Flowtly Terms and Conditions

1. Information about the Terms and Conditions and the service provider

1. These Terms and Conditions of the "Flowtly" Platform govern the rules of provision of services to the Organisation about by the Service Provider under the agreement for the provision of Platform access services, including i.a.: the functionalities, technical conditions and other rules for the use of the Platform and the rights and obligations of each Party.
2. These Terms and Conditions govern all the rules of use of the Platform by the Organisation, including the Administrator and Users, subject to section 1.6 below.
3. Reading and accepting these Terms and Conditions in accordance with the provisions of section 4 of the Terms and Conditions is the mandatory condition for obtaining access to the Platform and its functionalities.
4. The agreement for the provision of Platform access services may only be concluded by the Administrator on behalf of the Organisation it represents, subject to provisions of section 1.6 below. Once the abovementioned agreement has been concluded, the Administrator may grant individual Users the authority to make statements on behalf of the Organisation concerning the scope of the Subscription, resignation from the Subscription and deletion of the Organisation's Account. The use of the Platform by Users is only possible pursuant to the authorisation granted by the Organisation in accordance with the provisions of these Terms and Conditions.
5. The Service Provider is Flowtly Prosta Spółka Akcyjna, with its registered office in Warsaw (01-194), Młynarska street 8/12, entered in the register of entrepreneurs of the National Court Register (KRS) kept by the District Court for the capital city of Warsaw in Warsaw, XII Commercial Division of the National Court Register under number KRS: 0001188143, Tax Identification Number (NIP): 5273180297, National Business Registry number REGON: 542625051, share capital of PLN 15,800.
6. In the event that an individual agreement for the provision of Platform access services is concluded between the Organisation and the Service Provider in a manner different than as specified in the Agreement, such agreement may regulate selected terms and conditions of the provision of services differently, including the price or the scope of available functionalities and other rights and obligations of the Parties, which will prevail over the provisions of these Terms and Conditions.

2. Definitions

1. Capitalized terms used in these Terms and Conditions will be understood in accordance with the definitions set out below:
   1. Administrator – a natural person authorized to represent the Organization, including making statements on its behalf, who is responsible for managing the Organization’s Account within the Platform; the Administrator is the person who creates the Organization’s Account in the Platform, as well as any person who is later granted Administrator permissions; a person loses Administrator status upon revocation of Administrator permissions or deletion of the Administrator Account; the Administrator is also authorized to receive all statements on behalf of the Organization;
   2. Price List – available at https://flowtly.com/pricing, detailing the functionalities of the Platform available within different Subscription plans, along with the corresponding Subscription Fees indicated in Euro currency (EUR);
   3. Personal Data – information that enables the identification of a natural person, in particular, the data specified in Article 4 section 1 of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (“GDPR”), processed by the Service Provider in connection with the use of the Platform by the Administrator and Users;
   4. Account – an individual profile of an Administrator or User of the Platform accordingly, created during the Registration process and providing access to the Platform’s functionalities under the terms set out in the Terms and Conditions;
   5. Organization Account – the Organization’s profile on the Platform, created during Registration by the Administrator, providing access to the Platform’s functionalities within the selected Subscription plan, and containing all Materials and other information related to the Organization, accessible to the Administrator and Users based on their assigned Account permissions;
   6. Materials – any data, files, content, or other information entered into the Platform by the Administrator or Users, including all data and information related to the Organization, assigned to the Organization Account;
   7. Billing Period – a monthly or annual (depending on the Organization’s choice) Subscription period, for which the Subscription Fee is charged, starting from the date of Subscription activation;
   8. Payment Operator – the entity providing intermediary services in the payment process between the Organization and the Service Provider, i.e., Stripe Inc., a company registered in the state of Delaware, United States, with CIK number 1691342, headquartered at 185 Berry Street, Suite 550, San Francisco, California, 94107.
   9. Subscription Fee – the fee payable by the Organization to the Service Provider for access to the Platform within the selected Subscription plan.
   10. Organization – a legal entity, an organizational unit without legal personality, or a natural person conducting business activity, entering into an agreement for the provision of Platform access services with the Service Provider;
   11. Platform – the online service “Flowtly”, which serves as a comprehensive business management system, enabling Organizations to manage their business operations through various functionalities available under the terms specified in these Terms and Conditions and within the selected Subscription plan;
   12. Payments – transactions made in connection with the agreement for the provision of Platform access services and any other payments specified in the Terms and Conditions;
   13. Privacy Policy – a document specifying the rules for processing of Personal Data and other data by the Service Provider, including the purpose and scope of processing, constituting Appendix no. 1 to these Terms and Conditions;
   14. Terms and Conditions – these Terms and Conditions, which define the rules for the provision of services and use of the Platform, along with appendix, which constitutes an integral part thereof;
   15. Registration – the process of creating an Organization Account and an Administrator/User Account via the Platform, which includes providing the required personal data and accepting the Terms and Conditions, including the Privacy Policy;
   16. Complaint – a submission made to the Service Provider in accordance with the procedure described in section 10 of the Terms and Conditions;
   17. Parties – the Organization and the Service Provider as the parties to the agreement for access to the Platform, the terms of which are set out in the Terms and Conditions;
   18. Subscription – a periodic, paid service of access to the Platform and its functionalities within the scope selected by the Organization;
   19. Device – an electronic device used by the Organization, including the Administrator or User, to access the Platform, which meets the technical requirements specified in the Terms and Conditions, including both stationary and mobile devices.
   20. Service Provider – the entity providing services related to the operation of the Platform, as specified in section 1.5 above;
   21. User – a natural person acting within the Organization, who has completed the Registration procedure set out in the Terms and Conditions and uses the Platform under the authorization granted by the Organization.

