Legal documents

Privacy Policy and Terms of Service

Below you will find Tekomat's Privacy and Cookie Policy and its Terms of Service.

Tekomat Privacy and Cookie Policy

Last updated: 2 August 2026

This is an English translation of the Polish-language original for convenience only. In case of any discrepancy, the Polish version is legally binding. See the Polish version.

1. General information

This Privacy and Cookie Policy sets out the rules for processing personal data in connection with the use of the Tekomat website, available at tekomat.pl, and the web application available at tekomat.pl/panel, jointly referred to below as the "Service" or "Panel".
The Service is intended primarily for accounting offices and the businesses they serve. It enables, among other things, the exchange of documents, the transfer of information about taxes and social security contributions, communication, file sharing, and organising cooperation between an accounting office and its clients.

2. Data controller

The controller of personal data processed in connection with operating the Service, account registration, subscription billing, payment handling, technical support and system security is:
Firma Handlowa "Jaśminowy Butik" Tomasz Prokop
ul. Tadeusza Kościuszki 114
38-300 Gorlice, Poland
Tax ID (NIP): 7382110121
e-mail address: kontakt@tekomat.pl
Matters relating to the protection of personal data can be directed to the Controller via the e-mail address above or in writing to the registered office address.
The Controller has not appointed a data protection officer. All matters concerning personal data should be directed straight to kontakt@tekomat.pl.

3. Tekomat's role with respect to the data of an accounting office's clients

With respect to the personal data of:

the accounting office's clients;
employees of the office's clients;
business partners of the office's clients;
persons named in accounting, HR, tax or insurance documents;
other individuals whose data the office or its client enters into the Panel,

the data controller is, as a rule, the accounting office or its relevant client.
In this respect, the Service Provider operating Tekomat acts as a processor of personal data on the instructions of the accounting office. The detailed rules of such processing are set out in a data processing agreement concluded with the accounting office upon registration or when it starts using the Panel.
The accounting office is responsible for:

having an appropriate legal basis for processing data entered into the Panel;
correctly fulfilling its information obligations towards data subjects;
ensuring the scope of data entered complies with the principle of data minimisation;
correctly granting and revoking permissions for its employees and clients;
not entering data whose processing would be unlawful.

4. Scope of data processed

Depending on how the Service is used, the Controller may process the following data.

4.1. Accounting office data

business name or trading name;
name of the owner or representative;
Tax ID (NIP), business registry number (REGON) or other identifying data;
registered business address;
correspondence address;
e-mail address;
phone number;
contact person's details;
data contained in billing documents and invoices;
information about the chosen subscription plan;
payment history and subscription payment status.

4.2. Account user data

first and last name;
e-mail address;
phone number, if provided;
username;
account identifier;
assigned role and scope of permissions;
login history;
activity history within the Panel;
content of support requests.

Passwords are stored in secured form in line with the technical solutions applied. The Controller has no ability to read a user's password in its original form.

4.3. Data of client companies

business or trading name;
Tax ID (NIP);
contact details;
details of representatives;
login data;
information assigned to the company within the Panel;
document, payment, billing and message statuses.

4.4. Documents and user content

The Panel may store, among other things:

accounting and tax documents;
tax returns;
documents relating to social security (ZUS) contributions;
HR and payroll documents;
invoices, bills and bank statements;
sales and purchase records;
messages and attachments;
files exchanged between the office and its clients;
information concerning employees, business partners and other individuals.

Documents entered by an accounting office or its clients may contain personal data, financial data, identification numbers, and in certain cases also special categories of personal data. Such data is processed by Tekomat solely within the scope of providing the service and in accordance with the instructions of the relevant data controller.

4.5. Technical data

While using the Service, the following may be recorded automatically:

IP address;
date and time of connection;
device information;
browser type and version;
operating system;
session identifiers;
login and logout history;
application error information;
data on attempted unauthorised access;
information saved in server logs;
data required to support browser or PWA notifications.

5. Purposes and legal bases for processing

Personal data is processed for the following purposes:

5.1. Registration and account maintenance

Data is processed to create an account, enable login, manage users, and use the Panel's features.
The legal basis is Article 6(1)(b) GDPR — necessity for the conclusion and performance of a contract.

5.2. Provision of Tekomat services

Data is processed to provide the Panel's features, exchange documents and messages, share information on billing, taxes and contributions, and handle files and notifications.
The legal basis is Article 6(1)(b) GDPR, and, with respect to data entrusted by an accounting office, Article 28 GDPR together with the data processing agreement in place.

