This Collections Policy describes how Westlinks Online, LLC handles unpaid balances and debt collection activities.
Overview
Westlinks Online provides services with the expectation of timely payment according to our Payment Policy.
When accounts become delinquent despite our standard collection efforts, we may pursue additional measures to recover amounts owed.
Service Deletion and Payment Obligations
As outlined in our Payment Policy, services may be permanently deleted after 14 days of non-payment. However, service deletion
does not eliminate your legal obligation to pay for services already rendered.
You remain responsible for:
- All charges incurred while services were active
- Any outstanding invoice balances
- Potential collection costs and legal fees if the account proceeds to external collection
Retainer Balance Application
If your account has a positive retainer balance (prepaid service credits) at the time of collections activity:
- Your retainer balance will be automatically applied to reduce your outstanding balance
- Settlement offers will be calculated on the net amount due after applying your retainer credit
- Any settlement payment required will be reduced by the amount of your available retainer balance
Example: If you owe $500 and have a $150 retainer balance, your net amount due is $350. A 50% settlement offer
would require payment of $175, and you would save a total of $325 ($150 retainer + $175 discount).
Service Reinstatement Fees
If your services have been deleted and you wish to resume service with Westlinks Online, reinstatement fees will apply.
When services are permanently deleted due to non-payment:
- All data, configurations, and server environments are destroyed
- Even if we have backups, restoration requires significant technical labor
- Rebuilding your environment is equivalent to setting up a new customer account
Reinstatement fees include:
- Server provisioning and configuration
- Application setup and deployment
- Data restoration from backup (if available)
- Security hardening and testing
- Quality assurance and validation
Reinstatement fees are charged at our standard setup rates (typically equivalent to initial setup fees for the same services)
or calculated based on actual labor hours required. These fees are in addition to:
- Payment of all outstanding balances (or accepted settlement amount)
- Any collection costs or legal fees already incurred
- Advance payment for the first month of resumed service
Important: Service reinstatement is not guaranteed. Westlinks Online reserves the right to decline reinstatement
requests at our sole discretion, particularly for accounts with repeated payment issues or violations of our Acceptable Use Policy.
Collections Timeline
Our collections process follows this general timeline:
Days 1-6: Initial Past Due Period
- Email notifications sent to account owner
- Account placed on hold (no new services can be created)
- Existing services continue to operate
- Technical support remains available
Days 7-13: Account Suspension
- All servers powered down
- Logins redirect to payment page
- Daily email notifications sent
- Technical support suspended
Days 14-29: Service Deletion Period
- All services permanently deleted and cannot be recovered
- Settlement offers may be extended
- Payment obligation remains in full force
- Payment plans may be available upon request
Day 30+: Pre-Collections / Legal Action
- Final demand for payment issued
- Account may be referred to a collections agency
- Negative information may be reported to credit bureaus
- Legal proceedings may be initiated
- Additional collection costs and interest may be added to the balance
Settlement Offers
In certain circumstances, Westlinks Online may offer to settle accounts for a reduced amount. Settlement offers are made at our
sole discretion and typically:
- Are time-limited and must be accepted by a specified expiration date
- Require payment in full of the settlement amount to be valid
- Are offered in exchange for full release of the debt upon payment
- Are void if not paid by the expiration date, after which the full balance becomes due
Settlement offers do not constitute an admission that the original charges were incorrect, nor do they establish a precedent
for future disputes.
Payment Plans
Customers experiencing financial hardship may request a payment plan. Payment plans:
- Must be requested before the account is referred to collections
- Require a written agreement signed by both parties
- Must include regular monthly payments of an agreed amount
- May require a good-faith down payment
- Will be voided if payments are missed, and the full balance will become immediately due
To request a payment plan, contact billing@westlinks.com or call +1 (929) 325-1800.
Collections Agency Referral
If an account remains unpaid for 30 days or more after service deletion (typically 44+ days past the original invoice date),
we may refer the account to a third-party collections agency. When an account is referred:
- You will receive written notice of the referral
- The collections agency will contact you directly regarding payment
- Additional fees may be added to your balance to cover collection costs
- Your debt may be reported to credit bureaus, which can negatively impact your credit score
- You have the right to dispute the debt under the Fair Debt Collection Practices Act (FDCPA)
Legal Action
For accounts with balances exceeding reasonable thresholds, Westlinks Online reserves the right to pursue legal remedies, including:
- Filing a claim in small claims court
- Initiating a civil lawsuit for debt recovery
- Obtaining a judgment against you
- Enforcing judgments through wage garnishment, bank levies, or liens against property (where permitted by law)
If legal action becomes necessary, you may be held responsible for:
- The full outstanding balance
- Court costs and filing fees
- Reasonable attorney fees
- Interest as allowed by law
Dispute Resolution
If you believe an invoice or charge is incorrect, you must notify us in writing within 30 days of receiving the invoice.
Disputes should be sent to:
Email: billing@westlinks.com
Subject: Invoice Dispute - [Company Name] - Invoice #[Invoice Number]
Your dispute notice should include:
- Your company name and account information
- The specific invoice(s) being disputed
- A detailed explanation of why you believe the charge is incorrect
- Any supporting documentation (contracts, emails, screenshots, etc.)
We will investigate all good-faith disputes and suspend collection activities on the disputed amount during the investigation.
However, undisputed portions of your balance remain due and payable.
Your Rights Under Federal Law
The Fair Debt Collection Practices Act (FDCPA) provides certain protections to consumers. You have the right to:
- Request validation of the debt in writing
- Dispute the debt within 30 days of first contact
- Request that a collections agency cease contact with you
- Be free from harassment, threats, or abusive language
- Sue a debt collector who violates the FDCPA
For more information about your rights, visit the Federal Trade Commission's website at
www.ftc.gov/debt-collection.
Hardship Assistance
We understand that unexpected financial difficulties can arise. If you are experiencing hardship and cannot pay your balance:
- Contact us immediately - The sooner you reach out, the more options we may have available
- Be honest about your situation - We can only help if we understand your circumstances
- Propose a realistic payment plan - Tell us what you can afford to pay and when
- Follow through on agreements - If we agree to a payment plan, it's critical that you make the scheduled payments
Contact our billing department:
Email: billing@westlinks.com
Phone: +1 (929) 325-1800 (Monday-Friday, 9am-5pm Eastern Time)
Written Off Accounts
In limited circumstances, Westlinks Online may elect to write off an unpaid debt as uncollectible. This decision is made at our
sole discretion and does not constitute forgiveness of the debt. Written-off accounts:
- May still be reported to credit bureaus
- May be sold to a third-party debt buyer
- Do not eliminate your legal obligation to pay
- May still result in legal action at a later date
Changes to This Policy
Westlinks Online reserves the right to modify this Collections Policy at any time. Changes will be posted to this page with an
updated "Last Updated" date. Your continued use of our services after policy changes constitutes acceptance of the modified policy.
Contact Information
For questions about this Collections Policy or to discuss your account:
Westlinks Online, LLC
Billing Department
Email: billing@westlinks.com
Phone: +1 (929) 325-1800
Hours: Monday-Friday, 9am-5pm Eastern Time
Related Policies