3. Platform functionalities and technical requirements

1. The “Flowtly” Platform offers a number of useful functionalities, allowing the Organization to manage its business, the use of which can help increase the productivity and efficiency of the Organization’s team.
2. Within the scope of the Platform it is possible among other things to:
   1. manage the working time of employees and associates of the Organization;
   2. track the working time spent on completing tasks within selected projects carried out by the Organization;
   3. submit and manage leave requests;
   4. issue invoices;
   5. collect and store employee data, such as type of agreement, contact details, and information about benefits;
   6. oversee financial transactions;
   7. manage company expenses;
   8. generate financial reports;
   9. manage company resources;
   10. monitor project budgets.
3. The Service Provider is constantly working on the development, expansion and adaptation of the functionalities available within the Platform. The Service Provider reserves the right to change the functionalities of the Platform or to introduce additional functionalities, whereby the use of new functionalities will be voluntary and chargeable in accordance with the Price List.
4. Subject to the provisions of section 3.5 below, the use of the Platform and its functionalities by the Organization is possible provided that the following technical requirements are met:
   1. having access to a device with an active Internet connection, with sufficient bandwidth to ensure the proper functioning of the Platform;
   2. having installed a web browser on the Device mentioned in section 3.4.1., in a version supported by the Service Provider, allowing access to the Platform;
   3. having access to an User Account or Administrator Account with access to the Organization Account and remaining logged into such an Account.
5. The use of certain functionalities of the Platform may require granting access to the resources or features of the Device used by the Administrator or User, such as Device storage, camera, or microphone. By choosing to use functionalities that require access to these resources or features, the Administrator or User consents to their use within the scope necessary to use the Platform’s functionalities. The Service Provider is not responsible for the inability to access the Platform’s functionalities resulting from the Administrator’s or User’s refusal to grant the necessary permissions.
6. As part of certain functionalities, the Service Provider enables the integration of the Platform with third-party tools and the acquisition of information from third parties, including data from the Organization’s bank accounts. To use these integrations, the Organization must provide the necessary data via the Platform or in another manner specified by the Service Provider or third party. Providing such data constitutes voluntary consent to the integration under the terms specified by the providers of these tools and to the processing of data as required by the respective functionalities.

