Common billing & payment enquiries
Applicable to invoices issued by Jeux de Couleur Limited, United Kingdom and Book Matters LLC, USA
1. Are subscription prices fixed?
If your configuration does not change, your annual software subscription fee will remain the same for up to three (3) years from the start of your first annual subscription. Notwithstanding the foregoing, we reserve the right to adjust annual pricing at any time to reflect extraordinary changes in market conditions, including but not limited to high inflation, foreign exchange fluctuations, third-party costs, or regulatory requirements, subject to reasonable prior notice.
After the initial period of three years, subscriptions will renew at the rates in effect at the time of renewal, as published on our websites.
We endeavour to announce material changes to subscription pricing or configuration options at least one year in advance; however, this is not guaranteed. Third-party fees (e.g. Hosted Cloud Service) may change at shorter notice and are outside our control.
2. Can we interrupt/downgrade our subscription and be billed pro-rata?
Unless otherwise explicitly agreed in writing (promotion trials, special offers etc.), all our subscriptions are continuous and based on annual commitment and billing cycle. We do not provide on/off or usage-based plans.
The annual subscription term begins 30 days after the date of the annual subscription invoice, regardless of whether you pay the invoice earlier or later than this date or any interruption caused by overdue invoices. The customer remains liable for all fees for the full subscription term irrespective of usage.
3. Can we change the configuration of our subscription before renewal?
You may request changes to your subscription configuration (including products, services, capacity, or number of users) up to 30 days before the end of the current subscription term, subject to technical feasibility and our approval.
Certain changes may require the initiation of a new subscription before the expiry of the current term (for example, where additional components or modules are introduced). In such cases, any remaining time under the existing subscription may, at our discretion, be applied on a pro-rata basis to the fees of the new or amended subscription.
Requests to reduce capacity (including users, titles, or licences) during an active subscription term are not standard and will be considered only in exceptional circumstances, strictly on a case-by-case basis and at our sole discretion. Where such requests are approved, any fee adjustment will be applied as a credit towards future subscription term(s) only; no refunds will be issued. We reserve the right to refuse any reduction that may materially affect service delivery, system integrity, or the commercial viability of the subscription.
Certain configuration changes are not permitted. In particular:
– It is not possible to revert from a subscription-based plan to a one-off licence, or to return to an unsupported software version or platform, where one or more annual subscriptions have been purchased after 1 January 2019 (version 4.10.01 or later).
– The Rights add-on cannot be removed from a configuration once a royalty cycle has been completed that includes the calculation of revenues from foreign or subsidiary rights.
Note: Subscriptions that include Hosted Cloud Service or other third-party services or components may only be amended at the end of an annual term, with at least 30 days’ prior notice before renewal.
4. Can we change our locally-installed subscription to a Hosted Cloud Service subscription or the other way around?
Changes between locally installed and Hosted Cloud Service subscriptions are subject to technical feasibility and our approval. A minimum three-month notice is required to terminate a Hosted cloud Service subscription. Transition timelines are indicative only and not guaranteed.
5. Can we re-initiate my subscription if it expired and we had let it lapse for a period of time?
Subscriptions are continuous and non-interruptible. If re-initiated within 24 months of expiry, the customer will be required to pay for all intervening periods, regardless of usage. Reinstatement is subject to our sole discretion, technical feasibility, and may require mandatory upgrades, data migration, and onboarding services at additional cost.
6. What happens to our data if we let our subscription expire?
Customers are solely responsible for maintaining independent backups of their data at all times.
For Hosted Cloud Service, data retrieval requests must be made within 30 days of expiration. After this period, all data will be permanently deleted with no possibility of recovery. We shall have no liability for any data loss after deletion.
Any data extraction or recovery services, if/when offered, are chargeable.
7. How frequently do we receive invoices? Can we arrange a different frequency?
All subscriptions are subject to a minimum one-year commitment at each renewal. Alternative payment arrangements, where offered, do not alter the underlying contractual commitment.
Note: For certain configurations, monthly payment via Direct Debit can be arranged for UK subscribers; if arranged, this is still based on annual billing and commitment, and there are no extra monthly charges.
8. What are the terms of your invoices?
Unless otherwise indicated on the invoice, renewal invoices are payable 30 days after receipt. First-time invoices, invoices for interim orders (e.g. additional capacity or additional users) are payable upon receipt. Invoices for data migration and other services are payable according to the terms outlined in the formal Estimate associated with those services.
We reserve the right to suspend or terminate access to services for overdue invoices without further notice.
9. Do we get prompted that our subscription is due to be renewed?
Renewal and reminder notifications may be provided as a courtesy only and failure to receive such notices does not relieve the customer of their obligation to pay or renew. Subscriptions will not be renewed where there are outstanding invoices.
10. Can charges for additional services be deferred to the next subscription renewal invoice?
All invoices for additional services are payable upon receipt. Failure to settle such invoices may result in immediate suspension of access to all services.
11. Is there a pay-as-you-go option?
Pay-as-you-go subscriptions (monthly or quarterly) are available only for occasional temporary users (e.g. interns, trainees, etc.), and exclusively as an add-on to a configuration of at least one full user under annual billing. This arrangement is available for up to six months per subscription term (e.g. two three-month interns, etc.). Special fees apply.
12. Is there a monthly payment option?
Commitment is annual, but payment in twelve monthly instalments by Direct Debit is available for customers in the United Kingdom; charges may apply (for other territories please enquire).
13. Our account has been inactive/closed for several years. Can we purchase a new subscription?
Yes, you can begin a new subscription, re-activate your account and access your database, if this is technically possible, at the prices in effect at the time of the new signup. You will not be billed for the interim terms if the subscription remained inactive for more than two years (see No. 5 above). Reactivation is subject to settlement of all outstanding invoices, technical compatibility, and our approval. Additional fees may apply.
14. What about refunds?
All payments are final and non-refundable except at our sole discretion and in exceptional circumstances. Any granted refund shall not constitute a precedent.
In certain circumstances partial refunds of software only add-ons that customer may have ordered in error (e.g. additional title capacity or additional users) may be possible; requests must be submitted within 30 days of customer payment. NOTE: Depending on the circumstances, customer may incur refund fees as well as any payment platform processing fees that we incurred when we received their payment (calculated pro-rata for the refunded sums).
15. Can we temporarily suspend our subscription and resume use of the software at a later date?
Subscriptions are continuous and based on a fixed annual commitment; on/off arrangements are not offered. The subscription term begins 30 days after the invoice date, regardless of payment timing or any service interruptions due to overdue invoices.
Requests for temporary suspension are exceptional and subject to our sole discretion. If approved, suspension may not exceed four (4) months and may be subject to conditions, including fees or continued partial billing.
Suspension is not available for subscriptions that include Hosted Cloud Service or other third-party services.
Terms and advice on this page apply for subscription or service purchases invoiced by Jeux de Couleur Limited, United Kingdom and Book Matters LLC, USA. For subscription purchases via a reseller or services arranged via any of the RIGHTS 20|20 consultants as well for issues pertaining to payment platforms please refer to the policies of the supplier/provider.
Terms of use and privacy provisions
6 January 2019