You can cancel your HR Instance subscription at any time. This policy explains how cancellation works, what happens to your data, and what you can expect after cancelling.
1. How to Cancel
- Log in to your HR Instance dashboard → Settings → Billing → Cancel Subscription
- Alternatively, email support@hrinstance.com from your registered admin email
- Our team will process your cancellation within 1 business day and send you a confirmation
2. When Does Cancellation Take Effect?
- Monthly plans: Cancellation takes effect at the end of your current monthly billing cycle. You retain full access until that date.
- Annual plans: Cancellation prevents auto-renewal. You retain full access until the end of your annual period.
- No partial refunds are issued for unused time within a billing period (see Refund Policy for the 7-day window)
3. What Happens to Your Data After Cancellation?
- Grace Period: Your data is retained for 30 days after your subscription ends
- During the grace period, you can log in and export all data (employees, payroll history, reports)
- After 30 days, all data is permanently and irreversibly deleted from our systems
- Encrypted backups are purged within 90 days of deletion
- We will send you email reminders at 7 days and 2 days before permanent deletion
4. Data Export Before Cancellation
We strongly recommend exporting your data before cancellation. The following exports are available from the dashboard:
- Employee master data (CSV/Excel)
- Payroll history and payslips (PDF/Excel)
- Leave records and attendance logs (CSV)
- Full account backup (JSON) — contact support to request
5. Reactivation
If you change your mind within the 30-day grace period, you can reactivate your subscription and all your data will be restored. After the grace period, reactivating will start a fresh account with no prior data.
6. Contact
Cancellation support: support@hrinstance.com