4. Registration and accounts

1. Access to the Platform can only be initiated through an Administrator Account after completing the registration process in accordance with the provisions of section 4 of these Terms and Conditions, subject to section 4.2 below. Access to the Platform without logging into an account, i.e., in "guest mode," is not possible.
2. Registering an Administrator Account does not automatically grant access to use the Platform. Active access to the Platform’s functionalities within Accounts requires an active Subscription, obtained in accordance with the provisions of section 5.4 of these Terms and Conditions.
3. Administrator Account registration requires:
   1. completing the registration form available on the Platform with all required data, including, in particular: the name of the Organization, the full name of the Administrator, an email address, and a strong password consisting of at least 8 alphanumeric characters, including uppercase and lowercase letters as well as at least one special character.
   2. reviewing the Terms and Conditions and its appendixes, made available during the Administrator Account registration process, confirming the registration of the Administrator Account, and accepting the Terms and Conditions and its appendixes by selecting the relevant checkbox in the available form. Acceptance of the Terms and Conditions and its appendixes by the Administrator constitutes acceptance of the Terms and Conditions on behalf of the Organization.
   3. completing any additional actions required on or outside the Platform during the Registration process, such as email address verification.
4. Along with the registration of the Administrator Account, in accordance with sections 4.1 – 4.3 above, an Organization Account is created.
5. From the Administrator Account, the Administrator has access to all permissions, data, and functionalities available within the Organization Account on the Platform. In particular, the Administrator Account allows decisions regarding the Subscription and its scope, management of access to the Organization Account on the Platform, including individual functionalities, granting Administrator and User permissions, and differentiating permissions and access levels for individual Users.
6. If, after creating the Organization Account, the Administrator grants Administrator permissions to other individuals authorized by the Organization, such accounts will be considered Administrator Accounts. Assigning Administrator permissions first requires the creation of a User Account following the procedure outlined in 4.8 and subsequent sections, after which the Administrator must grant the User the necessary Administrator access. In such a case, the User who has been granted Administrator permissions becomes an Administrator.
7. The Administrator, within the Administrator Account, has the ability to create User Accounts and assign them specific permissions and access to selected functionalities.
8. User Account registration requires:
   1. creating an employee/associate profile by the Administrator by completing the form available in the applicable section of the Platform, including providing necessary details such as full name and email address;
   2. assignment of User permissions to the employee/associate by the Administrator by selecting the "Add User" button, at which point an invitation containing an activation link will be sent to the employee's/associate’s email address;
   3. that the User verifies their email address by clicking the activation link mentioned in 4.8.2 above and sets a unique and strong password within the displayed form;
   4. that during the first login to the Platform, the User must confirm that they have read and accepted these Terms and Conditions and appendix thereto by checking the appropriate acknowledgment box.
9. The creation of User Accounts and the assignment of permissions are not subject to any restrictions or quantitative limits. However, if the actions of the Organization, represented by the Administrator, result in exceeding the selected Subscription plan, such changes will be considered an extension of the Subscription, leading to an adjustment of the Subscription Fee in accordance with section 5.6 of these Terms and Conditions, creating a payment obligation by the Organization.
10. If the password to an Account is forgotten, both the Administrator and the User can recover it by selecting the "Forgot Password" option on the login page. They will then be prompted to provide the email address associated with their Account. A password reset link will be sent to the provided email address, allowing them to set a new password that meets the requirements outlined in these Terms and Conditions.

