Direct Debit & Automatic Payment Policy

Effective Date: 01/02/2026

This Direct Debit & Automatic Payment Policy (“Policy”) applies to all customers purchasing or using recurring services provided by Melbourne West IT Solutions (“MWITS”, “we”, “our”, “us”).

This Policy forms part of our Terms of Service and applies in addition to any service-specific agreement.

1. Scope

This Policy applies to recurring and subscription-based services including but not limited to:

Internet Services
Mobile Services
Web Hosting Services
Managed Services subscriptions
Cloud subscriptions
Software subscriptions
Any recurring monthly service supplied by MWITS

2. Agreement to Direct Debit & Automatic Payments

By:

ordering, activating, renewing, or continuing to use any recurring MWITS service;
entering payment information into our website, customer portal, billing platform, payment gateway, or any authorised MWITS payment system;
selecting, enabling, agreeing to, or leaving enabled any automatic payment or direct debit option; and/or
continuing to use services after being notified that automatic billing applies,

you:

authorise MWITS and its authorised payment providers to automatically charge or direct debit your nominated payment method;
consent to recurring payments for applicable service charges;
confirm you are authorised to use the nominated payment method; and
acknowledge that payment processing may occur before the invoice due date in accordance with this Policy.

This authorisation remains active until cancelled in accordance with this Policy and applicable service terms.

3. Invoice Issue Dates & Payment Processing

Unless otherwise agreed in writing:

Recurring invoices are issued monthly.
All recurring invoices are due on the 15th day of each month.
You authorise MWITS to process automatic payments and direct debits up to ten (10) calendar days before the invoice due date.
Payment processing may therefore occur from the 5th day of each month onwards.
Charges processed will reflect the applicable invoice amount, recurring subscription amount, usage charges, adjustments, taxes, fees, credits, or any applicable service charges.

Where invoice amounts vary between billing periods, you authorise MWITS to debit the invoiced amount applicable to that billing cycle.

If the scheduled processing date falls on a non-business day, processing may occur on the previous or next business day.

4. Customer Responsibilities

Customers agree to:

maintain valid and current payment details;
ensure sufficient funds are available;
promptly update expired cards or changed bank details;
monitor invoices and billing notifications; and
notify MWITS promptly of any billing concerns.

Customers remain responsible for payment regardless of whether reminders, invoices, or notifications are received.

5. Failed Payments, Dishonours & Recovery Costs

Customers must ensure funds and valid payment details are available at the time payment is processed.

If a direct debit or automatic payment is:

declined;
dishonoured;
rejected;
reversed;
charged back;
cancelled by the financial institution; or
otherwise unsuccessful,

MWITS may:

retry the payment using the authorised payment method;
process additional attempts within ten (10) business days of the original attempt;
charge a reasonable dishonour fee, administration fee, and/or recover third-party processing costs actually incurred by MWITS;
suspend, restrict, or terminate services in accordance with our Terms of Service;
require an alternative payment method before continuing services; and/or
recover outstanding balances through lawful collection processes.

Dishonour fees are intended to recover administrative and processing costs and are not penalties.

Customers may also incur fees imposed by their own financial institution.

6. Billing Changes

MWITS may update recurring charges, invoice amounts, billing dates, pricing, service inclusions, or this Policy from time to time.

Where required by law or where changes materially impact recurring billing arrangements, reasonable notice will be provided before changes take effect.

Continued use of services after notice constitutes acceptance of updated billing arrangements.

7. Billing Disputes

If you believe a payment has been processed incorrectly:

contact MWITS as soon as reasonably practicable;
provide supporting information where requested; and
allow reasonable time for investigation.

MWITS will investigate billing disputes and where appropriate may issue corrections, credits, or refunds.

A billing dispute does not automatically suspend payment obligations for undisputed amounts.

8. Service Cancellation & Direct Debit Authority

Cancelling your direct debit arrangement or removing payment details:

does not cancel active services;
does not terminate agreements;
does not remove payment obligations; and
does not replace any notice requirements under our Terms of Service.

Customers must separately request cancellation of services in accordance with applicable service terms.

9. Privacy & Payment Processing

Payment information may be collected, stored, and processed by MWITS and authorised third-party billing providers for the purpose of administering services and processing payments.

By providing payment information, customers consent to such processing in accordance with our Privacy Policy and applicable Australian privacy requirements.

10. Limitation of Liability

To the maximum extent permitted by law, MWITS is not liable for:

bank charges;
overdraft fees;
dishonour fees imposed by third parties;
service interruption caused by failed payments; or
delays resulting from banking or payment processing systems.

Nothing in this Policy limits rights that cannot be excluded under Australian Consumer Law.

11. Acceptance

By using MWITS services and entering payment information into our systems, you acknowledge that:

you have read this Policy;
you authorise recurring billing and direct debit processing;
you understand invoices are due on the 15th of each month; and
you authorise MWITS to process payments up to ten (10) calendar days before the due date.