Account

At the Anniversary Date, if the Customer (i) does not have enough funds on the Prepaid Account (ii) has not provided a Form of Payment to automatically add funds to the Prepaid Account (iii) has a valid Form of Payment but which could not be charged by GroupCamp (the transaction is rejected); then all the Offerings in Trial Period or in a Subscription Period will switch to a Cancellation Period. Offerings in Free Plans or in Billing Exemption Period will remain active.

Consequences of declining initially authorized payments.

When a payment is initially authorized by GroupCamp’s banking service provider but is then declined for reasons relating to fraud, challenge by the Card holder , lost or cancellation of the credit card, change of ownership of the GroupCamp account, etc…, GroupCamp will immediately suspend the Service and will request payment by the Customer of all unpaid invoices.  An unpaid invoice for more than 10 days will result in the Account, including its Content, being deleted by GroupCamp.

If the Service is suspended, the Customer will no longer have access to the Service unless the unpaid invoices are paid for. During the Service suspension, the End-Users will also be denied access to the Service.

The terms of the "Account Termination by GroupCamp" of the ToS will apply.

Establishment of Anniversary Dates and periods duration

The first Anniversary Date comes 30 days after the end of the Free Trial period which follows the account creation.

For payment dates, positioned on 31st, 30th or 29th of a month, if the following month bears fewer days, the Anniversary Date is positioned on the last day of the month.

Therefore, the 30-day Free Trial period can vary from 28 to 31 days. The same applies to Subscription Period and Cancellation Period for all offerings of the service.

Example : If you have subscribed to the service on the 31st of the month:

1) For all months with 31 days, the Anniversary date is the 1st of the month.

2) For all months with only 30 days, the Anniversary Date is the 30th of the month;

3) For February, the Anniversary date will be the 29th and for non-leap years, on the 28th.

Rounding off rules

All calculations regarding fees and Amounts Due are rounded off to (i) the lower cent (hundredth of a Euro or Dollar or second decimal) if the third decimal is strictly smaller than 5, and (ii) the higher cent if the third decimal is greater or equal to 5.

5 Subscribing to an Offering

With the Account Application, the Customer can subscribe to one or multiple Offerings.

During the free Trial Period following an Account Creation.

During the Account Creation process, the Customer subscribes to an Offering and a Plan. During this period, the Customer and the End-users can try out all Offerings in all available plans.

During the Subscription Period, Subscription of a new Offering, free Trial Period.

The Customer can subscribe to a new Offering and can try out the new Offering for free up to the next Anniversary Date. The new Offering is then in free Trial Period. To maximize the Free Trial period for a new Offering, GroupCamp recommends that the Customer subscribes to new Offerings at the beginning of a Subscription period.

If the Customer decides not subscribe to the new Offering, that Offering must be removed from the Account BEFORE the next Anniversary Date using the Account Application. If the new Offering is not cancelled before, it will be considered as a requested subscription and the monthly fee for the Plan will be taken into account in the Amount Due at the Anniversary Date.

Re-subscribing to an Offering during the Cancellation Period.

The Customer can re-subscribe to an Offering during the Cancellation Period (that Offering having been previously cancelled). To re-subscribe, the Customer needs to select the Offering and the corresponding Plan in the Account Application. If the selected Plan is lower than the plan which is active during the Cancellation Period, the downgrade is effective if the quota of the lower Plan is met. GroupCamp will proceed to the calculation for the Amount Due :

• If the Account contains free Offerings and/or Offerings in free Trial Period or in a Billing Exemption Period, the Amount Due excluding taxes is equal to the Amount of the subscribed Plan and the new Anniversary Date will be the current date
• If the Account contains at least one Offering in a Subscription Period the calculation for the Amount Due excluding VAT is pro rated up to the next Anniversary Date.

Example for a re-subscription to a previously cancelled plan priced at 49€ excluding VAT. If the current date is the 21st of January and the Anniversary Date is the 28th (27th at 23h39). The Amount due excluding taxes will be 28-(21+1) x (49 / Number of days of the Subscription period = 31). The result s 9.48 Euros

If the Customer is subject to VAT, the relevant rate will be applied to the Customer. The Customer is then billed and an invoice is sent by email and is archived in the Account Application. The Offering is in Subscription Period up to the next Anniversary Date.

