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Service Renewal & Overages Payment Policy

Last Updated: 3 Sep 2025

This policy outlines the terms related to Services expiry, renewal, payments and related policies for Services offered by Nidhi Nova Ltd 

Service Expiry and Renewal

Your subscription for Services is valid for a term of one year or the term specified in the Order Form, starting from the date of activation or renewal. Your subscription will automatically renew at the end of the Service term unless you provide written notice of non-renewal at least 60 days before the renewal date.

Invoice & Payment

An invoice for the renewal fee will be issued 30 days prior to the end of your subscription term. Payment is due in full within 30 days of the invoice date unless otherwise agreed upon in writing. It is your responsibility to ensure timely payment to maintain uninterrupted service.

Overdue Payment

A grace period of 14 days will begin after the payment due date if payment has not been received. During the grace period, you will retain full access to your FileSpin SaaS subscription and all associated features. We will send periodic email reminders during the grace period regarding the outstanding payment and potential service impact. If you are experiencing payment difficulties, we encourage you to contact us promptly.

If payment is not received by the end of the 14-day grace period, your service will be downgraded to limited functionality. Limitations may include:

  • Restricted access to premium features.
  • Reduced storage capacity.
  • Suspension of customer support services.

Full service can be restored at any time during this period by settling the outstanding invoice.

Service Suspension & Reactivation

If payment remains outstanding 30 days after the due date, your service will be temporarily suspended.

We will retain your data for a period of 30 days following the suspension date. After this retention period, we reserve the right to permanently delete your data without further notice.

You can reactivate your service at any time during the data retention period by paying the outstanding balance. Services will be restored within 7 days of payment receipt.

Usage & Overage

Certain Services and add-ons (including, without limitation, FileSpin features such as processing, storage, bandwidth, API calls, and add-ons) are sold with pre-purchased quotas (“Quota”) as specified in your Order Form.

Measurement & Calculation

  • Overage is calculated as total actual usage minus the pre-purchased Quota (or the pro-rated equivalent where applicable).

  • Overage fees are charged at the then-current overage rate set out in your Order Form (or, if not specified, at Nidhi Nova Ltd’s standard list rate for the relevant Service at the time of billing).

Notifications

  • We will notify you when your usage reaches or exceeds 100% of the pre-purchased Quota.

  • If overage exceeds 10% of Quota in any service month, you are required to pre-purchase additional usage (e.g., an add-on pack or plan upgrade) to cover anticipated demand for the remainder of the term. 

Pre-Purchase Requirement & Timelines

  • If usage exceeds 20% of Quota in any service month, you are required to pre-purchase additional usage within 5 days of exceeding quota to continue uninterrupted use of the affected Service/add-on.

  • If usage exceeds 20% of Quota and no pre-purchase is made within the 5 days, we will temporarily deactivate the affected Service/add-on at the end of 5 days grace period. Core platform access will remain available unless otherwise suspended for non-payment under this policy.

  • If pre-purchase is made within the grace period, the purchased quota will be applied for the overage instead of on-demand rates for billing purposes. 

  • In all other cases, overages will be charged at on-demand rates as specified in the Order form.

Billing & Payment

  • Overage charges are invoiced monthly in arrears and are due within 30 days of invoice date, unless otherwise agreed in writing.

  • Failure to timely pay overage invoices is treated as overdue payment under this policy and may lead to downgrade, suspension, or data deletion as stated above.

Reactivation of Overage-Deactivated Add-ons

  • If an add-on or feature is deactivated due to overage thresholds or lack of pre-purchase, it will be re-activated within 24 hours of our receipt of (a) the required pre-purchase (or plan upgrade) and (b) any outstanding overage amounts relating to that add-on/feature.

  • This 24-hour reactivation timeline applies to add-on/feature-level deactivations. Account-level suspensions for general non-payment follow the 7-day restoration timeline stated in Service Suspension & Reactivation.

Disputes

  • If you believe an overage invoice is incorrect, please notify us in writing within 10 business days of the invoice date with reasonable detail of the dispute. Undisputed amounts remain due on their original due date.

Contact and Support

We understand that unforeseen circumstances may impact timely payments. If you anticipate delays or encounter difficulties, please contact our team at accounts@filespin.io . We are here to assist and explore potential solutions.

Policy Modifications

We reserve the right to modify this policy at any time. Any changes will be communicated via email and posted on our website. Modifications will take effect immediately upon publication. By subscribing to Services offered by Nidhi Nova Ltd via our website or through enterprise agreement, you acknowledge and agree to the terms outlined in this Service Renewal Policy.