Terms of Service

1. Background and parties

These Terms of Service ("Terms") govern the use of the PersoHR HR-management service (the "Service") provided by Labb Holding Ltd, a Cyprus private company limited by shares with its registered office at Anthipolochagou Georgiou M.Savva 26, Shop 1-2, 8201 Paphos, Cyprus, registered under HE 424230 ("PersoHR", "we", "us"). The Service is offered to business and professional customers only. By registering a company workspace or otherwise expressly accepting these Terms on the Customer's behalf, the customer ("you", "Customer") confirms that it is acting in the course of its trade, business, craft or profession and not as a consumer, that the person accepting these Terms is authorised to bind the Customer, and that the Customer enters into a binding agreement with PersoHR comprising these Terms, the Data Processing Agreement at /legal/dpa, and any order form or quote that references these Terms. If a quote or order form conflicts with these Terms, that quote or order form prevails for the items it expressly addresses. The Privacy Policy at /legal/privacy explains personal-data processing; acknowledging it is not consent to every processing activity. Any deviating terms of the Customer do not apply unless we agree to them in writing.

2. Account, trial and conclusion of contract

The Customer accesses the Service through a company workspace and authorised users' personal accounts. By registering a company workspace, the Customer submits a binding offer to enter into an agreement; we accept that offer by activating the workspace. New customers receive a free 30-day trial during which the Service is made available without charge for evaluation. Each customer is entitled to one trial. If the trial expires without a paid subscription, the workspace continues on the Free plan if its active employee count is within that plan's limit. Otherwise, ordinary workspace access becomes read-only. Trial features depend on the trial plan made available to the Customer. A paid agreement is concluded either by selecting a plan and entering payment details in the account, or by accepting a quote we send by email. The Customer is responsible for the accuracy of the information provided at sign-up.

3. Scope of the Service

The functionalities of the Service depend on the plan selected and on any add-on modules enabled by the Customer. A current functional description is available on persohr.eu and within the application. We may offer integrations with third-party systems via APIs (the "Integrations"); integrations marked as third-party are provided by and under the sole responsibility of the third-party operator. We may modify, add or remove features, particularly where required by law, by a third-party dependency, or to address security vulnerabilities, provided that any such change does not materially diminish the agreed functionality. The Customer may upgrade or change plans at any time; downgrades take effect at the next renewal date.

4. Availability

We provide the Service with a target monthly availability of 99.5%, measured at the Service's external entry point and excluding (a) planned maintenance windows, (b) circumstances beyond our reasonable control (force majeure, third-party network outages, denial-of-service attacks, etc.), (c) Customer-caused issues, and (d) issues arising from third-party Integrations operated by other providers. Planned maintenance is scheduled outside 09:00–18:00 CET on Mondays to Fridays. We will give reasonable advance notice of significant maintenance via in-app or email notification.

5. Customer responsibilities

The Customer is responsible for: (a) the accuracy and lawfulness of the data uploaded to or generated within the Service; (b) ensuring an appropriate legal basis under the GDPR for processing the personal data of its employees and other data subjects through the Service; (c) the secure management of user accounts and credentials issued to its personnel, including not sharing accounts and using strong authentication; (d) maintaining a working internet connection and supported, up-to-date browser; (e) configuring its account, including roles and permissions, in line with its internal security policy; (f) notifying us without undue delay of any actual or suspected misuse, security incident or data-protection issue affecting its account. The Customer is responsible for the content it supplies and its duties as controller, including employee notices, lawful retention instructions and any required employee-representative consultation. This does not remove PersoHR's own contractual or statutory duties. The Service and its templates assist HR administration; they do not replace advice on the Customer's employment, payroll, tax or other legal obligations in each applicable jurisdiction.

6. Grant of rights

Subject to payment of the applicable fees and compliance with these Terms, we grant the Customer a non-exclusive, non-transferable, non-sublicensable right to use the Service for its internal HR operations during the term of the agreement. The Customer may grant access to its employees, contractors and authorised consultants (provided they are bound by equivalent confidentiality obligations) but may not resell, sublicense, time-share or commercially exploit the Service. We retain all intellectual-property rights in the Service. We may use anonymised and aggregated usage data, that does not identify the Customer or any individual, to monitor, secure and improve the Service.