5.1 Upgrading your Plan.

A higher plan for an Offering implies a higher monthly fee for that Offering. 

Upon selecting a new Plan for an Offering, GroupCamp calculates the Amount Due up to the next Anniversary Date. The calculation is pro-rated (Amount Due for the new Plan) - (the Amount Due for the old Plan).

Example of calculation for subscription to a new plan priced at 49 Euros up from a plan priced at 19 Euros excluding VAT: Assuming that the current date is the 7th of January and the Anniversary Date is the 26th of January, the Amount Due excluding taxes is ((Number of days remaining up to the Anniversary Date + 1) x (49 - 19) / (Number of days of the on-going Subscription Period). In our example the result is (26 - (7 + 1)) x (49 - 19) / 31)=17.42 Euros excluding VAT.

The Customer confirms the payment online The terms described in the "Payment and Billing" section apply. An invoice is sent by email and archived in the Account Application. The new plan can be used within the Account.

The Customer can upgrade multiple Offerings to a higher plan with a single payment.

5.2 Downgrading a Plan.

A lower Plan for an Offering implies a lower monthly fee for that Offering.

When selecting a lower Plan for an Offering, GroupCamp will verify the following :

• The quota limits for the new lower Plan need to be met before downgrading,
• Some features might not be available in lower plans and will therefore be disabled.

If the two conditions above are met, the downgrade becomes effective immediately and cannot be undone. If, immediately after downgrading the Customer decides to upgrade, the « 5.1 Upgrading your Plan » process will apply. 

If at least one of the two conditions are not met, the downgrade will not be completed. The Customer will have to adapt its quota for that offering and/or adapt usage of Plan-specific features. The Account Application provides information to the Customer for quota management. 

Example of Quota for the Project* Offering : ASSUMPTION :  Customer is in Plan PLUS, you have 15 active projects and are using 5GB and you want to downgrade to plan Start (a maximum of 15 projects and 4GB of Storage). You will need to archive or delete 3 projects and delete 1 GB of data (removing documents in the Files application or pages in the WIKI).

Example of plan-specific features for the Project* Offering : the Plus Plan supports the Multi-Company feature. The Start Plan however does not support that feature. Before downgrading from the Plus to the Start Plan, the Customer needs to disable 3 invited companies(disabling users of these companies ; these users will no longer be present in active projects), Projects which are managed by invited companies (The Managing Company for that Project is an invited Company) need to archived or deleted.

GroupCamp does not provide credit, or refund. Please see the Refund section above.

6 Cancelling an Offering

In the Account application, the Customer may cancel an offering.

During the Free Trial period, following the creation of an Account.

When the Customer requests the cancellation of an Offering, the Offering enters the Cancellation Period as from the next Anniversary Date(the next Anniversary Date corresponds to the end of the Free Trial Period)

During the Subscription Period.

If the Customer requests the cancellation of an Offering during a Subscription Period, that Offering remains in Subscription Period up to the next Anniversary Date. At the next Anniversary Date, the Amount due is calculated by subtracting the monthly fee for the cancelled Offering. The Offering then enters the Cancellation Period up to the next Anniversary Date.

Anniversary Date of an Offering During the Cancellation Period.

At the Anniversary Date, the Offering and its Content can no longer be accessed by the Customer and/or its End-users. The Content linked to the Offering is deleted and the deletion cannot be undone. The Offering can be re-subscribed again as a new Offering in the Account Application.

Behavior of applications for Offerings in Cancellation Period

When an Offering is in Cancellation Period, applications for that Offering are in read-only mode. The Customer and its End-Users can no longer add new Content. The Export or Download features will remain active throughout the Cancellation Period.

7 Cancelling and Deleting an Account

The Cancellation of an Account is a full termination of the Account. The termination of an Account becomes effective at the Anniversary Date:

• if all Offerings of an Account are in the Cancellation Period, or
• if all Offerings of the Account are in Free Plans or in Billing Exemption Period and none of the Account’s End-users have signed into their Account for more than 3 months.

When an Account is cancelled, at the Anniversary Date, Offerings and related Content are deleted and cannot be recovered. The Account and its End-Users are deleted. The Access URL for the Account becomes available for another Customer.

The Customer Billing information, the invoicing history and payment are saved by GroupCamp for 10 years. This duration is required by French Law.