KaiLedger Terms of Service

1. These terms (“Terms”) set out the rules for providing the KaiLedger service electronically, and are the terms and conditions within the meaning of Article 8 of the Polish Act of 18 July 2002 on providing services by electronic means.

2. The service is provided by [Operator: company name, legal form, registered address, NIP, REGON, KRS number, registry court, share capital] (the “Operator”). Contact: [email address], [postal address].

3. The service is intended exclusively for businesses and for use in their business activity (B2B). It is not offered to consumers. Consumer protection law, including the Polish Consumer Rights Act of 30 May 2014, does not apply. [To verify: how Article 385⁵ of the Civil Code and Article 7aa of the Consumer Rights Act apply to sole traders — the service is professional in nature for the Customer because it is used to run its stores.]

4. By accepting the Terms when creating an account, the person acting for the Customer confirms that they are authorised to conclude the agreement on its behalf.

• Customer — a business (a sole trader, a legal person or an organisational unit) that has concluded the Agreement with the Operator.
• Agreement — the agreement for the Service on the terms of these Terms, the Price List and the Data Processing Agreement.
• Service — access to the KaiLedger web application for financial analysis of the Customer's stores (cash forecast, store P&L, alerts, franchisor reports, the “Ask” assistant).
• Account — a separate space in the Service assigned to the Customer's company, containing only that company's data.
• User — a natural person given access to the Account by the Customer (e.g. owner, accountant, store manager).
• Store — a Customer's point of sale configured in the Account.
• Active store — a Store switched on in the Account settings during a given billing period.
• First payment — the fee for the first month, charged when the Account is created; the second month is free.
• Read-only mode — a state of the Account in which data can be viewed and exported, but no new data can be added and integrations do not fetch data.
• Customer Data — data entered into the Service by the Customer or fetched on its instruction (bank statements, KSeF invoices, sales, staff data and working hours).

1. The Operator provides the features described on the Service website, in particular: import of bank statements (MT940), read-only download of purchase invoices from the Polish National e-Invoicing System (KSeF), import of sales (Loyverse or CSV file), working hours and labour cost, cash forecast, store P&L net of VAT, alerts, franchisor reports and the optional AI assistant “Ask”.

2. The Service does not issue invoices, does not send documents to KSeF, does not order payments and does not perform any operations on the Customer's bank account.

3. The Service is a management tool. It is not bookkeeping, tax, legal or investment advice and does not replace an accounting firm. Results depend on the completeness and accuracy of the source data supplied by the Customer or external systems.

4. Answers of the “Ask” assistant are generated automatically by a language model and may contain errors. The Customer should verify them before making decisions. The Customer may switch the assistant off in the Account settings.

5. The Operator may develop and change features of the Service, provided this does not materially reduce the core functionality described in paragraph 1.

1. To use the Service you need a device with Internet access, an up-to-date browser (Chrome, Edge, Firefox or Safari in a version supported by its vendor) with JavaScript and the cookies strictly necessary for the Service enabled, and an active email address.

2. To fetch invoices from KSeF you need a KSeF token or other KSeF credential with permission to read invoices, generated by the Customer.

3. Specific risks of using electronic services include phishing, malware and email account takeover. The Customer should protect Users' mailboxes, because sign-in uses a link sent by email.

1. The Agreement is concluded when the Account is created and the Terms and the Data Processing Agreement are accepted. It is concluded for an indefinite period.

2. The Customer provides true company details (name, NIP, address) and keeps them up to date.

3. The Customer manages Users and their permissions, is responsible for Users' actions as for its own, and promptly removes access for anyone who should no longer have it.

4. It is prohibited to provide unlawful content, attempt to bypass security, access other customers' data, load the Service in a way that disrupts it, or resell the Service without the Operator's consent.

1. When creating the Account the Customer gives a payment card and Stripe charges the First payment for the number of Stores the Customer states. The next payment is charged 60 days later (the second month is free), then every 30 days.

2. The free second month is available once per Customer (NIP).

3. Money-back guarantee: within 30 days of the First payment the Customer may ask for it to be refunded in full, without giving a reason. After the refund the Account switches to Read-only mode and the Customer Data is kept for 30 more days (for export), then deleted.

4. Until the First payment the Account is in Read-only mode.

1. The fee is 200 zł gross per Active store per billing period (30 days). Where the Service is sold by an entity established outside Poland, no VAT is added and the Customer accounts for the VAT (reverse charge, Article 28b of the Polish VAT Act); where it is sold by a Polish entity, the fee includes 23% VAT (162.60 zł net + 37.40 zł VAT). The seller is named on the /pricing page (the “Price List”) and on every payment confirmation. The “Ask” assistant includes a monthly allowance worth 50 zł; the Customer may buy extra packs (50 zł gross).

2. The fee is charged in advance for the billing period, for the number of Active stores before it starts. A change in the number of Stores applies from the next payment, without pro-rating.

