Terms of Service for Planopia.pl

Version 1.2 - effective from March 19, 2026

1. General Provisions

1.1. These Terms of Service define the rules for providing services by ML Devworks Michał Lipka with its registered office at Rynek Główny 34 lok. 15, 31-010 Kraków, Poland, Tax ID: 6762707876 (hereinafter: "Service Provider") through the Planopia.pl platform.

1.2. The Service Provider offers access to the Planopia.pl web application for time tracking, leave management, work schedules, task boards, and team communication (hereinafter: "Service").

1.3. Using the Service is equivalent to accepting these Terms of Service.

2. Definitions

2.1. Service Provider - ML Devworks Michał Lipka, provider of the Service.

2.2. Client - a legal entity, organizational unit without legal personality, or a natural person conducting business activity who uses the Service.

2.3. Account - the Client's account in the Planopia.pl system.

2.4. User - a person authorized by the Client to use the Service.

3. Account Types and Usage Rules

3.1. The Service Provider makes available, among others, the following commercial options:

- Trial period: for 30 days from Account creation (first month), the Client may use the Service without charge, for up to 5 Users, with the full functionality of the Service, subject to any limits on optional features (including AI Assistant message limits) specified in the Service interface or pricing.

- Paid plans: after the trial period ends, continued use of the Service requires selecting a paid subscription plan in accordance with the current pricing; paid plans include, among other things, a higher number of Users and additional features (details in pricing).

3.2. The Client is responsible for:

- maintaining confidentiality of Account access credentials

- actions of all Users using the Account

- compliance of Service usage with applicable law

3.3. The Service Provider reserves the right to suspend or block access to the Service in case of violation of the Terms.

4. Payments and Invoicing

4.1. During the trial period referred to in section 3.1, no fees are charged for basic access to the Service within the terms of that period.

4.2. After the trial period ends, fees for using the Service are charged according to the selected paid plan and current pricing, if the Client continues to use the Service.

4.3. The Service Provider issues invoices in accordance with applicable law. Currently, the Service Provider is exempt from VAT obligations under Article 113(1) of the VAT Act (exemption for small taxpayers at the beginning of business activity).

4.4. In case of non-payment for a paid plan, access may be suspended.

5. Liability

5.1. The Service is provided in accordance with industry best practices. The Service Provider strives to ensure high availability of the Service; however, it does not guarantee uninterrupted availability due to possible technical failures, maintenance activities, and external factors beyond the Service Provider's control.

5.2. The Service does not constitute a payroll or HR system, nor a tool ensuring compliance with labor, tax, or insurance regulations. The Service Provider does not provide legal or HR advice.

5.3. The Client bears full responsibility for:

- compliance of time tracking and leave management with labor law regulations

- providing data and reports to supervisory authorities, including Labor Inspectorate

- archiving employee documentation as required by law, regardless of Service usage

5.4. The Service Provider is not liable for:

- losses resulting from improper use of the Service

- decisions made based on data from the Service

- Client's hardware or network failures

5.5. The Service Provider's liability is limited to the amount of fees paid by the Client in the 12 months preceding the event. During the trial period (with no subscription fees charged for that period), the Service Provider's liability is excluded to the maximum extent permitted, and in any case limited to $0.

6. Personal Data Protection

6.1. Personal data processing is carried out in accordance with the Privacy Policy and Data Processing Agreement (DPA).

6.2. The Client is the data controller for their employees' personal data.

6.3. The Service Provider is a data processor processing personal data on behalf of the Client.

6a. Data Processing Agreement (DPA)

6a.1. Upon adding the first employee (user) to the Client's Account, a data processing agreement (DPA) is automatically concluded between the Client and the Service Provider.

6a.2. The DPA content is available at: https://planopia.pl/en/dpa

6a.3. Adding the first employee is equivalent to the Client's acceptance of the DPA terms.

7. Intellectual Property

7.1. All copyrights and intellectual property rights to the Service belong to the Service Provider.

7.2. The Client receives the right to use the Service for the duration of the subscription.

7.3. Copying, modifying, or distributing the Service without the Service Provider's consent is prohibited.

8. Contract Termination

8.1. The Client may terminate the use of the Service at any time by deleting the Account.

8.2. The Service Provider may terminate the contract with 30 days' notice only in the following cases:

- Violation of the Terms by the Client

- Non-payment for a paid plan despite a payment request

- Client's actions threatening the security or stability of the Service

- Legal requirements or government orders

8.3. After contract termination, Client data will be deleted or anonymized within 30 days of termination, except for data required to be retained by law (e.g., tax regulations).

9. Final Provisions

9.1. The Service Provider reserves the right to change the Terms. The Client will be notified of changes. Changes to the Terms requiring continued use of the Service are subject to re-acceptance by the Client in the application.

9.2. Polish law applies to matters not regulated by the Terms.

9.3. All disputes will be resolved by the court competent for the Service Provider's registered office.

9.4. Contact: office@ml-devworks.com

10. Complaints

10.1. Complaints regarding the Service (including payments and access to the application) may be submitted by email to: office@ml-devworks.com. Please mark the message as a “Planopia complaint” and include information that allows us to identify the Account.

10.2. A complaint should be filed within a reasonable time after the circumstances arise, and in any case not later than 14 days from the day the entitled party became aware of the grounds for the complaint, where applicable under mandatory consumer protection rules.

10.3. The Service Provider will handle the complaint within 14 days of receiving it (incoming message at the email address above) and will reply to the email used for the complaint unless the complainant specifies otherwise.

10.4. Additional information about the complaints procedure is available at: https://planopia.pl/en/complaints

Last updated: March 19, 2026