PRISM Core HR — Product Terms

These Product Terms form part of the PRISM Core HR Subscription Agreement. If they conflict, the Agreement prevails. MERAKI HR SRL may change them under clause 2.4 of the Agreement. Amounts are shown on the pricing page at prismclearpay.eu/pricing; the version shown at the time of purchase applies until renewal.

1. Plans

1.1 PRISM Core HR is offered in five plans: Micro, Start, Grow, Scale and Pro. Each plan has a maximum number of active employees and a set of features, shown on the pricing page.

1.2 Active employees are counted at the start of each billing period. Archived records do not count.

1.3 One Subscription covers one legal entity (one CUI/VAT ID).

2. Billing

2.1 Core HR is billed monthly or annually, in advance, through Stripe.

2.2 Fees are in EUR, exclusive of VAT. Reverse charge applies to EU customers with a valid VIES-registered VAT number. Romanian customers are invoiced and charged in RON, converted at the BNR exchange rate on the invoice date, through e-Factura.

2.3 Price changes apply only from the next renewal. Notice: 30 days for monthly and annual plans; 30 days for ClearPay commitments.

3. Free trial

3.1 Each legal entity may use one 14-day free trial. No payment details are required.

3.2 Trial data is deleted 30 days after the trial ends unless the Subscriber subscribes. Two reminders are sent before deletion. The Subscriber may delete its trial data itself at any time.

3.3 ClearPay is not included in the free trial.

4. Plan limits and upgrades

4.1 If the active employee count exceeds the plan limit, the Subscriber is notified in the Platform and by email.

4.2 The next applicable plan is charged from the first billing period that starts at least 14 days after the notice, unless the employee count is back within the limit by then.

5. ClearPay add-on

5.1 Available on Scale and Pro plans only. Activated through a signed order form.

5.2 Commitment periods: 3, 6 or 12 months. Discounts for longer commitments are shown on the pricing page.

5.3 Billed in instalments, each covering 3 months and due at the start of that period.

5.4 Early exit: the Subscriber may end a commitment on up to two months' written notice. The instalments remaining for the committed term then become due as an early-termination fee.

5.5 Failed instalment: generation of new analyses and reports is suspended immediately until payment. Reports already generated and all data export remain available.

6. Non-payment of Core HR fees

6.1 7 days after a failed payment notice: read-only access.

6.2 A further 14 days: workspace suspended.

6.3 Data export is never blocked for unpaid fees. Outstanding amounts are recovered through legal channels.

7. Service credits

As set out in Schedule 1: up to 15% of the monthly fee, as credit only, claimed within 30 days.

8. After cancellation

8.1 Days 0–30: full self-service export, free.

8.2 Days 31–180: data held in encrypted Cold Vault. A data extract is free. Reactivating a live workspace costs the Data Restoration Fee in clause 4.12 of the Agreement.

8.3 Day 181: permanent deletion. A Data Destruction Certificate is sent automatically.

9. Default retention periods

Record type	Default period	From
Leavers, closed contracts, decisions	5 years	Archival
Change history (audit log)	5 years	Logged event
Leave records, timesheets	3 years	Archival
Performance reviews, goals	3 years	Archival
Security and login logs	12 months	Logged event
Diagnostic Questionnaire	12 months	Submission

As data controller, the Subscriber may request deletion earlier, including to fulfil an erasure request.

10. Change log

Version	Date	Change
1.0	14.10.2026	First version