Terms of service (Regulamin)

1. Definitions

In these terms the following words mean:

• Provider: Dmytro Sarbash, ul. Ostródzka 13A/1, 03-289 Warszawa, NIP 5214079906;
• Service: the legalizehub.pl website and the LegalizeHub system, that is, a CRM-type web application made available by the Provider;
• Firm: a business that has concluded an agreement with the Provider for the use of the Service;
• User: a person to whom the Firm has given access to an account in the Service, for example an employee of the Firm;
• Firm’s Client: a person whose matters the Firm handles and whose data the Firm enters into the Service;
• Portal: the part of the Service in which a Firm’s Client can view their documents, family details and case status and upload files;
• Plan: a variant of the service with set limits and a fee, described in section 5;
• Agreement: the agreement for the use of the Service concluded on the terms of this document.

2. Scope of the service

The Provider makes available to the Firm, through a web browser, a CRM system for running matters connected with the legalization of foreigners’ stay. The system also works on a phone screen and needs no installation. Under every Plan the Firm has all the functions of the Service; Plans differ only in limits and file storage. The functions include:

• the client card: data, documents with expiry dates, family and children, history of actions;
• clients’ cases with stages and statuses matched to the type of case, as well as leads and a kanban board;
• questionnaires that the client fills in through a link in Russian, Ukrainian, Polish or English, and the client Portal;
• payment plans, a record of payments and online payments through the operator Tpay;
• tasks and reminders about expiring document and case deadlines, and a calendar;
• messages to clients through Telegram and e-mail;
• a dashboard, reports, export to Excel and import of clients from Excel;
• roles (administrator, employee), several users and a log of actions;
• the Firm’s logo and colours and an interface in four languages.

3. Nature of the service

The Service is an organizational tool. The Provider does not give legal advice, does not represent the Firms’ Clients before authorities, does not file applications on their behalf and is not responsible for the content or outcome of matters handled by the Firm.

Deadline reminders in the Service support the Firm’s work but do not relieve it of the duty to keep track of deadlines itself.

4. Concluding the agreement and the free period

A request sent through the form on the website is not an offer and does not conclude an agreement. Before the Agreement is concluded, the Provider sends the Firm a link to these terms, and the Firm confirms that it accepts them in a message (by e-mail or in a messenger). The Agreement is concluded at the moment of that confirmation, after the Firm and the Provider have agreed on the chosen Plan (by e-mail, in a messenger or by phone).

The Firm’s account is created by the Provider. The Firm receives administrator access and adds further Users within the limit of the Plan.

The first month from the creation of the account is free and covers all the functions of the chosen Plan. During that time the Firm can withdraw at no cost. After the free period the Agreement continues, and the Firm must pay as set out in sections 5 and 6 unless it gives notice of withdrawal before the period ends.

If the Agreement is concluded by an individual running a sole proprietorship and the Agreement is not of a professional nature for that person, in particular in view of the subject of their business activity as shown in the CEIDG register, that person is entitled to the protection that the Civil Code and the consumer rights act give to consumers, including the right to withdraw, within 14 days and without giving a reason, from a contract concluded at a distance. In that case these terms apply to the extent that they do not infringe those rules.

5. Plans and limits

The available Plans, their limits and fees (net amounts in Polish zloty; VAT is added to the prices at the rate required by law) are as follows. Current prices and limits are also shown on the pricing page.

• Solo: number of users: up to 1, number of clients: up to 50, file storage: 5 GB; fee: 199 zł net per month, 149 zł net per month when the year is paid in advance.
• Start: number of users: up to 2, number of clients: up to 100, file storage: 5 GB; fee: 399 zł net per month, 299 zł net per month when the year is paid in advance.
• Pro: number of users: up to 5, number of clients: up to 500, file storage: 20 GB; fee: 749 zł net per month, 562 zł net per month when the year is paid in advance.
• Agency: number of users: up to 15, number of clients: up to 2000, file storage: 100 GB; fee: 1499 zł net per month, 1124 zł net per month when the year is paid in advance.

6. Billing

Fees are charged for monthly periods or, at the Firm’s choice, for yearly periods, in advance. When the year is paid in advance, the price reduced by 25% shown in section 5 applies.

The Provider issues a VAT invoice for each billing period and sends it by e-mail. The payment due date is shown on the invoice.

Plan limits are fixed: the Service does not allow the number of users or clients set by the Plan to be exceeded, and there is no separate charge for additional users. If the Plan limits are not enough for the Firm, it can move to a higher Plan on request, from the next billing period or from another date agreed with the Provider.

If a payment does not arrive on time, the Provider may, after a demand for payment and the lapse of 7 days, suspend access to the Firm’s accounts. Suspension does not delete data, and access is restored once the amount due has been paid.

7. Obligations of the Firm

The Firm undertakes in particular to:

• use the Service in accordance with the law and these terms, not share passwords with unauthorized persons and be responsible for the actions of its Users;
• comply with the GDPR (RODO) as the controller of its clients’ data: have a legal basis for processing, meet the information duties towards the Firm’s Clients and enter into the Service only the data it needs;
• not enter unlawful content and not use the Service for actions that break the law or threaten the security of the Service, in particular not try to gain access to the data of other firms;
• be responsible for the accuracy of the data and deadlines in the matters it handles;
• report to the Provider without delay any suspected unauthorized access to an account.

