Licensing information

Subscription licenses

Microsoft 365, Exchange Online, Teams Essentials, Copilot, Project Plan 3 and Visio Plan 2 are subscriptions. You pay for each user, and the service stays active while the subscription is paid. Updates to the apps and services are included during the term.

• Monthly term: renews every month, and you can change the number of users at each renewal.
• Annual term: runs for 12 months, with the price fixed for the whole term.
• Adding users: you can add licenses at any time. New licenses join your current term.
• Reducing users: licenses can be reduced within 7 days (168 hours) of purchase or renewal, or at the end of the term.

Renewal and cancellation

Subscriptions renew automatically at the end of each term, so your users are not interrupted. You can turn off automatic renewal at any time before the renewal date by contacting us, and we remind you by email before an annual subscription renews.

You can cancel a new or renewed subscription within 7 days (168 hours) for a prorated refund, in line with Microsoft’s cancellation rules. After that, the subscription stays active until the end of the term. See our Refund and Cancellation Policy.

Microsoft Customer Agreement

Microsoft cloud subscriptions are provided under the Microsoft Customer Agreement. Before a subscription is created for your organisation, an authorised person in your business must accept it. We send it to you with your order, and your use of the services is governed by it and by Microsoft’s Product Terms.

Access to your Microsoft 365 tenant

To set up or support a subscription, we may ask for administrator access to your tenant. We request it through Microsoft’s granular delegated admin privileges (GDAP), which means:

• You approve every request before it takes effect
• Access is limited to the roles needed for the task
• Access is time limited, and you can remove it at any time in the Microsoft 365 admin center

We never ask for your passwords.

Perpetual licenses

Windows 11 Pro, Office Home and Business 2024, Office LTSC 2024, Project and Visio 2024, Windows Server 2025 and SQL Server 2022 are sold as perpetual licenses. You pay once for a specific version and the license does not expire. Perpetual licenses do not include upgrades to future versions, and transfer rights depend on the product and Microsoft’s license terms.

Users, devices and cores

• Per user: one license for each person, for example Microsoft 365 plans and User CALs.
• Per device: one license for each computer, for example Windows 11 Pro, Office LTSC and Device CALs.
• Windows Server: licensed per physical core, with a minimum of 8 cores per processor and 16 cores per server. Standard covers two virtual machines and Datacenter covers unlimited virtual machines on the licensed server.
• Client Access Licenses: each user or device that accesses Windows Server needs a User or Device CAL. Remote Desktop Services needs an RDS CAL as well.
• SQL Server per core: sold in 2 core packs, with a minimum of 4 core licenses for each physical processor or virtual machine.

Delivery and activation

Subscriptions are added to your Microsoft 365 tenant and are ready to assign in the Microsoft 365 admin center. Perpetual licenses are delivered by email and shown in your Alkimio account, or made available in your Microsoft 365 admin center, depending on the product. Every delivery includes activation steps. See our Delivery Policy.

Compliance

Each product page states the license type, term, users or devices and delivery method. You are responsible for using the software in line with Microsoft’s license terms.

Check your license status

• Sign in at admin.microsoft.com with an administrator account.
• Go to Billing, then Your products, to see your subscriptions, quantities and renewal dates.
• Go to Billing, then Licenses, to see how many licenses are assigned and available.
• Go to Users, then Active users, to assign or remove licenses for each person.

For Windows, open Settings, then System, then Activation to see the activation status of a device.

Independence and trademarks

Microsoft, Microsoft 365, Windows, Office, Exchange, Teams, Copilot, Project, Visio, Windows Server and SQL Server are trademarks of the Microsoft group of companies. Alkimio Limited is an independent company. We use these names only to describe the software we supply, and their use does not imply endorsement by Microsoft.