7. Term and termination

Subscriptions run for the term selected at checkout, monthly or annually. Monthly subscriptions renew automatically at the end of each billing month and may be cancelled at any time, with cancellation taking effect at the end of the current billing period. Annual subscriptions renew automatically for further annual terms unless renewal is cancelled before the renewal date. Cancellation takes effect at the end of the current paid billing period. Cancellation is performed in-app via Settings → Billing or by emailing support@persohr.eu. Either party may terminate the agreement for cause with immediate effect on written notice if the other party commits a material breach that is not remedied within 30 days of written notice, or in the event of insolvency proceedings against the other party. When a paid subscription ends, the workspace continues on the Free plan if its active employee count is within that plan's limit; otherwise, ordinary workspace access is blocked (see section 8). The Customer should export needed records before that date and contact support for any further data-return or deletion arrangement under section 13 of the DPA. Stopping renewal does not itself request account deletion. Fees already paid are not refunded merely because the Customer stops using the Service before the paid period ends, without prejudice to mandatory rights or an express refund entitlement in the agreement.

8. Payment terms

Fees are stated on the pricing page or in the applicable order form, in EUR, and are exclusive of VAT and any other applicable taxes, which are added at the rate in force. The Customer is responsible for providing accurate billing data, including its legal name, registered address and, where applicable, a valid EU VAT identification number. VAT treatment depends on the customer status, place of supply and applicable tax rules. Reverse charge applies where its legal conditions are met. Checkout uses the billing and tax information provided to calculate the applicable treatment; the Customer should contact us about an incorrect invoice. Monthly subscriptions are billed in advance at the start of each billing month; annual subscriptions are billed in advance for the full annual term. Payment is processed by Stripe; by entering payment details the Customer authorises us to charge the chosen payment method on each renewal. Plans have employee limits. An upgrade may take effect immediately and require an additional payment; downgrades are scheduled for renewal. The Customer must review the amount and timing shown before confirming a plan change. We may revise list prices once per calendar year with at least four weeks' written notice; if the price increase exceeds 5% of the previous price, the Customer may object within four weeks of notice, in which case the agreement continues at the previous price until the next renewal, when the parties may either agree the new price or terminate. Ordinary workspace access is read-only while a subscription is past due and blocked while it is unpaid. When a paid subscription ends through cancellation or continued non-payment, the workspace continues on the Free plan if its active employee count is within that plan's limit. Otherwise, ordinary access is blocked. Billing and the options to restore access and retrieve data remain subject to their separate permissions. Contact support if you need help resolving a payment or retrieving data.

9. Warranty and defects

We warrant that the Service substantially conforms to the published functional description during the subscription term and is free of material defects that prevent its use for its intended purpose. The Customer must report defects without undue delay and provide reasonable detail to enable diagnosis. We will use reasonable efforts to remedy reported defects within a reasonable period of time, with reaction targets of four hours for total outages reported within support hours and one business day for other defects. Temporary workarounds may be used while a permanent fix is being developed. Where the Service is provided free of charge (for example during the trial or on the Free plan), our liability for defects is limited to fraudulent intent; the cases of unlimited liability in section 10 remain unaffected.

10. Limitation of liability

We are liable without limitation for damage caused by intent or gross negligence, for damage to life, body or health, for breaches of express written guarantees, for product-liability claims under applicable law, and for any liability that cannot be excluded or limited by mandatory law. For damage caused by ordinary negligence, our liability is limited to the breach of essential contractual obligations (i.e. obligations whose fulfilment makes the proper performance of the agreement possible in the first place and on whose fulfilment the Customer regularly relies); in those cases, our liability is further capped at the foreseeable damage typical for this type of contract, which the parties agree is in any event limited to the total fees paid by the Customer in the twelve months preceding the event giving rise to the claim. Liability for ordinary negligence in respect of non-essential obligations is excluded. The same limitations apply to claims against our employees, agents and subcontractors.

11. Data protection and confidentiality

We act as a processor for personal data uploaded to the Service by the Customer. The Data Processing Agreement at /legal/dpa is incorporated into these Terms by reference and forms an integral part of the agreement. Each party will keep the other party's confidential information confidential, use it only for the purposes of the agreement, and protect it with at least the same care it uses for its own confidential information of similar sensitivity. The confidentiality obligation survives termination of the agreement for a period of five years. Obligations protecting retained personal data continue for as long as that data is held, including where a longer statutory duty applies.

12. AI features and acceptable use

Parts of the Service use generative AI to assist HR workflows (for example setup-wizard content generation, onboarding plan generation, document analysis, performance-review drafting, employment-reference drafting, requested text translations and the in-product chat assistant). Outputs are produced by a language model and are assistive only. The Customer must review, accept, edit or reject each output before relying on it. The Customer must not use any AI-assisted output as the sole or decisive basis for hiring, firing, promotion, compensation, disciplinary or similarly significant employment decisions, or for any decision producing legal or similarly significant effects on an employee within the meaning of Article 22 GDPR. The Customer remains the controller for the personal data it submits to AI features and is responsible for the lawfulness of its prompts and inputs. Special-category data within the meaning of Article 9 GDPR (including health, religion, ethnicity, trade-union membership, sex life or sexual orientation) and criminal-conviction data within the meaning of Article 10 GDPR must not be entered into AI features unless the Customer has an explicit legal basis and the relevant module is documented as supporting that category. Runtime AI features use Mistral AI. The sub-processor list describes the provider and relevant data categories, including context assembled by the feature and submitted document content. Processing locations, onward providers and retention depend on the applicable service arrangement; the Customer may request the relevant information before enabling AI for personal data. AI outputs may be inaccurate, incomplete or biased, including invented assessments in a draft employment reference. The Customer is responsible for reviewing the factual basis and lawfulness of its decisions. PersoHR remains responsible for its own applicable contractual and statutory obligations. Human review does not by itself determine whether a feature falls within the high-risk provisions of applicable AI legislation.

