Billing & Refund Policy

Last updated: 22 June 2026

This Billing & Refund Policy explains how Boardrooms to Backroads Consulting LLC (“B2BC”, “we”, “us”) charges for paid access to the TrailTrack project-management application (the “Service”), how billing works, and our position on cancellations and refunds. It supplements, and is incorporated into, our Terms of Service and should be read together with our Privacy Policy. Capitalized terms not defined here have the meaning given in the Terms of Service. In this document, “Customer” means the person or organization that enters into a Subscription, and “User” means each individual authorized to access the Service under that Subscription.

1. Plans & what they include

The Service is offered through a free tier and one or more paid tiers, currently branded “Scout” and “Expedition”. Plan names, feature sets, usage limits, and pricing are described on our pricing page and within the Service at the time of purchase, and may change as the Service evolves.

• Free tier. A no-cost plan intended for evaluation and light use, with limited features, seats, storage, and/or usage as described in-product. We may modify or discontinue the free tier at any time.
• Scout. A paid tier offering expanded features, seats, and limits suitable for growing teams.
• Expedition. A higher paid tier offering the broadest feature set, higher limits, and additional administrative and reporting capabilities.

The authoritative description of what your specific plan includes is the plan details shown at checkout and in Settings → Billing. We may add, rename, repackage, or retire plans and features over time.

2. How billing works

Paid plans are sold as recurring Subscriptions. Billing and payment processing are handled by our third-party payment processor, Stripe. We do not store full payment-card numbers on our own servers; card data is held by Stripe in accordance with its terms and security practices. By providing a payment method, you represent that you are authorized to use it and you authorize us (through Stripe) to charge it for all fees incurred under your Subscription.

• Currencies. Fees are charged in the currency shown at checkout. Where multiple currencies are offered, the displayed currency controls.
• Payment methods. Accepted payment methods are those made available through Stripe at checkout (for example, major credit and debit cards, and any additional methods we enable from time to time).
• Authorization. Your card issuer or bank may place a temporary authorization hold when you start or renew a Subscription.

3. Billing cycle, auto-renewal & cancellation

Subscriptions are billed in advance on a recurring basis for the billing term you select, monthly or annual. Each Subscription renews automatically at the end of its then-current term for a further term of the same length, at the then-current price, unless it is cancelled before the renewal date.

You may cancel a Subscription at any time, on a self-service basis, in Settings → Billing. Cancellation stops future renewals; it does not, by itself, generate a refund for the current term. See Section 12 for the effect of cancellation on access and data.

4. Upgrades, downgrades & proration

You may change plans during a term, subject to availability.

• Upgrades. When you upgrade to a higher tier or add seats mid-term, the change generally takes effect immediately and we may charge a prorated amount for the remainder of the current term, or apply the change at the next renewal, as indicated at the time of the change.
• Downgrades. When you downgrade to a lower tier or reduce seats, the change generally takes effect at the next renewal. Downgrades do not entitle the Customer to a refund or credit for the unused portion of the current term except as required by law or as stated at the time of the change.

Where proration is offered, Stripe calculates prorated amounts based on the time remaining in the current term and the difference in plan price.

5. Taxes

Fees are exclusive of taxes unless stated otherwise. The Customer is responsible for all applicable sales, use, value-added (VAT), goods-and- services (GST), withholding, and similar taxes, levies, or duties imposed by any taxing authority on the Subscription, excluding taxes based on our net income. Where we are required to collect such taxes, they will be added to your charges. If you are exempt, you must provide valid exemption documentation before billing.

6. Free tier & trials

We may offer the free tier and, from time to time, free trials or promotional access to paid features. Unless stated otherwise:

• Trials are provided for evaluation only and may be modified or withdrawn at any time.
• If a trial converts to a paid Subscription, you authorize us to begin charging the applicable fees when the trial ends, unless you cancel before then.
• Free-tier and trial Content may be subject to lower limits and is governed by the data-retention and export provisions of our Terms of Service.

7. Refunds

Except where a refund is required by applicable law, fees are non-refundable. We do not provide refunds or credits for partial billing periods, unused time, seats not used, downgrades, or features you did not use. This includes amounts paid for annual terms that are cancelled before the term ends.

Where the law of your jurisdiction grants a non-waivable right to a refund or cancellation (for example, certain consumer-protection rights), nothing in this Policy limits those rights. In addition, B2BC may, in its sole discretion and without creating any obligation or precedent, grant a full, partial, prorated, or discretionary refund or credit in individual cases — for example, a clear billing error or a documented prolonged service failure.

To request a refund or report a billing error, contact billing@boardroomstobackroads.com within 30 days of the charge, including your account email, the invoice or charge reference, and a description of the issue. We will review requests in good faith.

8. Failed payments, dunning & suspension

If a charge fails, we (through Stripe) may retry the payment one or more times over a period of days and may notify you to update your payment method (a process commonly called “dunning”). If a past-due balance is not resolved, we may suspend, restrict, or downgrade the Customer’s access to paid features until payment is received, and we may ultimately terminate the Subscription in accordance with the Terms of Service. You remain responsible for amounts that accrued before suspension or termination.

9. Price changes

We may change prices, plan packaging, and included limits from time to time. For changes that increase the recurring fee for your Subscription, we will provide reasonable advance notice (for example, by email or in-product), and the change will take effect on your next renewal. If you do not agree to a price change, you may cancel before the change takes effect.

10. Chargebacks

If you believe you were charged in error, please contact us first at billing@boardroomstobackroads.com so we can resolve it promptly. Initiating a chargeback or payment dispute without first contacting us may result in suspension or termination of the affected Subscription while the dispute is investigated. We reserve the right to dispute chargebacks we believe are invalid and to recover associated fees and costs to the extent permitted by law.

11. Invoices & receipts

Receipts for each charge are issued by email and are available in Settings → Billing. Where applicable, invoices reflect the plan, term, taxes, and any proration. Customers are responsible for keeping their billing contact and tax details accurate and up to date.

12. Effect of cancellation

When you cancel, paid access generally continues until the end of the current paid term, after which the account is downgraded to the free tier or deactivated, depending on the plan and account status. Following downgrade or termination, Content may be subject to export and deletion windows described in the Terms of Service. We encourage Customers to export their Content before the end of the paid term. After applicable retention windows, Content may be permanently deleted and may not be recoverable.

13. Third-party & usage costs

Charges you incur with third parties — for example AI usage billed to your own provider key (BYOK), payment-processing fees charged to you by your own bank, or fees for separately connected services — are billed by those providers and are not part of your TrailTrack Subscription. Those charges are governed by the relevant third party’s terms.

14. Changes to this Policy & contact

We may update this Billing & Refund Policy from time to time; the “Last updated” date above reflects the latest version, and your continued use of the Service after an update constitutes acceptance of the revised Policy. For billing questions, contact billing@boardroomstobackroads.com. Boardrooms to Backroads Consulting LLC, 5900 Balcones Drive, STE 100, Austin, Texas 78731.