Hashes Agency Billing Policy

Last Updated: August 11, 2024.

Preamble

Hashes Agency LLC (“Agency,” “we,” “our,” “us”) is committed to maintaining transparency, fairness, and compliance in all billing and financial matters.

This Billing Policy establishes the framework governing invoicing, payments, subscriptions, refunds, adjustments, chargebacks, disputes, taxes, and promotional credits.

This Policy applies to:

All clients engaging Hashes Agency services.
All billing transactions processed through Stripe, PayPal, Wise, Payoneer, and Square.
All service models including one-time purchases, recurring subscriptions, and custom retainers.

Article I: Purpose and Scope

1.1 Purpose

This Policy exists to:

Provide predictable billing practices.
Protect clients from unexpected charges.
Align Agency operations with merchant processor requirements (Stripe, PayPal, Wise, Payoneer, Square).
Ensure compliance with U.S. consumer protection, FTC advertising laws, GDPR, and CCPA.

1.2 Scope

This Policy applies to:

Digital services (CRM automation, social media marketing, paid ads).
Recurring service subscriptions (monthly or annual retainers).
Custom projects (consultations, one-off builds).
Promotional credits and discounted offers.

Article II: Definitions

2.1 Invoice – An official bill specifying services, amount due, and payment deadline.
2.2 Subscription – Recurring monthly or annual services billed automatically.
2.3 One-Time Payment – Payment for a specific, non-recurring project.
2.4 Payment Processor – Third-party merchant provider handling transactions (Stripe, PayPal, Wise, Payoneer, Square).
2.5 Chargeback – A reversal of payment initiated by the client’s bank or card provider.
2.6 Late Fee – Additional charge imposed when invoices remain unpaid past due date.
2.7 Escalation – Process of moving unresolved billing issues to senior management or legal.

Article III: Accepted Payment Methods

3.1 Supported Methods

We accept payments via:

Credit/Debit Cards (Visa, Mastercard, AMEX, Discover).
Bank Transfers (through Wise and Payoneer).
ACH / Direct Debit (where supported).

3.2 Unsupported Methods

We do not accept:

Cash payments.
Paper checks.
Cryptocurrency, unless explicitly approved in writing.

3.3 Payment Security

All transactions processed through PCI-DSS compliant processors.
The Agency never stores full card data.

Article IV: Invoicing

4.1 Issuance of Invoices

Invoices are generated from billing@hashesagencyllc.com.
Each invoice includes:
- Agency name & LLC details.
- Service description.
- Payment deadline.
- Escalation contacts.

4.2 Payment Terms

Standard invoices are Net-7 (due within 7 calendar days).
Some retainers may require advance payment.

4.3 Overdue Status

Invoices unpaid past due date are considered overdue.
Clients receive 3 automated reminders before escalation.

Article V: Subscriptions and Recurring Billing

5.1 Renewal Process

Subscriptions renew automatically unless canceled.
Clients receive 7-day advance notice before renewal.

5.2 Cancellation

Cancellations must be requested 7 days prior to renewal.
Cancellation requests must be submitted to billing@hashesagencyllc.com.

5.3 Non-Refundability

Subscription fees are non-refundable once the billing cycle starts.

5.4 Failed Renewals

If a subscription fails to renew:
- Day 1 → Payment retry.
- Day 3 → Reminder email.
- Day 7 → Final reminder.
- Day 10 → Account suspended.

Article VI: Refunds and Adjustments

6.1 Refund Eligibility

Governed by the Refund & Cancellation Policy.
Duplicate charges and errors refunded within 7–14 days.

6.2 Adjustments

Overpayments may be credited to future invoices.
Clients may request direct refunds instead of credits.

6.3 Non-Refundable Elements

Advertising spend paid to third parties.
Services already delivered.

Article VII: Late Payments

7.1 Penalties

Invoices unpaid after due date → 2% monthly late fee.
Services may be suspended.

7.2 Escalation

Accounts overdue by 30 days may be terminated.
Debt collection measures may apply.

7.3 Example Scenario

Invoice due Jan 10, unpaid → reminders sent.
By Feb 10 → suspension.
By Mar 10 → termination unless resolved.

Article VIII: Chargebacks and Disputes

8.1 Direct Resolution Required

Clients must first attempt resolution at billing@hashesagencyllc.com.

8.2 Chargeback Procedure

Filing chargebacks without prior notice is a breach of agreement.
Agency will dispute illegitimate chargebacks with:
- Service logs.
- Communication history.
- Contracts.

8.3 Escalation Path

Step 1 → Billing (billing@hashesagencyllc.com)
Step 2 → Escalation (management@hashesagencyllc.com)
Step 3 → Legal (legal@hashesagencyllc.com)

Article IX: Discounts, Promotions, and Credits

9.1 Validity

Promotions apply only within stated validity periods.

9.2 Restrictions

Promotions non-transferable.
Misuse leads to termination.

9.3 Credits

Credits issued are applied to future invoices only.

Article X: Taxes and Compliance

10.1 Tax Responsibility

Clients responsible for local tax obligations.
Hashes Agency complies with IRS and Florida state laws.

10.2 Cross-Border Transactions

Non-U.S. clients may be liable for VAT/GST.
Wise/Payoneer transactions subject to respective country regulations.

Article XI: Escalation and Resolution

Article XII: Governing Law

Governed by Florida law, United States.
Disputes under jurisdiction of Florida courts.

Article XIII: FAQs (Expanded)

Q1: How will my charges appear on statements?

They appear as “HASHES AGENCY LLC”.

Q2: What happens if my payment fails?

Retries occur on Day 1, Day 3, and Day 7. Account suspended after Day 10.

Q3: Can I get a refund on subscription mid-cycle?

No, refunds are not issued mid-cycle. Cancellation prevents next billing.

Q4: Can I pay in advance?

Yes, prepayment is allowed.

Q5: What happens if I cancel a project before completion?

Pro-rata refunds handled under Refund & Cancellation Policy.

Q6: Are promotions refundable?

No, promotions and discounts are final.

Q7: Do you apply sales tax?

Yes, where required by law.

Q8: Can I dispute an incorrect invoice?

Yes, disputes must be submitted within 7 days of receipt.

Q9: How do you handle international payments?

Processed via Wise/Payoneer, subject to country laws.

Q10: Do you store my card data?

No, only PCI-compliant processors store card details.