The Customer must not use the Service to store or share content that is unlawful or that infringes the rights of others. We do not monitor the content Customers store and use no automated tools to moderate it. Anyone may tell us about content in the Service that they consider unlawful by writing to support@persohr.eu with the exact location of the content, the reasons and a statement that the notice is accurate and complete to the best of their knowledge, together with their name and email address unless the notice concerns the sexual abuse or exploitation of children, such as abuse material or the solicitation of a child (the offences in Articles 3 to 7 of Directive 2011/93/EU). We need an email address to confirm receipt and tell the person our decision. We confirm receipt, review each notice individually and tell the person who notified us what we decided, including when we take no action, and how the decision can be challenged. Where we restrict access to content because it is unlawful or breaches these Terms, we tell those affected what we decided, why, and how to contest it, unless the law prevents it. A decision can be contested by replying to it. support@persohr.eu is also our point of contact for authorities and users under the Digital Services Act. Authorities may write to us in Greek, English or German.

13. Templates

The Service may provide document templates, such as workplace policy templates written for a particular country, and other pre-written content (together "Templates"). Templates are general starting points written for common circumstances. They are not legal advice and do not take the Customer's particular situation into account.

Where we state that a law firm or other adviser has reviewed a Template, that statement describes the review that took place. It covers only the version and date stated, under the law in force on that date, and is not a guarantee that the Template, or a document based on it, is suitable for the Customer. The review was provided to us. It does not extend to any version the Customer completes or changes, and it does not make that adviser the Customer's adviser.

When the Customer completes, adapts or adopts a Template, the resulting document is the Customer's own document, and the Customer is responsible for its content and for how it is used. The Customer decides whether a Template needs adapting before adoption, in particular where an applicable collective agreement has specific provisions on the subject the Template covers, where the Customer uses working-time arrangements such as shift work, irregular schedules or on-call duties, or where its internal procedures, tools or communication practices differ from those the Template describes. The Customer is also responsible for any consultation with, or participation of, workers' representatives that applies before adoption.

Subject to our obligations under sections 3 and 9, we may update, replace or withdraw a Template, for example after a change in the law or in official guidance. A document the Customer has already adopted is not changed by this. We retain all rights in the Templates. During the term of the agreement the Customer may use, copy and adapt Templates for its own internal purposes. A document the Customer has adopted is its own document, and the Customer may keep, use and share it as it would any document of its own, including after the agreement ends.

Exports the Service produces for a third party, such as a payroll provider or a public authority, reflect the data recorded in the Service. The Customer checks that an export meets the recipient's requirements and any legal requirements that apply to it before relying on it.

Any programme through which customers make their own content available to other customers, or use content made available by other customers, will be governed by separate terms that apply when the Customer takes part in it.

Section 10 applies to Templates and to their use. Neither a Template nor a statement that an adviser has reviewed it is an express written guarantee within the meaning of section 10.

14. Amendments

We may amend these Terms with at least four weeks' written notice (in-app or by email) before the change takes effect. The notice will identify the change, the deadline for objection, and the consequences of objection. If the Customer does not object in writing within two weeks of the notice, the change is deemed accepted. If the Customer objects, the agreement continues under the previous Terms; we may then terminate the agreement on one month's written notice. We may also modify the Service to comply with law, address security issues, reflect changes in third-party dependencies, or where the change is materially beneficial to the Customer. Price changes are governed exclusively by section 8.

15. Final provisions

These Terms are governed by the laws of the Republic of Cyprus, excluding its conflict-of-laws rules and the United Nations Convention on Contracts for the International Sale of Goods. The courts of Paphos, Cyprus have exclusive jurisdiction over any dispute arising out of or in connection with these Terms, without prejudice to any mandatory consumer-protection venue under EU law. Notices under these Terms are made in writing or by email. If any provision of these Terms is or becomes invalid, illegal or unenforceable, the remaining provisions are unaffected and the parties will replace the invalid provision with a valid provision whose economic effect comes as close as possible to the original. The English version of these Terms prevails over any translation in case of discrepancy.