5.3. Subscription and payment handling

Data is processed to accept payments, verify their status, activate the subscription, issue invoices and keep accounts.
The legal basis is:

Article 6(1)(b) GDPR — performance of a contract;
Article 6(1)(c) GDPR — the Controller's tax and accounting obligations.

5.4. Technical support and handling requests

Data is processed to answer questions, resolve technical problems and handle complaints.
The legal basis is:

Article 6(1)(b) GDPR — performance of a contract;
Article 6(1)(f) GDPR — legitimate interest in ensuring efficient user support.

5.5. Ensuring security

Technical data, logs and activity history may be processed in order to:

prevent unauthorised access;
detect abuse;
establish the causes of errors;
ensure the integrity and availability of the system;
protect documents and user accounts;
conduct investigations into incidents.

The legal basis is Article 6(1)(f) GDPR — the legitimate interest of the Controller and users in protecting the system, information and data.

5.6. Establishing and defending against claims

Data may be processed to establish, pursue or defend against claims relating to the use of the Service.
The legal basis is Article 6(1)(f) GDPR.

5.7. Fulfilling legal obligations

Data may be processed to fulfil obligations arising from tax and accounting regulations, anti-abuse provisions, and legally binding requests from public authorities.
The legal basis is Article 6(1)(c) GDPR.

5.8. Marketing of the Controller's own services

Information about how Tekomat works may be sent based on the user's consent, where such consent is required.
The legal basis for processing is Article 6(1)(a) GDPR, and in certain cases also Article 6(1)(f) GDPR, provided the rules on electronic communication are observed.
Consent may be withdrawn at any time without affecting the lawfulness of processing carried out before its withdrawal.

6. Voluntariness of providing data

Providing the data required during registration, subscription purchase or entering into an agreement is voluntary but necessary to create an account and provide the service.
Failure to provide the data needed to process a payment or issue an invoice may prevent activation of a paid subscription.
Providing data marked as optional is voluntary and does not affect the ability to use the Panel's core features.

7. Sources of data

Data is obtained:

directly from the person concerned;
from the accounting office setting up the account;
from the office's account administrator;
from the accounting office's client;
from the payment operator, with respect to confirming transaction status;
automatically while using the Service;
from public business registers, where needed to verify business activity data.

8. Recipients of data

Data may be shared with entities supporting the Controller in operating the Service, in particular:

hosting, server, storage and database providers;
e-mail service providers;
providers of e-mail, push or SMS notification systems;
providers of security, technical monitoring and backup services;
IT and maintenance service providers;
providers of tools for handling user requests;
the Controller's own accounting office;
legal and tax advisors and insurers;
the Przelewy24 payment operator;
public authorities, courts, the prosecutor's office or law enforcement, where an obligation to disclose data arises from law.

Entities processing data on the Controller's behalf receive access only to the extent necessary to perform the tasks entrusted to them and are required to ensure appropriate data protection.

9. Przelewy24 payments

Subscription payments are handled exclusively via the Przelewy24 system, operated by:
PayPro S.A.
ul. Pastelowa 8
60-198 Poznań, Poland
When making a payment, the user may be redirected to the payment operator's or bank's own service. The payment operator processes the payer's data as a separate, independent controller under its own data-processing rules.
Tekomat receives from the payment operator primarily:

the transaction identifier;
the payment amount and currency;
the transaction date;
information about its status;
data needed to match the payment to the account.

Tekomat does not store full payment card data or the user's online banking login credentials.

10. Transfers of data outside the European Economic Area

Where possible, the Controller uses processors operating within the European Economic Area.
If using a given provider involves transferring data outside the European Economic Area, the transfer will take place only on the basis of a mechanism permitted by the GDPR, in particular:

a European Commission adequacy decision;
standard contractual clauses;
another legally permissible safeguard.

The Service's database and the storage space (Azure) where uploaded files and documents are kept are physically located on servers in Poland — this data is not transferred outside Poland or outside the European Economic Area.

Information on the safeguards applied can be obtained by contacting the Controller.

11. Data retention period

Data is stored for no longer than necessary for the purposes for which it was collected.

11.1. Account and contract data

Account data is processed for the entire term of the contract and after its termination or the expiry of the subscription — until it is deleted by the accounting office or the company itself.
The Controller reserves the right to delete account data linked to a subscription that has remained inactive for at least 5 years, in line with the rules on the proper storage and protection of documentation set out in Article 71 of the Polish Accounting Act (ustawa o rachunkowości).