5. Subscription and payments

1. Access to the Platform's functionalities is possible upon activation of a Subscription and under the condition of making relevant payments in accordance with the provisions of this section 5 of these Terms and Conditions.
2. The scope of available Platform functionalities and the amount of due Subscription Fees depend on the selected Subscription plan and the number of Accounts assigned to the Organization. Details regarding the available Platform functionalities within different Subscription plans, as well as the corresponding Subscription Fees, are specified in the Pricing List. The Service Provider underlines that the number of employees/associates whose data is processed within the Platform is not the same as the number of Accounts assigned to the Organization and does not affect the amount of due Subscription Fee, which is determined based on the factors mentioned above.
3. The Service Provider has the right to update the Pricing List in accordance with the procedure for amending the Terms and Conditions specified in section 13.1 of these Terms and Conditions. The Service Provider, aiming to ensure good cooperation with the Organization, guarantees price stability for the Organization and declares that updates to the Pricing List will not be introduced more than once per calendar year. Such updates will take into account only the rate of inflation and the increase in costs of providing services by the Service Provider, and in no case will they exceed 20% (in words: twenty) of the currently applicable rates.
4. To activate a Subscription, the Organization, represented by the Administrator, selects the desired Subscription plan on the Platform, fills in the required data, and promptly pays the applicable Subscription Fee via the Payment Operator. This process includes providing detailed information about the payment method used for making payments.
5. Payment is processed by the Payment Operator, who charges the Organization’s designated payment method based on the provided details. The Service Provider notes that making Payments or modifying payment terms may require redirection to third-party websites, particularly those of the Payment Operator. The Administrator, acting on behalf of the Organization, may need to take additional steps on these external sites to complete the payment.
6. Activation of Subscription occurs immediately or within a maximum of 24 hours from the moment the Service Provider registers the payment. The activation of the Subscription marks the conclusion of an agreement for the provision of Platform access services between the Service Provider and the Organization under the selected Subscription plan.
7. The Organization may modify its Subscription at any time during its validity period by either expanding or reducing the Subscription scope, in accordance with the provisions of these Terms and Conditions, particularly sections 5.6–5.7 below.
8. The expansion of the Subscription scope is activated immediately and results in a change in the amount of Subscription Fee in accordance with the applicable Price List. Subscription Fees are calculated proportionally to the period of use within the current Billing Period. If the Administrator expands the Subscription scope within the current Billing Period, the additional fee, as specified in the previous sentence, will be charged by the Payment Operator immediately after the expansion, subject to provisions of second sentence of section 5.5 above.
9. Changes involving the limitation of the Subscription scope take effect from the beginning of the Billing Period following the Billing Period in which the change was made. Subscription Fees for the current Billing Period remain unchanged and are non-refundable.
10. The Subscription Fees due to the Service Provider from the Organization for the Subscription are collected in advance, automatically, and periodically before the start of the Billing Period for the relevant Billing Period, at the latest before its commencement. Payment is made based on the payment method details provided by the Administrator, by debiting the specified payment method with an amount corresponding to the due Subscription Fee for the given Billing Period. The Organization is responsible for the accuracy and up-to-date status of the Payment details.
11. All payments related to the use of the Platform are processed through the Payment Operator. The payments via an external provider are made under the terms and regulations set out and made available by that external provider. The Organization is obligated to review the abovementioned terms of service of these entities, and the Service Provider bears no responsibility for the Organization’s use of these services or for any actions or omissions of third parties.
12. The Subscription Fees specified in the Price List are net amounts and will be increased by value-added tax (VAT) at the applicable rate if VAT applies under the generally applicable laws in Poland. All Subscription Fees will be settled in EUR or PLN according to the exchange rate adopted by the Payment Operator for the payment date.
13. The payment of Subscription Fees will be documented by VAT invoices sent to the Organization no later than within 2 business days via the Platform or in another manner indicated by the Service Provider. The Organization agrees to receive VAT invoices in electronic form, including via the Platform or by email to the Organization’s designated email address.
14. Organizations that have not previously used the Platform may take advantage of a trial period and use the Platform and its functionalities within selected scope, free of charge for a period of 14 (in words: fourteen) days from the activation of the Subscription, subject to sections 5.15–5.17 below.
15. To use the trial period, the Organization must activate the Subscription in accordance with these Terms and Conditions, including providing all required payment method details. Providing these details is mandatory, but no Subscription Fee will be charged during the trial period.
16. After the trial period ends, unless the Organization cancels its use of the Platform, access to the Platform will continue according to the selected scope of Subscription, and the Service Provider will begin charging the applicable Subscription Fees.
17. In some cases, the Service Provider may offer a new Organization a longer trial period or different trial conditions than those mentioned in section 5.14 above.

6. Use of platform

1. The Organization, as well as the Administrator and each User individually, are obligated to use the Platform in accordance with its intended purpose and applicable laws, while respecting the rights and interests of others, in particular:
   1. they are not authorized to use the Platform in a manner inconsistent with its intended purpose or that in any way may affect the security of the Platform and the data it collects;
   2. they are obligated not to undertake any illegal, unethical actions or actions that violate the rights of any entities or third parties;
   3. they are obligated not to engage in any actions aimed at modifying, disassembling, decompiling, or reverse engineering of the Platform;
   4. they are obligated not to take any actions that could disrupt the normal functioning of the Platform.
2. The Organization is responsible for obtaining all necessary consents for the input, storage, and processing of Personal Data, as well as other Materials, information, and data used within the Platform by the Organization.
3. The Administrator and Users are responsible for properly securing access data to their Accounts. The Organization bears sole responsibility for access to such data by unauthorized persons. In case of suspected security breaches related to access data, the Organization, User, and Administrator must immediately notify the Service Provider.
4. All activities related to Platform usage, account management, and Subscription administration are recorded and may be made available at the Administrator’s request. The Service Provider ensures the security of data and Materials stored in the Organization’s Account, as further described in section 11 of these Terms and Conditions.
5. As part of the Service Provider’s continuous effort to improve and expand the Platform’s functionalities, the Service Provider encourages the Organization, Administrator, and Users to submit any suggestions, comments, and opinions regarding the Platform’s operation through the available communication channels or via direct contact with the Service Provider. All feedback received will be analyzed, and the Service Provider reserves the right to implement them without any obligation to provide compensation to the Administrator or User submitting the feedback.

