Terms of Service

1. General provisions

The service provider is [company name], registered at [address], entered in [CEIDG / KRS under no. …], tax ID (NIP) [number], e-mail: [contact address] (the “Provider”).

These Terms are the terms referred to in Article 8 of the Polish Act of 18 July 2002 on Providing Services by Electronic Means. They are made available free of charge before the contract is concluded, in a form that can be downloaded and saved.

The service is intended for businesses. It is not offered to consumers within the meaning of Article 22¹ of the Polish Civil Code.

2. Definitions

• Service — the CNC Optima web application, including the OperatorAI assistant.
• Customer — a business that has entered into a contract with the Provider for use of the Service; in the Service it appears as a company (organisation).
• User — a natural person with an account in the Service acting on behalf of a Customer, including a person invited to a company.
• Plan — a package of Service features and limits described in the price list.
• Customer Data — content and data entered into the Service by the Customer and its Users, including client data, quotes, orders, attachments and e-mail messages.

3. Scope of services

The Service provides, among other things:

• creating and storing quotes, orders, projects and a client database;
• exporting quotes to PDF;
• retrieving company details from the Polish REGON registry (GUS) by tax ID;
• managing a team and its permissions;
• the OperatorAI assistant, which at a User’s request searches data, drafts quotes and saves changes;
• an inbox for requests for quotation sent by e-mail.

The exact scope of features depends on the selected Plan.

4. Technical requirements

Using the Service requires a device with internet access, an up-to-date version of Chrome, Edge, Firefox or Safari with JavaScript and cookies enabled, and an active e-mail address.

Using the internet carries risks typical of networks (e.g. malware, interception of data). The Provider encrypts connections and applies the other measures described in the Privacy Policy.

5. Account and conclusion of the contract

The contract for services is concluded when an account is created and these Terms are accepted. A User who creates a company in the Service represents that they are authorised to act on behalf of the Customer.

Users are responsible for keeping their password confidential and for actions taken from their account. Any suspected unauthorised access must be reported to the Provider without delay.

The company owner decides whom to invite and which permissions to grant.

6. Plans, payments and trial

Prices of Plans, extra seats and OperatorAI packs are shown in the price list as net amounts, to which VAT is added.

Payments are handled by Stripe. A subscription renews automatically for the next billing period (monthly or annual) until the Customer cancels it. Cancellation takes effect at the end of the paid period.

A trial, where available, lasts for the period shown when it starts. When it ends, the company moves to the free Plan unless the Customer chooses a paid Plan.

OperatorAI turn packs are valid for 12 months from purchase. Unused turns are not refunded.

VAT invoices are issued in accordance with applicable law, including through the Polish National e-Invoicing System (KSeF) where required. [To be completed once invoicing is integrated.]

7. OperatorAI

OperatorAI is an assistant based on an artificial intelligence model. Users interact with an AI system, not with a human.

Answers and drafts prepared by OperatorAI may contain errors. Users verify quotes, prices and technical parameters before passing them on to a client. Deleting data and changing company details require the User’s confirmation.

The number of OperatorAI turns per billing period depends on the Plan and purchased packs.

8. Acceptable use

Customers and Users shall use the Service lawfully and in accordance with these Terms. In particular, it is prohibited to:

• enter unlawful content or content that infringes third-party rights;
• attempt to access data of other companies;
• load the Service in a way that disrupts its operation, including automated data extraction without the Provider’s consent;
• share an account with third parties.

If these rules are breached, the Provider may suspend access to the account or company and will inform the Customer.

9. Customer Data and data processing

Customer Data belongs to the Customer. The Provider processes it solely to provide the services.

For personal data contained in Customer Data (e.g. client contact persons, senders of e-mail messages), the Customer is the controller and the Provider is the processor. The terms of processing are set out in the data processing agreement annexed to these Terms. [Annex in preparation.]

The Customer may delete its company at any time in the organisation settings. Deleting a company removes Customer Data from the Service; backups are overwritten on the cycle described in the Privacy Policy.

10. Availability and liability

The Provider endeavours to keep the Service running without interruption but does not guarantee constant availability. Planned maintenance is announced in advance where possible.

The Provider is not liable for business decisions taken on the basis of the Service’s calculations or OperatorAI answers, including prices passed on to clients.

The Provider’s liability towards the Customer is limited to actual loss and to the fees paid by the Customer in the preceding 12 months. This limitation does not apply to damage caused intentionally.

11. Complaints

Complaints about the Service can be sent to [e-mail address]. A complaint should include the company name, the account e-mail address and a description of the problem.

The Provider handles a complaint within 14 days of receipt and replies to the e-mail address it was sent from.

12. Sole traders with consumer rights

A natural person running a sole proprietorship for whom the contract is not of a professional nature (Article 385⁵ of the Polish Civil Code) enjoys the protection provided by that article, including the right to withdraw from the contract within 14 days of its conclusion. Provisions of these Terms contrary to that protection do not apply to them.

13. Termination

The Customer may stop using the Service at any time by cancelling the subscription and deleting the company. A User may delete their account at any time in profile settings (Account, Delete account). A company owner first transfers ownership to someone else or deletes the company.

The Provider may terminate the contract with 30 days’ notice, or without notice in the event of a material breach of these Terms.

14. Changes to the Terms

The Provider may change these Terms for important reasons, in particular changes in law, scope of services or prices. It will notify Customers by e-mail at least 14 days before the change takes effect. A Customer who does not accept the change may terminate the contract before that date.

15. Final provisions

The contract is governed by Polish law. Disputes are resolved by the court competent for the Provider’s registered office, subject to the provisions protecting sole traders with consumer rights.

The Privacy Policy forms an integral part of these Terms.

These Terms are available in Polish and English. The Polish version is binding; the English version is a translation, and in the event of any discrepancy the Polish version prevails.