11.2. Documents and data entered by the office

Documents, messages and data entrusted by the accounting office are stored for the entire term of the contract and after it ends — until they are deleted by the accounting office or the company to which the data relates.
The Controller reserves the right to delete documents and data linked to an account whose subscription has remained inactive for at least 5 years — in line with the rules on the proper storage and protection of documentation (records) set out in Article 71 of the Polish Accounting Act.
Data may remain in technical backup copies for up to 90 days after deletion, after which it is automatically overwritten or deleted in line with the backup cycle. Data contained in backups is not used for any other purpose and can only be restored in the event of a failure, a security incident, or the need to restore system operation.

If a file is deliberately deleted in the "Documents", "Files" or "Received data" sections, it can be restored by the Tekomat administration. To do so, please contact technical support directly through the Tekomat Panel, providing the module from which the file was deleted, the file name, and the deletion date. Restoration is technically possible within 30 days of deletion — after this period, it is no longer technically possible to recover the file.

11.3. Accounting and payment documentation

Invoices and documentation relating to the Controller's own billing are stored for the period required by tax and accounting regulations, generally 5 years from the end of the calendar year in which the relevant tax payment deadline fell.

11.4. Technical logs

Standard technical and security logs are stored for up to 12 months.
If logs constitute evidence of an incident, a breach of the Terms of Service, or unauthorised access, they may be stored longer — until the conclusion of proceedings or the expiry of any related claims.

11.5. Requests and correspondence

Correspondence relating to technical support and complaints may be stored for 3 years after the matter is closed.

11.6. Claims

Data needed to pursue or defend against claims may be stored until such claims become time-barred or proceedings are finally concluded.

11.7. Data processed on the basis of consent

Data processed on the basis of consent is stored until the consent is withdrawn or until the purpose of processing ceases to exist.
Information about the granting and withdrawal of consent may be stored for longer in order to demonstrate the Controller's compliance with the law.

12. Rights of data subjects

Depending on the basis and circumstances of processing, a data subject has the right to:

obtain information about the processing of their data;
access their data and receive a copy of it;
have inaccurate data rectified;
have incomplete data completed;
have data erased;
restrict processing;
data portability;
object to processing based on a legitimate interest;
withdraw consent at any time;
not be subject to a decision based solely on automated processing, where such a decision would produce legal effects or similarly significantly affect that person.

A request can be sent to kontakt@tekomat.pl.
The Controller may ask for additional information to confirm the identity of the person making the request.
If a request concerns data entered into the Panel by an accounting office, it may be forwarded to the relevant office as the controller of that data.

13. Right to lodge a complaint

A person who believes their data is being processed unlawfully has the right to lodge a complaint with:
the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych)
ul. Stanisława Moniuszki 1A
00-014 Warszawa, Poland
Before lodging a complaint, it is recommended to contact the Controller so the matter can be clarified.

14. Automated decision-making

Personal data processed by Tekomat is not used to make decisions about users based solely on automated processing that would produce legal effects or similarly significantly affect them.
Tekomat does not profile users for credit, insurance, or creditworthiness assessment purposes.

15. Data security

The Controller applies technical and organisational measures appropriate to the nature of the data and the risks of its processing.
In particular:

communication with the Panel is secured with an encrypted connection;
access to accounts requires authentication;
user access is restricted according to assigned roles;
files are not made available directly at public addresses;
the ability to download a file is verified server-side on every occasion;
significant login- and security-related events are logged;
technical backups are performed;
administrative access is limited to authorised persons;
safeguards against unauthorised access, loss and modification of data are applied;
the system is monitored for errors and attempted abuse.

No IT system can guarantee the complete elimination of risk. Users should protect their login credentials, use unique passwords, and not share access with unauthorised persons.

16. Cookies and device storage

The Service may use cookies, browser local storage, and similar technologies.
Cookies are small pieces of information stored on a user's device while using the website or Panel.

16.1. Necessary cookies

The Service uses cookies necessary, among other things, for:

maintaining the user's session;
the correct functioning of login;
securing forms;
remembering technical settings;
protection against abuse;
ensuring the Panel functions correctly;
remembering the cookie decision made.

Necessary cookies are not used for behavioural advertising. Blocking them may cause login or selected Panel features to stop working properly.

16.2. Analytics and marketing cookies

If analytics or marketing tools using non-essential cookies are enabled in the Service, they will only be activated once the user's required consent has been obtained.
The user may refuse consent without losing access to the Service's core features.
Consent may be withdrawn by changing the cookie settings available in the Service or by deleting cookies in the browser's settings.

16.3. Managing cookies

Users can independently:

delete cookies;
block them from being saved;
set up notifications when a cookie is about to be saved;
restrict third-party cookies.

How to manage cookies depends on the browser and device used.

