Toolero Terms of Service

Service Provider - Devmade Michał Piotrowicz, ul. Malwowa 21/2, 62-051 Wiry, Poland, NIP: 5993150077, REGON: 381527338, email: kontakt@toolero.pl, registered in the Central Register of Economic Activity (CEIDG), operating the Toolero service.

User - natural or legal person using the Service.

Service - tool and equipment management system available within Toolero.

Account - individual User account in the service.

Tenant - company/organization registered in the service.

• Toolero enables management of tools and company equipment, including inventory, rentals, and QR code generation.

• Use of the Service requires acceptance of these Terms.

• The Service is intended for businesses (B2B).

• Technical requirements: web browser with JavaScript support (Chrome, Firefox, Safari, Edge - current version), stable internet connection, minimum screen resolution 1024×768.

• User is prohibited from providing unlawful content.

• Registration requires providing accurate company information.

• User is responsible for confidentiality of login credentials.

• One company account (Tenant) can have multiple users.

• Service Provider may block accounts for Terms violations.

• Service includes: tool inventory, rental management, QR code generation, reports.

• Feature availability depends on selected pricing plan.

• Service Provider reserves the right to modify features with 30-day notice.

• Invoicing module enables issuing VAT invoices and submitting them to the National e-Invoice System (KSeF).

• Fees are charged according to selected pricing plan.

• Prices are in PLN, excluding VAT.

• Payments are made in advance for billing period.

• Non-payment may result in Service suspension.

• New Users may use a free trial period. After expiry, a paid plan must be selected. Trial details are available on the pricing page.

• Service Provider is not liable for data entered by User.

• Service Provider makes efforts for uninterrupted Service but does not guarantee 100% availability.

• Service Provider liability is limited to fees paid by the User in the last 6 months.

• The Service enables issuing and sending invoices to the National e-Invoice System (KSeF) but does not constitute an accounting document archiving system within the meaning of Art. 112 of the Polish VAT Act. Structured invoices are stored by KSeF for 10 years pursuant to Art. 106nc(7) of the VAT Act. The User should ensure independent access to the KSeF portal to fulfill archiving obligations.

• Service Provider is not liable for indirect damages, lost profits, data loss, revenue loss, or damages resulting from interruptions to the User's business, regardless of the legal basis of the claim.

• Service Provider is not liable for failure to perform or improper performance of the Service caused by force majeure. Force majeure includes external, extraordinary and unavoidable events, in particular: natural disasters, acts of war, terrorism, epidemics, pandemics, strikes, failures of telecommunications or energy infrastructure beyond Service Provider's control, cyberattacks (including DDoS), decisions of public authorities, changes in law, and failures of cloud service providers.

• The Service is provided "as is" and "as available." Service Provider makes no warranties, express or implied, including but not limited to fitness for a particular purpose, uninterrupted operation, absence of errors, or accuracy and completeness of results generated by the Service.

• User is responsible for the accuracy, completeness and legality of data entered into the Service. Service Provider does not verify User content. User bears sole responsibility for maintaining independent backups of their data.

• Service Provider is not liable for the operation of third-party services used by the Service, including: the National e-Invoice System (KSeF), social login providers (Google, Apple), hosting and cloud infrastructure providers, and email service providers.

• User agrees to indemnify and hold Service Provider harmless from any third-party claims arising from: (a) User's violation of these Terms, (b) violation of third-party rights including data protection rights, (c) unlawful content entered into the Service, (d) use of the Service contrary to its intended purpose. User shall cover all costs of Service Provider's legal defense.

• The Service provides VAT invoice issuing and KSeF submission functionality solely as a technical tool. Service Provider does not provide tax, accounting or legal advisory services. User bears sole responsibility for the accuracy of invoice data, correct VAT rates, and compliance with tax regulations.

• In the event of a personal data breach, Service Provider's liability is limited to actions required by Art. 33 and 34 GDPR. Service Provider is not liable for breaches resulting from User's actions or omissions, use of weak passwords, or sharing login credentials with third parties.

