Karsenics Refund and Cancellation Policy

The short version. The organization running the event decides whether you get a refund. Ask them. If your total included a Service & Processing Fee, it is not normally refunded, because the payment was processed and the registration software already did its job. If the whole event is cancelled and everyone is refunded, the Karsenics part of that fee comes back too.

1. Who decides

1.1 The organization running your event sets its own refund policy and decides every refund request. That policy is shown on the organization's registration page, and it is what governs your money.

1.2 Karsenics makes the software. Karsenics does not decide refunds and cannot issue one on its own. The organization is the merchant of record and holds the funds.

1.3 Where to ask. Contact the organization directly. Its contact details are on its registration page and in your confirmation email. If you cannot reach the organization at all after a reasonable effort, email hello@karsenics.com and we will try to connect you. We cannot make the organization refund you.

2. What is on your receipt

A typical registration total has up to three parts.

Your full total is shown before you are asked to pay.

3. The Service & Processing Fee

3.1 The Service & Processing Fee is earned when your registration completes. At that point your payment has been processed and the platform has already taken your registration, recorded your agreement acceptance, collected your documents, assigned your record to the event, and sent your confirmation. That work is done and is not undone by a refund of your base charges.

3.2 So: if the organization refunds your base charges, the Service & Processing Fee is normally not refunded. The payment processor does not return its processing cost when a payment is refunded.

3.3 The exceptions, where the Karsenics part of the Service & Processing Fee is refunded:

(a) The registration was created in error by the platform, for example a duplicate charge or a system fault. Tell us at hello@karsenics.com and we will fix it without asking the organization.

(b) The event is cancelled in its entirety and the organization refunds every participant. In that case Karsenics releases its fees for that event and they are returned with the rest.

(c) The organization asks us to refund it for a particular registration and we agree in writing. Organizations sometimes do this as a goodwill gesture, and we do not stand in the way.

3.4 Whether the payment processing part of the fee comes back to you in any of these cases is the organization's decision under its own refund policy.

3.5 No Service & Processing Fee is charged on a registration whose total is $0.00, such as an in-kind space or a complimentary participant.

3.6 Returned bank payments. A bank payment takes several business days to clear. If it is returned unpaid, for example for insufficient funds, your registration goes back to unpaid, you will be asked to pay again, and the $4.00 returned-payment charge is added to what you owe.

4. Cancellations

4.1 You cancel. The organization's own deadlines and refund tiers apply, for example full refund before a date, partial after it, none after another. Read the organization's terms before you register.

4.2 The organization cancels or changes the event. Postponements, relocations, date changes, shortened hours, and weather cancellations are handled under the organization's own policy and its own force majeure terms. Karsenics has no obligation to refund, reschedule, or compensate you for any event outcome, and is not liable for one.

4.3 The organization removes you. If the organization revokes your participation for breaching its rules or its code of conduct, whether any money comes back is the organization's decision under its own terms. A removal for cause is very often non-refundable, and organizations are entitled to write it that way.

4.4 No-shows. Set by the organization. Most treat a no-show as non-refundable.

5. How a refund is processed

5.1 The organization issues the refund through the platform, which sends it back to the card or bank account you paid from.

5.2 Bank payments are refunded in full. A payment made from a US bank account can only be refunded in full, never in part. If the organization refunds a bank payment, you receive everything you paid, including the Service & Processing Fee, and the organization covers that fee itself.

5.3 A refunded payment normally appears on your statement within five to ten business days, depending on your bank. Karsenics does not control that timing.

5.4 You receive an automatic refund confirmation email showing what was refunded and what was not.

6. Payment disputes and chargebacks

6.1 Because the organization is the merchant of record, a card or bank payment dispute is between you and the organization, and your bank will contact them.

6.2 Please ask the organization for a refund before disputing a charge. A chargeback costs the organization a fee whether or not it is upheld, and most of these events are run by volunteers.

6.3 Karsenics will provide the organization with the transaction, registration, and agreement records it needs to respond to a dispute. Karsenics does not decide, contest, or concede disputes and has no authority to.

7. Questions

Karsenics PBC · hello@karsenics.com · 3120 Southwest Fwy, Ste 101, PMB #803188, Houston, TX 77098-4520

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