17. Push notifications and PWA

Users can install the Panel as a PWA app and enable browser or push notifications.
Notifications are only sent once the relevant permission has been granted in the browser or the device's system.
Permission can be withdrawn at any time in the browser, operating system, or Panel settings.
To support notifications, technical identifiers of the device, browser, or notification subscription may be processed.

18. Unlawful content

Reports concerning content, documents, or materials stored in Tekomat that, in the reporting party's opinion, are unlawful, can be sent to:
kontakt@tekomat.pl
A report should include:

identification of the content or file;
information allowing it to be located;
an explanation of why the content is considered unlawful;
the reporting party's contact details;
a statement that the information in the report is true and complete to the best of the reporting party's knowledge.

The Controller may secure, block, or remove content if its unlawful nature is obvious or results from a binding order of the competent authority.

19. Changes to the Privacy Policy

The Policy may be amended in the event of:

changes to the law;
changes to the Service's features;
implementation of new technical solutions;
changes to how services are provided;
changes of infrastructure service providers;
the need to clarify the rules of data processing.

The current version of the Policy will be published in the Service together with the date of its last update.
The Controller may also inform account holders of significant changes via the Panel or e-mail.

20. Contact

For matters relating to privacy and data protection, please contact the Controller:
Firma Handlowa "Jaśminowy Butik" Tomasz Prokop
ul. Tadeusza Kościuszki 114
38-300 Gorlice, Poland
Tax ID (NIP): 7382110121
e-mail: kontakt@tekomat.pl

Tekomat Terms of Service

In effect from 2 August 2026

This is an English translation of the Polish-language original for convenience only. In case of any discrepancy, the Polish version is legally binding. See the Polish version.

§1. General provisions

These Terms of Service set out the rules for the provision of electronic services via the Tekomat system, available at tekomat.pl and tekomat.pl/panel.
The Service Provider is:

Firma Handlowa "Jaśminowy Butik" Tomasz Prokop
ul. Tadeusza Kościuszki 114
38-300 Gorlice, Poland
Tax ID (NIP): 7382110121
e-mail: kontakt@tekomat.pl

Tekomat is a web application supporting communication and the exchange of information between accounting offices and the businesses they serve.
These Terms are made available free of charge before an agreement is concluded, in a way that allows them to be saved, reproduced and stored.
Starting to use the service requires reading and accepting these Terms.
The service is intended solely for entrepreneurs and other entities using Tekomat in connection with their professional or business activity.
Tekomat is not a service intended for consumers.

§2. Definitions

Terms used in these Terms of Service mean:

Tekomat or Panel — the web application available at tekomat.pl/panel.
Service — the tekomat.pl website together with the Panel.
Service Provider — Firma Handlowa "Jaśminowy Butik" Tomasz Prokop.
Office — an entrepreneur, in particular an accounting office, who has entered into an agreement with the Service Provider and holds a main account in the Panel.
Company — an entrepreneur or other entity served by the Office, to whom the Office has granted an account or selected Panel features.
Account administrator — a person authorised by the Office to manage its account, users and the companies it serves.
User — any natural person using the Panel under authorisation granted by the Office or a Company.
Account — an individual set of settings, data and permissions assigned to an Office, a Company, or a User.
User content — documents, messages, files, data and other materials entered into the Panel.
Subscription — paid access to the Panel for a chosen period.
Trial period — a free, 30-day period of using the Panel.
Agreement — the agreement for the provision of electronic services concluded between the Service Provider and the Office.
Terms of Service — this document.
Payment operator — PayPro S.A., operator of the Przelewy24 system.

§3. Scope of the service

Tekomat may enable, in particular:
1. communication between the Office and Companies;
2. sending and storing documents;
3. sharing information on taxes, contributions and other settlements;
4. keeping monthly summaries and checklists;
5. sending notifications;
6. sending sales, purchase and other data files;
7. downloading documents individually or in bulk;
8. managing the Office's employee accounts;
9. assigning employees to served Companies;
10. using an internal messenger, planner, calendar or ticketing system;
11. installing the Panel as a PWA app;
12. using browser and push notifications.
The detailed scope of features may depend on the current version of the Panel, the chosen plan, or the stage of rollout of particular modules.
The Service Provider may develop, modify and improve the Panel, provided this does not deprive the Office of the essential features of the paid service.
Tekomat is a tool for communication and data exchange. It is not accounting/financial software and does not provide accounting, tax, legal or HR services.
Information entered by the Office, including amounts of taxes, contributions and other liabilities, comes from the Office. The Service Provider does not verify its substantive correctness.

