Billing

GDPR4All uses a flexible subscription model designed to scale with your organisation. Whether you are a small business with a handful of users or a large enterprise with complex compliance needs, the billing structure adapts to match your usage. This guide explains how to view your current plan, understand the fee structure, access your invoice history, and — for resellers — how to set pricing for your client organisations.

Viewing Your Current Plan

To see details of your current subscription:

1. Navigate to Settings > Billing (or the billing section of your dashboard).
2. Your current plan is displayed at the top, including:
   • Plan name — the tier of service you are subscribed to.
   • Status — whether your subscription is active, in a trial period, past due, or cancelled.
   • Billing cycle — monthly or annual billing.
   • Next billing date — when your next payment is due.
   • Current period — the start and end dates of your current billing period.

Subscription Statuses

Your subscription can be in one of several states:

• Trial — you are in a free trial period. All features are available during the trial so you can evaluate the platform fully before committing.
• Active — your subscription is current and all features are available.
• Past Due — a payment has failed. The platform will attempt to collect payment again. If the issue persists, your subscription may be suspended.
• Cancelled — your subscription has been cancelled. You retain access until the end of the current billing period.

Understanding Fee Types

GDPR4All's pricing is built around six fee types, providing transparency about exactly what you are paying for. Depending on your plan and how your subscription was set up (directly or through a reseller), you may see some or all of these:

Platform Fee

A fixed monthly or annual fee for access to the GDPR4All platform. This covers the core infrastructure, security, updates, and support. The platform fee is the baseline cost of your subscription and applies regardless of how many users or modules you use.

Per-User Fee

A fee charged for each active user in your organisation. This scales with your team size — as you add team members, the per-user component of your bill increases proportionally. It incentivises keeping your user list tidy by removing accounts that are no longer needed.

Module Fees

Fees for specific compliance modules beyond the core platform. While the standard subscription includes access to all modules, some pricing configurations may charge separately for advanced features or premium modules. Module fees, where applicable, are listed individually on your invoice.

Storage Fees

If your organisation generates a large volume of documents or stores significant amounts of data within the platform, storage fees may apply. Standard plans include a generous storage allowance, and most organisations will not incur additional storage costs.

Support Fees

Premium support tiers — such as priority response times, dedicated account management, or bespoke training — may carry additional fees. Standard support is included in every plan.

Custom Fees

Any bespoke charges agreed between you and your reseller or the GDPR4All platform. These might cover custom integrations, data migration assistance, or tailored consulting services.

Invoice History

GDPR4All maintains a complete history of your invoices, accessible from the billing section:

1. Navigate to Settings > Billing.
2. Scroll to the Invoice History section.
3. Each invoice shows:
   • Invoice number — a unique identifier for the invoice.
   • Date — when the invoice was issued.
   • Amount — the total amount charged.
   • Status — paid, pending, or failed.
   • Breakdown — a line-by-line breakdown of the fees included.

You can view individual invoices for a detailed breakdown of charges and, where available, download them as PDF for your financial records.

Payment Methods

Payments are processed securely through Stripe. You can update your payment method (credit card, debit card) from the billing section. All payment information is handled by Stripe and is never stored on GDPR4All servers.

Reseller Pricing: Setting Client Fees

If you are a Reseller Admin, you have complete freedom to set pricing for your client organisations. This flexibility allows you to create a pricing model that works for your business and your clients' needs.

How Reseller Pricing Works

As a reseller, you purchase access to the GDPR4All platform at a wholesale rate and resell it to your clients at prices you determine. The platform provides six fee types that you can configure independently for each client:

1. Platform Fee — set a fixed monthly or annual charge for platform access. This can be higher than your wholesale cost, generating a margin.
2. Per-User Fee — set the rate charged per active user. You might offer volume discounts for larger clients or charge a premium for smaller accounts that require proportionally more support.
3. Module Fees — charge for individual modules or bundle them into packages. For example, you might offer a "Basic" package with ROPA and Training, and a "Premium" package with all modules.
4. Storage Fees — set storage pricing based on your clients' typical usage patterns.
5. Support Fees — charge for different tiers of support. You might include basic support in the platform fee and charge separately for premium support.
6. Custom Fees — add any bespoke charges for services you provide alongside the platform — consulting, data mapping workshops, annual compliance reviews, or custom training.

Complete Pricing Freedom

GDPR4All imposes no restrictions on how you set your client pricing. You can:

• Charge a flat monthly fee that bundles everything together.
• Use a detailed per-user, per-module pricing structure.
• Offer introductory rates or promotional pricing.
• Set different pricing for different client segments (e.g., by industry, size, or service level).
• Include your own consulting and advisory services as line items.

This flexibility ensures that you can position GDPR4All within your own service offering in whatever way best suits your business model.

Managing Client Subscriptions

From the reseller dashboard, you can:

• View the subscription status of each client organisation.
• Adjust pricing for individual clients.
• Monitor payment status and outstanding invoices.
• Generate billing reports across your entire client portfolio.

Upgrading or Changing Plans

If your needs change, you can upgrade, downgrade, or modify your subscription:

Upgrading

To access additional features or capacity:

1. Navigate to Settings > Billing.
2. Click Change Plan or Upgrade.
3. Review the available plans and select the one that best matches your needs.
4. Confirm the change.

Upgrades take effect immediately. You will be charged a prorated amount for the remainder of your current billing period.

Downgrading

If you need to reduce your plan:

1. Follow the same process as upgrading, but select a lower tier.
2. The downgrade will take effect at the end of your current billing period.
3. Ensure you will not lose access to features or data that your team depends on.

Cancellation

If you wish to cancel your subscription:

1. Navigate to Settings > Billing.
2. Click Cancel Subscription.
3. Your access continues until the end of the current billing period.
4. After cancellation, your data is retained for a period in accordance with the platform's data retention policy, allowing you to reactivate if you change your mind.

Tips for Billing Management

• Review invoices monthly — check each invoice against your expected usage to ensure accuracy. Look for unexpected changes in user counts or module fees.
• Remove unused accounts — if team members leave your organisation, remove their accounts promptly. This reduces your per-user costs and is also a security best practice.
• Consider annual billing — if your budget allows, annual billing typically offers a discount compared to monthly payments.
• For resellers: review pricing quarterly — ensure your client pricing remains competitive and profitable. Adjust fees as needed based on platform costs, market conditions, and the value of services you provide.
• Keep payment methods current — update your payment card before it expires to avoid payment failures and potential service interruption.

GDPR4All's billing is designed to be transparent and predictable. Whether you are a direct client or working through a reseller, you should always have a clear understanding of what you are paying for and why.