Terms and Conditions

§ 1 Scope & provider

These Terms and Conditions govern the use of the web application Astreo, provided by becom Systemhaus GmbH & Co. KG, Am Feldkreuz 16a, 35578 Wetzlar, Germany (the “Provider”). Any deviating terms of the customer are hereby rejected unless their validity has been expressly agreed to.

Astreo is offered exclusively to entrepreneurs within the meaning of Section 14 of the German Civil Code (BGB), legal entities under public law and special funds under public law. Contracts with consumers within the meaning of Section 13 BGB are excluded. By registering, the customer warrants that they use the service in the exercise of their commercial or self-employed professional activity; they expressly confirm this when setting up the account. Should it emerge that the customer acted as a consumer, the Provider is entitled to terminate the contract for good cause and to suspend the account.

§ 2 Description of services

Astreo is a web-based email client with features for teams (including shared mailbox, assignment, internal notes) as well as optional AI-assisted functions. Astreo connects existing mailboxes (Microsoft 365/Outlook, IMAP/SMTP) and is not an email provider; the mailboxes remain with the customer's respective provider. The specific scope of functions results from the edition selected in each case.

§ 3 Registration & account

Use of the service requires an account. Several sign-in methods are available: single sign-on via Google or Microsoft, a magic link by email (a one-time sign-in link), and email and password with mandatory two-factor authentication (TOTP). The customer is responsible for keeping their credentials and second factor confidential and for any actions carried out under their account.

§ 4 Conclusion of contract & trial period

The contract comes into effect upon activation of the account or upon booking a paid plan. Any free trial or introductory period ends automatically and does not oblige the customer to continue.

A contract requires the customer's confirmation that they are acting as an entrepreneur (§ 1) as well as complete billing details (company, address, country of establishment). Customers established in another member state of the European Union must additionally provide a valid VAT identification number; without it, no contract is concluded.

§ 5 Prices & payment

The prices stated at the time of booking apply. Paid plans are billed by quantity — per seat (Astreo Team Inbox) or per mailbox (Astreo Inbox). A seat is one named user; the price is the booked quantity multiplied by the unit price. Payment is handled via the payment provider Mollie B.V. (Netherlands), either monthly or annually in advance; where payment is annual, the annual price equals ten monthly instalments.

A change in the booked quantity takes effect with the next billing period. The customer may add or give up seats at any time. Within a period already paid for, nothing is charged or refunded on a pro-rata basis; the quantity on the day of billing is what counts.

Astreo Team Inbox is offered in two plans — Starter and full version; they differ in the range of features, not in the number of seats. Within one organisation the same plan applies to all seats. A change to the higher plan takes effect immediately, a change to the lower one at the end of the current billing period; in both cases the changed plan is billed from the following period onwards. Here, too, there is no pro-rata refund.

All prices are net prices and are exclusive of any value-added tax owed by law. VAT treatment depends on the customer's place of establishment:

• Germany: German VAT is charged at the statutory rate (currently 19%).
• Rest of the EU: Where a valid VAT identification number is provided, no German VAT is charged and the tax liability shifts to the customer (reverse charge, Section 13b UStG / Art. 196 of the EU VAT Directive). Without a valid VAT identification number, no purchase is possible.
• Non-EU countries: The service is not taxable in Germany and no German VAT is charged. Any tax obligations in the customer's country of residence are borne by the customer.

The customer must keep their billing details and VAT identification number up to date and notify any changes without delay. If a VAT identification number provided turns out to be invalid, the Provider is entitled to charge the statutory VAT retroactively.

§ 6 Term & termination

The contract runs for an indefinite period and may be terminated with effect from the end of the respective booked billing period. The right to extraordinary termination for good cause remains unaffected.

§ 7 Customer obligations

• lawful use of the service; no abusive use, no sending of impermissible bulk email (spam);
• compliance with the terms of the connected providers (e.g. Google, Microsoft);
• ensuring that the customer is authorised to process the mailboxes and content integrated into Astreo.

§ 8 AI features

AI features are optional and included in the selected plan; a key of the customer's own is not required. For this the Provider engages Mistral AI SAS, Paris, France as a processor; processing takes place in the European Union. Which model is used can be seen in the AI settings of the application. Only the context selected for the respective function is transmitted, not the entire mailbox. The Provider may reasonably limit the extent of AI use per user; the remaining functions are unaffected. AI output is always an editable draft and is never sent automatically. The Provider gives no warranty as to the accuracy or suitability of AI output; responsibility for the content sent lies with the customer.

§ 9 Data protection & data security

Where the provider processes personal data on behalf of the customer in the course of use - in particular the contents of the connected mailboxes - the Data Processing Agreement (DPA) under Art. 28 GDPR applies. It forms part of this contract and is confirmed when the account is set up; in the event of conflict it prevails over these Terms. The sub-processors engaged are listed in Annex C of the DPA.

For data the provider processes as its own controller (in particular contract and billing data), the privacy policy applies. Credentials are stored encrypted at rest.

§ 10 Availability & maintenance

The Provider endeavours to achieve high availability. No specific availability rate is warranted without a separate agreement. Maintenance work as well as disruptions at third-party services (e.g. mail providers, AI providers) may temporarily restrict use.

§ 11 Liability

The Provider is liable without limitation in cases of intent and gross negligence as well as for injury to life, body or health. In cases of ordinary negligence, the Provider is liable only for the breach of a material contractual obligation and limited in amount to the damage typical for this type of contract and foreseeable at the time. Liability is otherwise excluded.

§ 12 Right of use & data export

For the term of the contract, the Provider grants the Customer a simple, non-transferable right to use the software as a hosted service. There is no claim to the release of the source code.

Astreo is an email client and not a mailbox provider: the Customer’s email remains with the provider they have chosen (Microsoft, IMAP). The Customer’s own data stored in the service - in particular templates, signatures, internal notes and assignments - can be exported at any time during the term of the contract in a common format.

§ 13 Changes to these Terms

The Provider may amend these Terms with effect for the future insofar as this is necessary and does not unreasonably disadvantage the customer. Changes will be communicated in an appropriate manner.

§ 14 Final provisions

The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods. If the customer is a merchant, a legal entity under public law or a special fund under public law, the place of jurisdiction is the Provider's registered office. As the offer is directed exclusively at entrepreneurs (§ 1), no consumer rights apply, in particular no right of withdrawal under Sections 312g, 355 BGB. Should any provision be invalid, the validity of the remaining provisions remains unaffected. These Terms were drawn up in German; the German version is authoritative, and this English text serves solely for information purposes.