§4. Technical requirements

Using the Panel requires:
1. a device with internet access;
2. an up-to-date web browser supporting encrypted connections, JavaScript and cookies;
3. an active e-mail address;
4. the ability to receive messages relating to the account;
5. for push notifications — a compatible browser and the relevant permission granted.
The User is required to use legal, up-to-date software and to apply basic device security measures.
Disabling necessary cookies, JavaScript, or other browser features may prevent the Panel from working correctly.
The User bears the costs of internet access and devices.

§5. Account registration

Registering an Office account requires:
1. completing the registration form;
2. providing true and up-to-date data;
3. confirming the e-mail address;
4. accepting these Terms;
5. reviewing the Privacy Policy;
6. entering into a personal data processing agreement.
The person creating the Account declares that:
1. they are authorised to represent the Office or act under valid authorisation;
2. the data provided is true;
3. they will use the Panel in connection with business or professional activity;
4. entering into the Agreement does not infringe the rights of third parties.
One Office should hold one main Account assigned to a given Tax ID (NIP), unless the Service Provider agrees to the creation of an additional Account.
The Service Provider may refuse registration or require additional verification if:
1. the data is incomplete or raises reasonable doubts;
2. an Account with the same Tax ID already exists;
3. a previous Account was removed due to a serious breach of these Terms;
4. registration could threaten the security of the Panel.

§6. User and Company accounts

The Office's account administrator may create employee accounts and accounts for served Companies.
The Office independently decides on:
1. who is granted access;
2. the scope of users' permissions;
3. assigning users to Companies;
4. the data and documents entered;
5. revoking or changing permissions.
The Office is required to promptly revoke access for a person who has lost authorisation to use the Panel.
The Office is responsible for securely handing over login data to its employees and clients.
Each User should use their own Account. Sharing a single Account among several people is not allowed unless the Panel's functionality expressly permits it.
The Office is responsible for actions carried out using accounts created under its main Account, unless such actions resulted solely from circumstances attributable to the Service Provider.

§7. Trial period

A newly registered Office receives 30 days of free access to the Panel.
The trial period begins on the day the Account is activated.
Each Office is entitled to one Trial period, regardless of the number of Accounts, e-mail addresses, or representatives created.
The Service Provider may refuse to grant another Trial period to an entity that has previously used Tekomat.
The Office may purchase a Subscription before the Trial period ends.
If a Subscription is not purchased, access to Panel features may be restricted or blocked once the Trial period ends.
Data remains stored for 30 days after the end of the Trial period. After that, it may be deleted in accordance with §20 of these Terms.

§8. Subscription plans and prices

After the Trial period ends, using the Panel requires purchasing one of the following plans:
1. 1 month — 100 PLN net;
2. 6 months — 500 PLN net;
3. 12 months — 900 PLN net.
VAT is added to prices at the rate applicable on the date of sale, where the Service Provider is required to charge it.
The Subscription provides access for the Office and the Companies it serves without a separate fee per Company, unless the terms of a given plan expressly state otherwise.
The Subscription price may be changed in the future. A price change does not affect a period already paid for.
The new price applies when purchasing the next subscription period.
The Subscription does not renew automatically, unless a separate recurring-payment feature is introduced in the future, to which the Office gives its express consent.

§9. Payments

Payment for the Subscription is made exclusively via the Przelewy24 system.
The payment operator is PayPro S.A., with its registered office at ul. Pastelowa 8, 60-198 Poznań, Poland.
Access to the paid Subscription is activated once Tekomat receives confirmation of successful payment.
The day of payment is considered to be the day the transaction is confirmed by the Payment operator.
If a payment is not completed or is declined, the Subscription will not be activated.
The rules governing the payment transaction itself are also set out in the Payment operator's own terms.
Tekomat does not store online banking login credentials or full payment card data.
In the event of a refund, funds are as a rule returned via the same method used to make the payment, unless this is technically impossible.

§10. Invoices

Invoices are issued based on the data provided by the Office.
The Office is responsible for the correctness of the data needed to issue an invoice.
Invoices may be made available in the Panel or sent to the e-mail address assigned to the Account.
By accepting these Terms, the Office consents to receiving invoices in electronic form.
Correction of the buyer's data may only take place within the limits permitted by law.

§11. Subscription term

The Subscription is valid for the period chosen at payment.
The Subscription period begins at the moment of its activation, unless the Office extends an active Subscription. In that case, the next period begins after the already-paid period ends.
Before the Subscription ends, Tekomat may send a reminder about the option to extend it.
Failure to extend results in restricted or blocked access to the Panel once the paid period ends.
Repurchasing a Subscription within 30 days allows the Account to be reactivated, provided the data has not already been deleted at the Office's request or for security reasons.