7. Licenses and authorizations

1. Upon the conclusion of agreement for the provision of Platform access services, in accordance with the provisions of these Terms and Conditions, the Service Provider grants the Organization a non-transferable, non-exclusive license to use the Platform within the territory of the Republic of Poland. This license covers the normal use of the Platform and its functionalities within the Organization's Account, under the terms specified in these Terms and Conditions and applicable to the selected scope of Subscription.
2. The license referred to in section 7.1 above is granted for the duration of the agreement provision of Platform access services between the Service Provider and the Organization, in accordance with the provisions of these Terms and Conditions.
3. Simultaneously, the Service Provider declares that no other entity using the Platform under a separate agreement wil have access or insight into the Organization’s data available within the Organization's Account created on the Platform. This includes information assigned to the Administrator Account and the accounts of individual Users.
4. For the avoidance of doubt, the Service Provider remains the sole owner of the Platform and all rights to the Platform and its functionalities, including intellectual property rights. Granting the license to use the Platform within the Organization Account does not constitute a transfer of any rights to the Platform or its components to the Organization. The Service Provider has the right to grant licenses for the use of the Platform to other entities at its sole discretion and without any restrictions, provided that such licenses do not entitle any third party to access another Organization’s Account. Each Organization has access only to its own Organization Account.
5. Upon the Organization, including the Administrator or Users, uploading or publishing Materials and data on the Platform within the Organization Account, the Organization grants the Service Provider a non-exclusive, royalty-free license to use such Materials and data without any time or territorial limitations. This license is solely for the purpose and to the extent necessary for the proper fulfillment of the Service Provider’s obligations under the agreement for the provision of Platform access services. For the avoidance of doubt, both Parties agree that the Service Provider is not entitled to use this license outside the Platform and the Organization’s Account unless otherwise stated in these Terms and Conditions or explicitly agreed upon by the Organization.
6. The Organization retains all rights to the Materials and other data made available or provided by the Administrator and Users within the Platform, provided that such rights are granted to the Organization under applicable laws.

8. Cancellation of subscription and account deletion

1. The agreement for the provision of Platform access services, as specified in the Terms and Conditions, may be terminated at the initiative of the Organization:
   1. In the case of subscription cancellation by the Organization, through:
      1. submitting a statement of termination of the agreement for the provision of Platform access services in writing to the Service Provider’s registered office address or in electronic form to the Service Provider’s email address: business.support@flowtly.com;
      2. using the cancellation option available on the Platform; the termination takes effect at the end of the Billing Period in which the Organization cancels the Subscription.
   2. In the case of discontinuation of Platform use and deletion of the Organization's Account, through:
      1. submitting a statement of appropriate content in writing to the Service Provider’s registered office address or in electronic form to the Service Provider’s email address specified in section 8.1.1.1 above;
      2. using the Organization Account deletion option available on the Platform; the termination takes effect upon confirmation of the Organization Account deletion by the Administrator.
2. The agreement for the provision of Platform access services, as specified in the Terms and Conditions, may be immediately terminated at the initiative of the Service Provider by submitting a statement of appropriate content in writing to the Service Provider’s registered office address or in electronic form to the Service Provider’s email address of the Organization, including the Administrator or any User, violates the provisions of these Terms and Conditions or applicable law, particularly by breaching the rules of permitted use and publishing or attempting to publish prohibited content.
3. The agreement for the provision of Platform access services is also automatically terminated:
   1. if it is not possible to collect the required Subscription Fee for the next Billing Period, at the end of the Billing Period for which the Subscription Fee has been duly paid;
   2. in other cases provided for in a separate agreement concluded between the Organization and the Service Provider, within the timeframes specified by the Parties.
4. If the Organization does not accept the new version of the Terms and Conditions, amended in accordance with section 13.1 of the Terms and Conditions, it has the right to submit a statement of termination of the agreement for the provision of Platform access services within 7 days of receiving notification of the amended Terms and Conditions. In such a case, the agreement between the Organization and the Service Provider is terminated upon the new Terms and Conditions coming into effect, and the Administrator and Users associated with the Organization lose access to the Platform.
5. Regardless of the above, the Administrator has the right to withdraw from the agreement for the provision of Platform access services without providing a reason within 14 days of entering into the agreement. This requires submitting a statement of appropriate content in writing to the Service Provider’s registered office address or electronically to the email address specified in section 8.1.1.1 above. The withdrawal takes effect upon the Service Provider’s receipt of the statement.
6. In the cases referred to in sections 8.1–8.5 above, fees paid for the ongoing Billing Period are non-refundable.
7. Upon termination of the agreement for the provision of Platform access services between the Organization and the Service Provider, regardless of the reason for termination, the Organization, including the Administrator and Users, lose access to the Platform’s functionalities, subject to the following exception. For a period of 3 (in words: three) months from the termination date, the Administrator and Users will be able to log into their Accounts to view and download data but will not be able to edit data or manage Accounts. After this period, all Materials and data stored on the Platform will be permanently deleted, for which the Service Provider is not responsible, and restoration of deleted Organization Accounts or individual Accounts will not be possible.
8. In the event of termination of the agreement for the provision of Platform access services, the Administrator is responsible for archiving or securing the Materials and data before the expiration of the period mentioned in second sentence of section 8.7 above. The Service Provider will allow the Organization to retrieve the Materials and data in raw database format or another format specified by the Service Provider. If the agreement for the provision of Platform access services is terminated, resuming use of the Platform is only possible by completing the procedure outlined in section 5.4 of the Terms and Conditions. If the agreement is terminated under the procedure specified in section 8.1.2 above, resuming use of the Platform additionally requires creating a new Administrator Account in accordance with the procedure set out in section 4 of the Terms and Conditions.

