Terms of Service

Last updated: 23 October 2026

Who you are contracting with

astraHR is provided by 38SHIFT LTD, registered in England and Wales, company number 17335669, registered office 128 City Road, London, EC1V 2NX, United Kingdom. These terms are the agreement between 38SHIFT LTD and the organisation whose workspace is created.

Your account

The person who creates a workspace is its owner and is responsible for who they invite and what role they grant. Access is by emailed sign-in link; keep access to that mailbox secure, because it is the key to the workspace.

What you may use it for

You may use astraHR to manage your own organisation’s people data. You may not use it to store data you have no lawful basis to hold, resell access, or attempt to reach another organisation’s data.

Billing

  • Core is €5 and Complete is €9 per active employee per month, excluding VAT. Annual plans are ten months for twelve.
  • The Finance add-on is €19 per organisation per month, or €190 per year, excluding VAT, billed with your plan on the same interval. It is available to businesses registered in Kosovo, and its invoicing is for business invoices only. Removing it stops new Finance records immediately, with a prorated credit, and your records stay readable.
  • A minimum of 10 employees is billed on every plan. If you have fewer, you pay for 10.
  • “Active” means employees marked active, on leave or on probation. People who have left, and people invited but not yet started, are not billed.
  • Adding people mid-cycle is charged pro rata. On annual plans it is invoiced at the time.
  • When your count falls, the seat is released at your next renewal and no credit is issued for the current period.
  • Trials run for 14 days and require a card up front. You can cancel before the trial ends and pay nothing.
  • The AI assistant switches on after your first payment, not during the trial. Everything else in your plan is available immediately.
  • The AI assistant is provided under fair use, with daily limits for each person and for each workspace. The workspace limit grows with the number of employees you are billed for. The limits count use over the previous 24 hours.
  • Prices may change. We will give you at least 30 days’ notice before a change affects you, and it takes effect at your next renewal.

Retention and erasure do not cost you money

A record for someone who has left is not billed. Keeping it to satisfy a commercial or tax retention obligation therefore costs nothing, and neither does pseudonymising it in response to an erasure request. We say this explicitly because the alternative assumption, that deleting records is the way to reduce an invoice, would put you in conflict with your own retention obligations.

If you stop paying

Your data does not disappear. You keep read and export access to everything you have already entered, in any billing state, including after cancellation. What stops is the ability to create and change records, and the AI assistant.

This is deliberate. You may need your own records to answer a data subject request or a tax enquiry, and a billing dispute is not a reason for us to stand between you and them.

Cancelling

Cancel at any time from the billing portal in your workspace settings. Your subscription runs to the end of the period you have paid for.

Deleting your workspace

The workspace owner can delete the workspace from Settings, once any subscription has been cancelled. It becomes read-only straight away and is erased 30 days later, with every member's account, its documents and its invoices. Until then the owner can export the data, download every invoice, or cancel the deletion.

Keeping the records you are required to retain is your responsibility. Invoices you must keep for tax purposes are erased with the workspace, so download them before the erase date. We cannot recover them afterwards.

Availability and liability

We work to keep astraHR available but do not offer a contractual uptime guarantee. Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

Data protection

For the employee data in your workspace you are the controller and we are the processor. Our Privacy Policy sets out the sub-processors we use and where data is processed.

AI apps

AI apps are off until a workspace owner turns them on. Turning them on is the workspace’s decision to let its members send the data described in our Privacy Policy to the AI app each member chooses.

Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.