§12. User obligations

The User is required to:
1. use the Panel in accordance with the law and these Terms;
2. provide true data;
3. protect their login credentials;
4. promptly report suspicion that an Account has been compromised;
5. respect the rights of third parties;
6. not introduce malicious software;
7. not attempt to bypass security measures;
8. not disrupt the operation of the Panel;
9. not carry out automated downloading or sending of data in a manner not agreed with the Service Provider;
10. not share the Account with unauthorised persons.
It is prohibited to use the Panel to:
1. commit unlawful acts;
2. store unlawful content;
3. infringe copyright, trade secrets, or personal rights;
4. distribute malicious software;
5. send spam;
6. attempt to gain unauthorised access to other users' data;
7. test system vulnerabilities without the Service Provider's written consent;
8. circumvent technical limits and safeguards.
The User may not enter into the Panel personal data whose processing is not needed to carry out the purposes of cooperation between the Office and the Company.

§13. Data and documents

The Office retains rights to the data, documents and messages it enters.
Entering User content does not transfer ownership or copyright to the Service Provider.
The Office grants the Service Provider a limited, non-exclusive and time-bound right to technically process User content solely to the extent necessary to:
1. store it;
2. display it to authorised persons;
3. transmit it;
4. create backup copies;
5. ensure security;
6. perform the Agreement.
The Office is responsible for the legality and correctness of the data and documents entered by itself, its employees, and the Companies it serves.
The Service Provider does not review documents for accounting, tax, legal, or substantive correctness.
Tekomat does not replace the statutory accounting archive of the Office or the Company.
The Office is required to also download and store documents in the manner required by applicable regulations and its own security procedures.
All data is stored on a server located in Poland, at the Artnet data center, which meets applicable legal requirements.
Data is not stored in plain form — it is encrypted using an encryption key.
All files and documents are stored on Microsoft Azure servers in a manner secured against access by unauthorised persons.
Access to files and documents is possible exclusively through the Panel, by authorised Users of the Office and the Company. Each file download request is verified server-side based on the User's permissions, and access to the file itself is granted in the form of a temporary, individually generated and signed link, valid for a limited time, which prevents the file from being downloaded by persons who do not have such a link.
Deleting a document from the Panel results in irreversible loss of access to it via the Panel.
The Service Provider declares that it does not review or become acquainted with the content of the data and documents stored by the Office and Companies in the Panel. Access by the Service Provider's personnel to the data is purely administrative and technical in nature, limited to the extent necessary to maintain, secure, and ensure the proper functioning of the Panel.

§14. Personal data and the data processing agreement

With respect to data relating to the Account, payments, invoices, technical support and security, the Service Provider is the controller of personal data.
With respect to personal data entered into the Panel by the Office, the Office or its relevant client remains the controller, and the Service Provider acts as a processor.
Using the Panel is conditional on entering into a personal data processing agreement.
The Office undertakes to process personal data in accordance with the GDPR and other applicable regulations.
The Office is responsible for fulfilling the rights of individuals whose data it enters into the Panel, subject to the Service Provider's duty to cooperate as set out in the processing agreement.
The Office should inform the Service Provider of any suspected data breach relating to the Panel.

§15. Account security

The User is required to use a strong and unique password.
Login data should not be transmitted in an unsecured manner or stored where it is accessible to unauthorised persons.
The User should log out after finishing work, especially on shared devices.
Suspected unauthorised access should be reported promptly to the Service Provider at kontakt@tekomat.pl.
The Service Provider may temporarily suspend an Account if there is reasonable suspicion that it has been compromised or used for activity threatening security.
Reactivating an Account may require additional identity verification or verification of the right to represent the Office.

§16. Backups

The Service Provider performs technical backups in accordance with adopted security procedures.
Backups primarily serve to restore the operation of the entire system after a failure and do not constitute an individual document-archiving service for the Office.
The Service Provider does not guarantee the ability to restore a single document deleted by a User.
The Office should independently download and keep copies of documents whose loss could have adverse legal, tax, or organisational consequences.
Data deleted from the active system may remain in backups for a maximum of 90 days.

§17. Availability and technical works

The Service Provider takes reasonable steps to ensure the continuous and secure operation of the Panel.
The Service Provider does not guarantee 100% uninterrupted availability of the Panel.
Interruptions may result, among other things, from:
1. maintenance work;
2. updates;
3. infrastructure failures;
4. internet provider issues;
5. force majeure;
6. cyberattacks;
7. the need to remove a security threat.
Planned works that could significantly affect availability will, where possible, be announced in advance.
In emergency situations, works may be carried out without prior notice.
The Service Provider may temporarily restrict selected features where necessary to protect data or resolve a failure.