8. Entrusting the processing of data (Article 28 GDPR)

For the personal data of the Firms’ Clients and other data that the Firm or its Users enter into the Service, the Firm is the controller and the Provider is the processor. The controller of Users’ account, sign-in and security data is the Provider (see the Privacy policy). The provisions of this section are a data processing agreement within the meaning of Article 28 GDPR (RODO); at the Firm’s request the Provider will sign a separate agreement with the same content.

The subject of the processing is storing the data in the Service and giving access to it in order to provide the service, for the duration of the Agreement. The scope of the data and the categories of persons follow from how the Firm uses the Service; they include in particular identification and contact details and data about the Firm’s Clients’ documents, family, cases and payments.

The Provider undertakes in particular to:

• process the data only on the Firm’s documented instructions, which are the Agreement and the Firm’s use of the functions of the Service;
• ensure that persons authorized to process the data have committed themselves to confidentiality;
• apply technical and organizational measures appropriate to the risk (Article 32 GDPR), including separation of the data of individual firms, access control and encrypted transmission of data;
• access the Firm’s data only to the extent needed for technical support and at its request, unless access is needed to fix a fault or to secure the Service;
• use only the sub-processors named in the Privacy policy (among them Supabase, Vercel, Resend); the Firm gives general consent to this, and the Provider will tell the Firm of any intention to add or replace such a sub-processor, and the Firm may object to the change by terminating the Agreement;
• help the Firm to respond to requests from data subjects and to meet its obligations under Articles 32 to 36 GDPR;
• notify the Firm of a personal data breach without undue delay after becoming aware of it;
• when the service ends, delete the data or return it to the Firm as set out in section 11, and make available the information needed to show compliance with Article 28 GDPR, including allowing an audit to a reasonable extent.

9. Availability and support

To use the Service you need a device with internet access and a current web browser.

The Provider makes an effort to keep the Service running without interruption but does not guarantee constant availability and does not commit to a particular service level (SLA). Interruptions may result from maintenance, faults or the actions of external providers. The Provider tries to carry out planned work outside working hours and to tell the Firms about it in advance.

Support is provided directly by the Provider, in Polish, Ukrainian or Russian, on working days, through the channels shown on the website.

Using services provided by electronic means involves typical risks, in particular malicious software, phishing and unauthorized access to an account (Article 6 of the Act on the provision of services by electronic means). The Firm should use up-to-date software and strong, unique passwords and should not share them with unauthorized persons.

10. Complaints

Complaints about how the Service works can be sent by e-mail to info@legalizehub.pl, describing the problem and giving the Firm’s details. The Provider replies to a complaint within 14 days of receiving it.

11. Termination and export of data

The Agreement is concluded for an indefinite period. During the free period the Firm can withdraw at any time. After it ends, the Firm can terminate the Agreement by e-mail with effect from the end of the current billing period; the fee for a period that has begun is not refunded.

The Provider can terminate the Agreement on 30 days’ notice, and without notice if the Firm grossly breaches these terms or is in arrears despite a demand for payment with a 7-day deadline.

The Firm can at any time export, by itself, the list of its clients with the data from the client cards to an Excel file using the export function in the Service. The Provider hands over the Firm’s other data and files at its request, in an agreed form, until the data is deleted.

The Provider deletes the Firm’s data from the Service no later than 30 days after the Agreement ends or within 30 days of the Firm’s earlier request, whichever comes first, and confirms this to the Firm. Deletion does not cover data that the Provider must keep under the law, for example accounting documents.

12. Liability

The Provider is liable for non-performance or improper performance of the Agreement on general principles, subject to the limitations below and within the bounds permitted by law.

The Provider’s total liability to the Firm under the Agreement, whatever its basis, is limited to the amount of the fees paid by the Firm in the 12 months before the event from which the damage arose. The Provider is not liable for lost profits or indirect damage. These limitations do not apply to damage caused intentionally.

The Provider is not liable for the consequences of missed deadlines in matters handled by the Firm, for the content or outcome of those matters, for the decisions of authorities, or for interruptions and errors of external services (for example the payment operator, a messenger or e-mail) over which it has no influence.

13. Changes to these terms

The Provider may change these terms for important reasons, in particular when the functions of the Service, the providers, the law or the price list change. It informs the Firms of a change by e-mail at least 14 days before the new version takes effect.

If the Firm does not accept the change, it can terminate the Agreement before it takes effect, with effect from the day before the changes take effect; otherwise the new version binds the Firm from the date it takes effect. A change of prices does not apply to a billing period that has already been paid.

14. Governing law and disputes

The Agreement is governed by Polish law. Disputes arising from the Agreement are decided by the court competent for the Provider’s registered seat. The Polish version of the terms is binding; versions in other languages are translations provided for convenience.

15. Contact

Provider: Dmytro Sarbash, ul. Ostródzka 13A/1, 03-289 Warszawa, NIP 5214079906. E-mail: info@legalizehub.pl. Further contact channels are shown in the footer of the website.