Card billing agreement

This agreement applies when your organization keeps a payment card on file with Monarch Animal Shipping Ltd. ("we", "us"). It forms part of our terms of service. By keeping a card on file you ("you", your organization) authorize the charges described below.

1. What you authorize

You authorize us, through our payment processor, to charge the card on file, without asking you again each time, for:

• Shipping labels: every label your organization creates on the platform, for the total shown at checkout.
• Additional carrier charges: amounts a carrier bills for one of your shipments after the label was created, as described in section 3.
• Related amounts: the carrier-adjustment fee, applicable taxes, and any other charge you approve on the platform (for example supplies you buy with the card on file).

This authorization covers every member of your organization who can buy shipments. You confirm that you are authorized to use the card on behalf of your organization.

2. When a label is charged

• When you check out, we authorize (place a hold on) your card for the quoted total.
• We charge the card at the moment the carrier issues your label. The label is what you pay for.
• If the label can't be created (the carrier is unavailable, eligibility changes, booking fails), the hold is released and you are not charged.
• If a hold would expire before the label exists, we may charge earlier and refund automatically if the label is never created.
• A label you void before the carrier uses it is refunded according to the carrier's void rules and our terms of service.

3. Additional carrier charges (adjustments)

Quotes are based on the package details you enter: weight, dimensions, addresses and service. Carriers measure and check every package on their own equipment and bill us for what they find. When the carrier's final charge for your shipment is higher than what you were quoted, we bill you the difference. Common reasons include:

• Weight: the package weighed more than declared.
• Size / dimensional weight: the box was larger than declared, so the carrier billed by volume (dimensional weight).
• Address correction: the carrier corrected or completed the delivery address.
• Residential, remote-area or delivery-area surcharges that didn't apply to the address as entered.
• Additional handling, oversize or non-standard packaging surcharges.
• Re-delivery, hold, intercept or return-to-sender charges caused by the shipment's details or instructions.
• Any other charge the carrier bills for the shipment that was not included in the quote.

For each adjustment:

• A person on our team reviews the carrier's evidence (its invoice, or the weight and size it measured) before you are charged.
• You are charged the carrier's difference, a carrier-adjustment fee (the current fee is shown in your Billing area; we may waive it) and applicable taxes.
• We email you an explanation showing what you declared, what the carrier measured or billed, and the amounts, and the charge appears under Billing → Extra charges with its own invoice.
• Carriers often invoice adjustments several weeks after delivery. We may bill an adjustment up to 180 days after the ship date.

Adjustments are charged to the card on file automatically. If your organization has trade terms, adjustments are added to your account statement instead.

4. Questioning a charge

If you believe a charge is wrong, contact support from the shipment or from Billing → Extra charges within 30 days of the charge. We'll review it, ask the carrier for its evidence where needed, and refund the card if the charge is reversed. Please talk to us before disputing a charge with your bank: a chargeback on a legitimate charge may lead us to suspend card-on-file billing or your account.

5. Declined cards and unpaid amounts

• If the card on file is declined when you check out, the label is not created; you can retry or pay another way.
• If a later charge (such as an adjustment) is declined, we email you a secure link to pay it. It is shown as outstanding in your Billing area.
• If amounts stay unpaid for more than 30 days, we may pause new labels for your organization until they are settled.

6. Refunds and credits

Refunds for a card charge go back to the same card. Refunds usually take 5 to 10 business days to appear, depending on your bank. Credit notes are available in your Billing area.

7. What we store

Your card details are collected and stored by our payment processor, Stripe, which is certified to the highest level of the payment card industry standard (PCI DSS Level 1). We never receive or store your card number or security code. We keep only:

• Stripe's customer reference for your organization (an ID such as cus_…),
• Stripe's reference for each saved card (an ID such as pm_…), and
• a record of your acceptance of this agreement: who accepted it, when, which version, and from which IP address.

To show you which card is on file, we ask Stripe for its brand, last four digits and expiry each time you view it.

8. Changing or removing your card

You can add, replace or remove your card at any time under Billing → Payment methods. Removing your card stops future automatic charges. It doesn't cancel amounts already owed for labels created while it was on file: those are billed by secure pay link instead.

9. Invoices, currency and taxes

Every charge has an invoice (and every refund a credit note) in your Billing area. Charges are in the currency of the quote (CAD or USD). Taxes are calculated on the date of the charge for your organization's jurisdiction.

10. Changes to this agreement

We'll give at least 30 days' notice by email of any material change. We'll ask you to review and accept a new version in your Billing area; until you do, the version you accepted continues to apply to charges for labels created before the change.