§18. Unlawful content and reports

Anyone may report content in the Panel that they consider unlawful.
The report should be sent to kontakt@tekomat.pl.
The report should include:
1. precise identification of the content;
2. information allowing it to be located;
3. the reasons why the content is considered unlawful;
4. the reporting party's contact details;
5. a statement as to the truthfulness of the information provided.
The Service Provider may request additional information needed to consider the report.
The Service Provider may block access to or remove content if:
1. its unlawfulness is obvious;
2. it has received a binding order from the competent authority;
3. further storage of the content poses a direct threat to users or the system;
4. the content breaches these Terms.
Where possible, the Service Provider will inform the Office of any restriction applied and its reason, unless disclosing such information is legally prohibited or could hinder proceedings before the competent authority.

§19. Suspension or blocking of an Account

The Service Provider may suspend or block an Account if:
1. the Subscription has expired;
2. the Office breaches these Terms;
3. the Account is used unlawfully;
4. a security threat has occurred;
5. the data provided is untrue;
6. the Office attempts to bypass payment or technical limitations;
7. there is reasonable suspicion the Account has been compromised;
8. continued provision of the service could expose the Service Provider or third parties to harm.
If the breach can be remedied and does not pose a direct threat, the Service Provider may first call on the Office to remedy it within a set deadline.
In the event of a serious threat, the Account may be blocked immediately.
Suspending an Account does not release the Office from the obligation to pay amounts due before the suspension.

§20. Termination of the Agreement and deletion of data

The Office may cancel the service at any time by:
1. using the account deletion feature, if available;
2. sending a message to kontakt@tekomat.pl.
Cancellation does not result in a refund for the unused part of a paid Subscription, unless a refund follows from mandatory law or has been individually agreed with the Service Provider.
The Office may use a paid Subscription until the end of its period, unless it requests immediate deletion of the Account.
The Service Provider may terminate the Agreement with immediate effect in the event of a serious or repeated breach of these Terms.
After the Agreement ends or the Subscription expires:
1. access to the Panel may be blocked;
2. data is stored for 30 days;
3. during this time the Office may request reactivation of the Account or that its data be made available for download;
4. after 30 days, data is deleted from active systems;
5. data may remain in backups for a maximum of 90 days.
Deletion does not cover data the Service Provider must retain under law, in particular accounting and payment documentation and data needed to pursue or defend against claims.
Before the Agreement ends, the Office should download all documents it intends to keep.

§21. Refunds

The Subscription fee relates to the Service Provider's readiness to provide the service for the paid period.
Cancellation by the Office during a paid period is not grounds for a proportional refund of the price.
The Office may apply for a partial refund if, due to circumstances solely attributable to the Service Provider, use of the Panel's core features was impossible for a significant part of the paid period.
The application should include a description of the problem, the period of unavailability, and details allowing the Account to be identified.
Each application is considered individually.

§22. Liability

The Service Provider is liable for non-performance or improper performance of the Agreement on the terms set out by law, subject to the provisions below.
The Service Provider is not liable for:
1. the content and correctness of data entered by the Office or the Company;
2. incorrect amounts of taxes, contributions, and settlements entered into the Panel;
3. the consequences of login details being disclosed to unauthorised persons;
4. the actions of the Office's employees, clients, or other users;
5. data loss caused by the User's actions;
6. the Office's failure to keep its own copy of documents;
7. lack of access resulting from problems with the User's device, browser, internet provider, or infrastructure;
8. delays and failures of third parties beyond the Service Provider's control;
9. events of force majeure;
10. use of Tekomat inconsistent with its intended purpose.
The Service Provider is not liable for lost profits, lost revenue, loss of clients, or other indirect damages, unless the damage was caused intentionally.
Subject to cases where limiting liability is impermissible, the Service Provider's total liability towards the Office for all events related to the Agreement is limited to the sum of net fees paid by the Office over the 12 months preceding the event causing the damage.
These limitations do not apply to damage caused intentionally or to liability that cannot be excluded or limited under mandatory law.
The Office is required to take reasonable steps to limit the extent of any damage.

§23. Complaints

Complaints relating to the operation of the Panel or billing should be sent to kontakt@tekomat.pl.
A complaint should include:
1. the Office's name;
2. the Account's e-mail address;
3. a description of the problem;
4. the date it occurred;
5. the expected resolution;
6. additional information or screenshots, if they may help clarify the matter.
The complaint will be considered within 14 days of receipt.
If considering the complaint requires additional information, the Service Provider may request that it be provided.
The response deadline runs from the day the information necessary to properly examine the matter is received.
The response is sent to the e-mail address assigned to the Account or the address indicated in the complaint.
Complaints relating to the technical handling of a payment transaction may also be directed to the Payment operator.