3. Payments are handled by Stripe only: by payment card (Visa, Mastercard, also Apple Pay and Google Pay), saved for recurring payments, and by BLIK for one-off payments (assistant packs, an overdue payment). Card details are processed by Stripe and do not reach the Operator. The Customer can change the card, download payment receipts and cancel in Stripe’s portal, reached from Settings → Billing.

4. The invoice for every payment is issued by the seller: when sold by a foreign entity, an invoice marked “reverse charge” sent by Stripe; when sold by a Polish entity, a VAT invoice issued outside the KaiLedger application in accordance with applicable law (including via KSeF where applicable). The Customer accepts electronic invoices and gives its company's NIP when signing up.

5. If a payment is overdue, the Operator shows a reminder in the Account for 7 days. After that, the Account switches to Read-only mode until the overdue payment is received. The Operator does not delete Customer Data because of non-payment, and data export remains available.

6. The Operator may change the Price List by notifying the Customer by email at least 30 days before the change. A Customer who does not accept the change may terminate the Agreement before it takes effect.

7. Cancelling takes effect at the end of the paid period; until then the Account works as usual, then it switches to Read-only mode. Apart from the guarantee in §6(3), fees for a started billing period are not refundable, unless the Service was unavailable for reasons attributable to the Operator for a material part of that period.

1. The Operator makes reasonable efforts to keep the Service available around the clock, except for maintenance, which it announces in the Service or by email where possible. No specific availability level (SLA) is guaranteed unless agreed separately.

2. Availability of integrations (bank, KSeF, Loyverse, time-clock systems) depends on their providers, for whom the Operator is not responsible.

3. Support is provided by email at [support email address] on business days.

1. Customer Data belongs to the Customer. The Operator uses it only to provide the Service.

2. For personal data contained in Customer Data (e.g. staff and supplier data), the Customer is the controller and the Operator is the processor. Processing is governed by the Data Processing Agreement at /legal/dpa, which forms part of the Agreement.

3. How the Operator processes Users' personal data as a controller (account, sign-in, billing) is described in the Privacy Policy (/legal/privacy).

4. Each Customer's data is isolated from other customers' data. The Operator applies the security measures described in the Data Processing Agreement.

5. The Customer may export its data at any time, including in Read-only mode.

6. The Operator may create anonymised, aggregated usage statistics, which do not identify the Customer or any person, to maintain and improve the Service.

1. The Operator is liable for non-performance or improper performance of the Agreement under general rules, subject to the limits in this section.

2. The Operator is not liable for: (a) business, tax and financial decisions made by the Customer based on data in the Service; (b) errors or gaps in source data (statements, invoices, sales, working hours); (c) outages of external systems, including KSeF, banks and till systems; (d) consequences of the Customer or Users giving Account access to unauthorised persons.

3. The Operator's liability is limited to actual loss (excluding lost profits), and its total amount on all grounds does not exceed the fees paid by the Customer in the 12 months before the event causing the damage.

4. These limits do not apply to damage caused intentionally (Article 473 § 2 of the Polish Civil Code) or to liability that cannot be excluded or limited under mandatory law, including Article 82 GDPR to the extent it applies.

1. Complaints about the Service can be sent by email to [complaints email address] or in writing to the Operator's address.

2. A complaint should include the Customer's name, the User's email address and a description of the problem.

3. The Operator handles a complaint within 14 days of receipt and replies by email.

1. The Customer may terminate the Agreement at any time in the Account settings or by email, with no notice period. The Agreement ends at the end of the paid billing period.

2. The Operator may terminate the Agreement with 30 days' notice, or without notice in case of a serious breach of the Terms by the Customer (e.g. attempting to access other customers' data).

3. On the Customer's request, the Operator deletes the Account and Customer Data after a 30-day grace period from the request. During the grace period the Customer may withdraw the request. Backups are overwritten within a further [30] days.

4. If the Agreement ends without a deletion request, the Account stays in Read-only mode and data can be exported. The Operator deletes the data no earlier than [12 months] after the Agreement ends, after notifying the Customer by email at least 30 days in advance. [For the Operator and lawyer to decide.]

5. The Operator keeps the Customer's billing records (invoices, payments) for the period required by tax and accounting law.

1. The Operator may change the Terms for important reasons (change of law, change of the Service, security), notifying the Customer by email and in the Service at least 14 days before the changes take effect.

2. A Customer who does not accept the changes may terminate the Agreement before they take effect.

3. Each version of the Terms has a version label and date. The Service records which version the Customer accepted.

1. The Agreement is governed by Polish law.

2. Disputes arising from the Agreement are resolved by the common court competent for the Operator's registered office.

3. In case of any discrepancy between the Polish and English versions of the Terms, the Polish version prevails.

4. If any provision of the Terms is found invalid, the remaining provisions remain in force.