9. Platform availability

1. The Service Provider commits to ensuring the availability of the Platform and its functionalities, as provided under the Subscription selected by the Organization, at a minimum level of 98% (in words: ninety eight) of the time within a Billing Period, excluding:
   1. maintenance and modernization work conducted in accordance with section 9.3 below;
   2. situations arising from force majeure events;
   3. technical issues on the Organization’s side, including those affecting the Administrator or Users, such as problems related to internet infrastructure or hardware.
2. If the availability conditions specified in section 9.1 above are not met, the Organization has the right to a proportional reduction of the Subscription Fee for the relevant Billing Period. To exercise this right, the Organization must submit a Complaint in accordance with the procedure outlined in section 10 of the Terms and Conditions, and the Service Provider must approve the claim.
3. The Service Provider commits to performing maintenance and modernization work during nighttime hours (between 10:00 PM and 7:00 AM) and to notify the Administrator and Users through the Platform at least 3 (in words: three) days in advance. However, the Service Provider reserves the right to occasionally conduct maintenance and modernization outside of these hours, with prior notice to the Administrator and Users.
4. Upon request by the Administrator, the Service Provider may provide consultant support with regard to the use of the Platform’s functionalities, consisting of:
   1. assistance with configuration and management of specific Platform functionalities;
   2. providing training for the Administrator or Users on effectively utilizing the tools available on the Platform;
   3. solving issues related to the ongoing use of the Platform.
5. Consultant support, as mentioned in section 9.4 above, is provided remotely and requires the Administrator to create an Account for the consultant with access to the Organization’s Account. To maintain the confidentiality and security of Materials and data stored by the Organization in its Account, the Service Provider does not allow consultant support without creation of an Account for the consultant by the Organization.
6. The provision of consultant support services may involve additional costs, the amount and terms of which will be agreed upon individually between the Parties prior to commencement of provision of services.

10. Complaints

1. In the event of any irregularities concerning the functioning of the Platform, the Administrator or the User should in the first instance contact the support department in the manner provided for by the Service Provider or through the Service Provider's available correspondence details.
2. The Administrator and the User have the right to submit a free Complaint concerning malfunctions in the functioning of the Platform.
3. A Complaint may be submitted via a dedicated form available on the Platform or in writing to the Service Provider’s registered office address. The Complaint should include at least:
   1. details of the Administrator/User and the Organization;
   2. general description of the subject of the Complaint;
   3. circumstances justifying the Complaint;
   4. a request related to the submitted Complaint.
4. The Service Provider may request the Administrator to provide additional information or explanations regarding the submitted Complaint if deemed necessary for its proper assessment.
5. The Service Provider will review the Complaint within 30 days from the date of receiving all information and explanations required for its proper assessment.
6. The Administrator will receive a response to the Complaint immediately after its assessment, using the same method as the one used to submit the Complaint.

