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Terms of Service

Last updated: March 30, 2026

1. Agreement to Terms

By accessing or using vlastERP ("the Service"), operated by vlastERP UG (haftungsbeschränkt) ("we", "us", "the Company"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree, do not use the Service.

These Terms apply to all users, including account owners, team members, and anyone granted access to a vlastERP workspace.

2. Description of Service

vlastERP is a cloud-based Software-as-a-Service (SaaS) platform providing time tracking, invoicing, project management, expense tracking, and business reporting tools for IT freelancers and consultancies. The Service is hosted and managed by us on European infrastructure.

3. Account Registration

To use the Service, you must create an account with accurate and complete information. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account. You must notify us immediately of any unauthorized use.

Each account creates an isolated workspace ("Tenant") with its own database schema. You are the data controller for all data entered into your workspace.

4. Free Trial

All paid plans include a 2-month free trial. During the trial period:

  • A valid payment method (credit or debit card) is required at sign-up.
  • We perform a €0.00 authorization hold to verify your payment method. This is not a charge and will be released by your bank within 3-5 business days.
  • You will not be charged during the 2-month trial period.
  • You may cancel your subscription at any time during the trial, provided you do so at least 24 hours before the trial period ends.
  • If you do not cancel at least 24 hours before the trial ends, your subscription will automatically convert to a paid subscription, and your payment method will be charged for the first billing period (monthly or annual, depending on the plan you selected).
  • The 24-hour cancellation window exists to allow us time to process the cancellation before the billing system triggers the charge. Cancellations received within 24 hours of trial expiration may not be processed in time.

5. Billing and Payment

5.1 Subscription Plans

The Service is offered under several subscription tiers (Free, Solo, Team, Business, Enterprise) with different feature sets, user limits, and pricing. Current pricing is displayed on our website and may be updated from time to time.

5.2 Billing Cycle

Subscriptions are billed either monthly or annually, as selected at checkout. Annual plans are billed in full at the beginning of each annual period. All prices are in Euros (€) and exclude applicable taxes unless stated otherwise.

5.3 Payment Processing

Payments are processed securely by Stripe, Inc., a PCI DSS Level 1 certified payment processor. We do not store your full credit card number on our servers. See Stripe's Privacy Policy for details on how they handle your payment data.

5.4 Failed Payments

If a payment fails, we will attempt to charge your payment method up to 3 times over 7 days. If all attempts fail, your account will be placed in a "past due" state. After 14 days in past due status, access to paid features will be restricted until payment is resolved.

5.5 Refunds

If you cancel during the free trial period (at least 24 hours before trial expiration), no charge is made and no refund is necessary. After the trial converts to a paid subscription:

  • Monthly plans: No refunds for the current billing period. Your access continues until the end of the period.
  • Annual plans: You may request a pro-rata refund within 14 days of being charged. After 14 days, no refund is available. Your access continues until the end of the annual period.

6. Cancellation

You may cancel your subscription at any time from your account settings or by contacting support. Upon cancellation:

  • Your access continues until the end of the current billing period.
  • No further charges will be made.
  • Your data will be retained for 30 days after the subscription ends, during which time you may export your data. After 30 days, data may be permanently deleted.
  • You may reactivate your account within the 30-day retention period without data loss.

7. Data Ownership and Privacy

You retain full ownership of all data you enter into the Service. We do not claim any intellectual property rights over your content. We act as a data processor under GDPR. See our Privacy Policy for details on how we handle personal data.

8. Data Security

The Service implements the following security measures:

  • Tenant isolation: Each account has its own PostgreSQL database schema, providing complete data isolation.
  • Encryption in transit: All connections are protected with TLS 1.3.
  • Password security: User passwords are hashed using bcrypt with a cost factor of 12.
  • Authentication: JWT tokens with RS256 signing, 15-minute access token lifetime.
  • Two-Factor Authentication: Optional TOTP-based 2FA for all users.
  • Audit trail: Complete logging of all data changes with user attribution.
  • Security headers: CSP, HSTS, X-Frame-Options, and other protective headers on all responses.
  • Rate limiting: Brute-force protection on authentication endpoints.

9. Acceptable Use

You agree not to:

  • Use the Service for any unlawful purpose.
  • Attempt to gain unauthorized access to any part of the Service.
  • Interfere with or disrupt the Service or its infrastructure.
  • Reverse engineer, decompile, or disassemble the Service.
  • Use the Service to store or transmit malicious code.
  • Resell, sublicense, or redistribute access to the Service without our written consent.

10. Service Availability

We strive to maintain 99.9% uptime but do not guarantee uninterrupted access. Scheduled maintenance will be communicated in advance. We are not liable for downtime caused by factors beyond our control, including but not limited to network failures, DDoS attacks, or force majeure events.

11. Limitation of Liability

To the maximum extent permitted by applicable law, the Company shall not be liable for any indirect, incidental, special, consequential, or punitive damages, or any loss of profits or revenues, whether incurred directly or indirectly, or any loss of data, use, goodwill, or other intangible losses resulting from your use of the Service.

Our total aggregate liability for any claims arising from or related to the Service shall not exceed the amounts you paid to us in the 12 months preceding the claim.

12. Changes to Terms

We may update these Terms from time to time. Material changes will be communicated via email to the address on your account at least 30 days before they take effect. Continued use of the Service after changes become effective constitutes acceptance of the updated Terms.

13. Governing Law

These Terms are governed by the laws of the Federal Republic of Germany. Any disputes shall be subject to the exclusive jurisdiction of the courts in Berlin, Germany. If you are a consumer within the EU, you retain the right to bring proceedings in your country of residence.

14. Contact

For questions about these Terms, contact us at:
Email: [email protected]
Address:vlastERP UG (haftungsbeschränkt), Berlin, Germany