§24. Confidentiality

The Service Provider undertakes to keep confidential the information obtained in connection with providing the service, except for information:
1. that is publicly available;
2. lawfully obtained from another source;
3. whose disclosure is required by law;
4. whose disclosure is necessary for an authorised subcontractor to perform the Agreement.
Access to data is granted only to those who need it to perform their duties.
The confidentiality obligation continues after the Agreement ends.

§25. Intellectual property rights

Rights to Tekomat, its code, appearance, layout, databases, markings, documentation and materials prepared by the Service Provider belong to the Service Provider or its relevant licensors.
Purchasing a Subscription does not transfer any rights to the Panel.
The Office receives a non-exclusive, non-transferable, and time-limited right to use the Panel in accordance with these Terms.
It is prohibited to:
1. copy the Panel's code;
2. decompile or reverse-engineer its source code, except where expressly permitted by law;
3. resell access;
4. make the Panel available as one's own service without the Service Provider's consent;
5. remove copyright notices.

§26. Changes to the Terms of Service

The Service Provider may amend these Terms in the event of:
1. changes to the law;
2. price changes;
3. the addition or modification of features;
4. changes to payment methods;
5. changes to technical requirements;
6. the need to enhance security;
7. changes to how the service is organised;
8. the need to remove ambiguities or errors.
The Service Provider will inform active Offices of changes significant to them at least 14 days before they take effect, by e-mail or a notice in the Panel.
Changes resulting directly from the law or the need to promptly remove a security threat may take effect on shorter notice.
If the Office does not accept the changes, it may terminate the Agreement before the changes take effect.
Continued use of the Panel after the changes take effect constitutes acceptance of the new version of the Terms.
A change to the Terms does not shorten a Subscription period already paid for.

§27. Communication

The primary means of communication between the Service Provider and the Office is:
1. e-mail;
2. a notice in the Panel;
3. a message sent to kontakt@tekomat.pl.
The Office is required to keep its e-mail address up to date and to regularly check incoming messages.
A message sent to the address assigned to the Account is deemed to have been effectively delivered unless the sender received notice of a permanent delivery failure.

§28. Timeframe for granting access to the Service

Access to the Panel under the Trial Period is activated automatically, immediately after Account registration.
Access to the Panel under a paid Subscription is activated automatically once payment has been credited by the Payment Operator.
If activating access requires additional verification by the Service Provider, access will be activated no later than within 24 business hours of payment being credited or the Agreement being concluded.
The Office is notified of the activation of access by e-mail sent to the address provided at registration.

§29. Right of withdrawal from the Agreement

In accordance with §1(6) of the Terms of Service, Tekomat is a service intended solely for entrepreneurs and is not a service intended for consumers; accordingly, the statutory right of withdrawal from a distance contract referred to in the Polish Act of 30 May 2014 on Consumer Rights generally does not apply.
If the Office is a natural person concluding the Agreement directly in connection with their business activity, but the content of the Agreement indicates that it is not of a professional nature for that person (an entrepreneur with consumer rights within the meaning of Article 7aa of the Act on Consumer Rights), that person has the right to withdraw from the Agreement within 14 days of its conclusion, without giving any reason.
To exercise the right of withdrawal, an unambiguous statement of withdrawal from the Agreement must be sent to kontakt@tekomat.pl or to the Service Provider's registered address indicated in §1. Sending the statement before the deadline is sufficient to meet it.
In the event of withdrawal from the Agreement, the Service Provider shall refund the payment received without undue delay, and in any event no later than 14 days from the day on which it was informed of the decision to withdraw, using the same means of payment as used in the original transaction, unless otherwise agreed.
If use of the Panel began — at the express request of the entitled person — before the withdrawal period expired, that person may be charged an amount proportional to the scope of services provided up to the moment of withdrawal.
The right of withdrawal does not apply to the extent that the digital service has been fully performed with the entitled person's express prior consent, having been informed before the service began that they would lose their right of withdrawal upon full performance.

§30. Final provisions

Polish law applies to the Agreement.
In matters not regulated herein, the following in particular apply:
1. the Polish Civil Code;
2. the Act on the Provision of Electronic Services;
3. the Electronic Communications Law Act;
4. the GDPR;
5. the Personal Data Protection Act;
6. the Digital Services Act.
Disputes arising from the Agreement will first be resolved amicably.
If an amicable resolution is not possible, the competent court will be the court with jurisdiction over the Service Provider's registered office, unless mandatory law provides otherwise.
The invalidity of one provision of these Terms does not render the remaining provisions invalid.
The current Terms of Service are available free of charge in the Service.
These Terms apply from 2 August 2026.