11. Data security

1. Personal data is processed by the Service Provider for the purpose of fulfilling the rights and obligations arising from these Terms and Conditions, in accordance with the provisions of the Privacy Policy, which constitutes Appendix No. 1 to the Terms and Conditions.
2. Certain Personal Data and other information provided or made available by the Administrator or Users within the Platform, including payment method details, may be processed by external services providers engaged by the Service Provider in connection with providing access to the Platform.
3. The Service Provider hereby informs that all Materials and data provided or made available by the Administrator or Users within the Platform, i.e., assigned to the Organization Account, will be stored on servers managed by the Service Provider solely for the purpose of providing access to the Platform.
4. The Service Provider declares that all Personal Data, Materials, and other data provided or made available by the Administrator or Users while using the Platform will not be used by the Service Provider for any purpose other than providing services to the Organization, including, in particular, training artificial intelligence algorithms or any other actions inconsistent with the purpose of providing access to the Platform, unless the Organization has given prior, explicit, and voluntary consent.
5. The Service Provider undertakes to implement security measures to protect the stored Personal Data, Materials, and other data, appropriate to the assessed risk and the Service Provider’s technological capabilities.
6. The Service Provider reserves that the data made available to the Organization under the provisions of Section 8.7 of the Terms and Conditions may require further processing or formatting by the Organization to be used according to its needs. The Service Provider is not responsible for any difficulties in reading or using the data after it has been provided.
7. The Service Provider undertakes all reasonable measures to protect Personal Data, Materials, and other data, ensuring secure use of the Platform, including safeguarding data from unauthorized access or loss, subject to other provisions of these Terms and Conditions.
8. The Parties mutually declare that the Service Provider, as part of its business activities, particularly for marketing and advertising purposes, is entitled to inform other entities about the number of Organizations and Users using the Platform, to which the Organization, Administrator, and each User express their consent.

12. Liability

1. The Service Provider is responsible for the availability of Platform under the terms specified in these Terms and Conditions, in particular section 9 of the Terms and Conditions.
2. The Platform serves as a tool to support Organizations in managing processes within the Organization but does not constitute an accounting tool or a system for detailed settlement of public-law obligations, including taxes, social security contributions, and salaries. Any information generated using the Platform should be treated solely as auxiliary data, requiring verification by the Organization in accordance with applicable laws.
3. The Service Provider is not responsible for the completeness or accuracy of data, Materials, or other information entered by the Administrator or Users while using the Platform.
4. Subject to mandatory provisions of law, any liability of the Service Provider for failure to perform or improper performance of obligations under these Terms and Conditions is limited to the amount of remuneration received from the Organization for the last six months.
5. The Organization bears sole and full responsibility for the manner in which the Platform and its functionalities are used, including all actions and omissions of the Administrator and individual Users.

13. Final provisions

1. The Service Provider reserves the right to amend the Terms and Conditions in accordance with the following rules:
   1. the Service Provider is obligated to inform the Organization, including the Administrator and Users, of any changes to the Terms and Conditions by posting an appropriate notice on the Platform or via email;
   2. any amendment to the Terms and Conditions will take effect on the date specified by the Service Provider, which shall not be less than 14 days from the notification in accordance with Section 13.1.1 above, unless otherwise provided by the Terms and Conditions or applicable law;
   3. any changes to the Price List will become effective from the beginning of the Billing Period following the period in which the change took effect, in accordance with the provisions of Section 13.1.2 above.
2. The Service Provider informs that the use of the Platform carries standard risks associated with the use of the Internet, including, in particular, the potential infection of the Device used to access the Platform with malicious software. Current information on specific threats related to use of the Platform can be found at the following website: https://www.gov.pl/web/cyfryzacja/bezpieczenstwo-aplikacji. Upon the Administrator’s request, the Service Provider will provide detailed information on potential threats and recommendations for mitigating them.
3. The Organization is not entitled to transfer any rights or obligations arising from the agreement for the provision of Platform access services to third parties without obtaining prior written consent from the Service Provider, under the pain of nullity.
4. Any disputes related to the use of the Platform will be resolved by the courts competent for the Service Provider’s registered office.
5. Matters not regulated by these Terms and Conditions will be governed by the provisions of Polish law.
6. These Terms and Conditions will come into force on 2 September 2025.
7. Appendix: Privacy Policy (see quick access below).