Terms and Conditions

1. Who runs Astrocounts

Astrocounts is provided by Holger Bartel, operating as a sole proprietor (“we”, “us”, “the provider”). For all questions about these terms, your data, or the service, contact support@astrocounts.com.

2. Acceptance of these terms

By creating an account or otherwise using Astrocounts, you agree to these terms and to our disclaimer, which forms part of this agreement. If you are using Astrocounts on behalf of a company, you confirm you are authorised to accept these terms for that company.

3. What Astrocounts is

Astrocounts is a hosted accounting application for small businesses: quotations, invoices, expenses, receipt capture, double-entry books, VAT reporting and DATEV export. It is a tool that helps you keep organised, traceable records. It is not an accounting firm, a tax adviser, or a substitute for one — see our disclaimer for the details of that limit.

4. Free access today, paid plans later

Astrocounts is currently provided free of charge while it is new. We intend to introduce paid plans in the future. If we do, we will tell existing account holders in advance and give reasonable notice before any charge applies to an existing account, so nothing is billed to you by surprise.

5. Your account and your responsibilities

• You are responsible for the accuracy, legality and completeness of the data, documents and figures you enter or upload — invoices, receipts, contacts, tax settings and everything derived from them.
• You are responsible for keeping your login credentials confidential and for all activity under your account.
• You must provide accurate registration details and keep them up to date.
• You remain responsible for your own statutory bookkeeping, filing and tax obligations. Astrocounts supports that work; it does not carry it out on your behalf.

6. Your data

You own the business data you put into Astrocounts. We process it only to provide the service to you and do not sell it. If Astrocounts is used by more than one company, each company’s data is kept isolated from every other company’s data.

Some features — such as automated reading of a scanned receipt or invoice — use a third-party AI service (currently OpenAI) to extract text. Documents sent to it are used only to return the extracted fields to you. See our disclaimer for the accuracy limits of that extraction, which you should always review before filing.

We take reasonable technical and organisational measures to keep your data secure, including encrypted transport, access controls, and regular backups. No online service can be guaranteed perfectly secure or error-free, and we make no warranty beyond using reasonable, industry-standard care.

7. Acceptable use

• Do not use Astrocounts for unlawful purposes, including tax evasion or the creation of fraudulent documents.
• Do not attempt to access another company’s data, circumvent access controls, or probe, scan or test the security of the service without prior written permission.
• Do not upload malicious code or use the service in a way that disrupts it for other users.

We may suspend or terminate access for a clear violation of this section.

8. Availability

We aim to keep Astrocounts available and to back up its data regularly, and we take that seriously — the same instance also runs our own books. That said, especially while the service is offered free of charge, we do not guarantee uninterrupted or error-free operation, and we may perform maintenance that causes temporary downtime. Export your records periodically if continuous access is critical to you.

9. Intellectual property

The Astrocounts software, design and branding belong to the provider. These terms give you a right to use the service; they do not transfer ownership of it to you. Your own business data and documents remain yours.

10. Limitation of liability

To the extent permitted by law, the provider is liable without limitation only for damage caused intentionally or by gross negligence, and for injury to life, body or health. For damage caused by ordinary negligence, liability is limited to breach of a material contractual obligation (one whose fulfilment is essential to using the service and on which you may reasonably rely), and in that case is limited to the foreseeable damage typical for a service of this kind. Liability under mandatory statutory provisions, such as the German Product Liability Act, is unaffected.

You remain responsible for verifying figures, tax treatments and extracted document data before relying on them for filings, payments or decisions.

11. Termination

You may stop using Astrocounts and request deletion of your account at any time by contacting us. We may suspend or terminate an account for a material breach of these terms, such as unlawful use or an attempt to breach another company’s data. Where reasonably possible, we will give you notice and an opportunity to export your data first.

12. Changes to these terms

We may update these terms as the service develops, for example when introducing paid plans or new features. We will post the updated terms here with a new “last updated” date and, for material changes, make a reasonable effort to notify active account holders. Continued use after a change takes effect means you accept the updated terms.

13. Governing law and venue

These terms are governed by the laws of Germany, excluding its conflict-of-law rules and the UN Convention on Contracts for the International Sale of Goods. To the extent legally permitted, the courts at the provider’s place of business in Germany have exclusive jurisdiction over any dispute arising from these terms or your use of Astrocounts. This applies regardless of where you access the service from. Mandatory consumer-protection rules of your home country, if you qualify as a consumer, are unaffected.

14. Contact

Questions about these terms: support@astrocounts.com.