• Service Provider reserves the right to discontinue the Service for any reason with 90-day notice. In such case, Service Provider will enable data export and refund the proportional fee for the unused billing period.

• Complaints regarding the Service can be submitted to: kontakt@toolero.pl.

• A complaint should include: User details, description of the issue, and expected resolution.

• Service Provider will process the complaint within 14 business days of receipt.

• Response will be sent to User's email address.

This Section 8 constitutes the data processing agreement within the meaning of Art. 28 GDPR. User's acceptance of the Terms of Service constitutes conclusion of this agreement in electronic form (Art. 28(9) GDPR) and serves as the documented instruction to process personal data on behalf of the User acting as the data controller (Art. 28(3)(a) GDPR). A separate, written data processing agreement is not required; at the User's request, the Parties may conclude such an agreement in a separate document.

• To the extent that User enters personal data of their employees, customers or contractors into the Service, Service Provider acts as a data processor within the meaning of Art. 28 GDPR.

• Service Provider processes entrusted personal data solely for the purpose of providing the Service, in accordance with User's (data controller's) documented instructions.

• Categories of data subjects: User's employees, User's customers, User's contractors. Categories of processed data include: identification data (name, surname), contact data (email, phone, address), business data (tax ID, company name), rental and invoice data, and - where the User enables the relevant feature - also the PESEL number and the number and type of identity document of the User's customers. Such data is entered solely at the initiative and responsibility of the User as the data controller, who ensures the legal basis for its processing (Art. 6, and for the PESEL number - Art. 87 GDPR).

• Service Provider ensures that persons authorized to process personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality (Art. 28(3)(b) GDPR).

• Service Provider implements appropriate technical and organizational measures to ensure data security (Art. 32 GDPR): encryption in transit (SSL/TLS), secure password hashing, role-based access control, regular backups, data isolation between companies (multi-tenancy). The PESEL number and identity document number are additionally encrypted at rest in the database using a strong, recognized cryptographic standard, with keys separate for each company, and each access to them (revealing the value) requires a stated reason and is recorded in an access log.

• Service Provider may use sub-processors to deliver the Service. Current sub-processors: OVH (hosting, storage) - EU/EEA; Google Ireland Limited, EU/EEA (email, analytics, login); Meta Platforms Ireland Limited, EU/EEA (analytics pixel, retargeting - marketing pages only). Service Provider will inform User of any intended changes to sub-processors with 14-day notice.

• Service Provider will assist User in fulfilling the obligation to respond to requests from data subjects exercising their rights under Chapter III GDPR (Art. 28(3)(e) GDPR).

• Service Provider will assist User in ensuring compliance with obligations under Art. 32-36 GDPR, including Data Protection Impact Assessments (DPIA) and prior consultation with the supervisory authority (Art. 28(3)(f) GDPR).

• Service Provider will notify User of any personal data breaches without undue delay, no later than 72 hours after discovery.

• After termination of the Service, Service Provider will delete entrusted personal data within 30 days, unless retention is required by law.

• Service Provider will make available to User all information necessary to demonstrate compliance with Art. 28 GDPR and allow for audits and inspections upon prior scheduling.

• User may cancel the Service at any time by contacting Service Provider at kontakt@toolero.pl or through the account deletion feature in settings.

• Before termination, User may export their data using the export function available in account settings.

• After termination, data is retained for 30 days, then permanently deleted.

• Service Provider may terminate with 30-day notice.

• Service cancellation does not entitle User to a refund for the current billing period.

• The Service Provider may state that the User uses the Service by showing the User's name (business name) and logo on toolero.pl and in the Service Provider's sales materials and presentations - solely to identify the User as a customer. The Service Provider does so fairly: it does not attribute opinions or recommendations to the User and does not suggest any relationship other than use of the Service.

• For this purpose the User grants the Service Provider a free-of-charge, non-exclusive licence to use its name and logo, to the extent the User holds rights to them, worldwide, in the following fields of exploitation: a) recording and reproducing by any technique, including print and digital, b) placing on the market and lending copies of sales materials, c) public display and making available to the public in such a way that anyone can access them at a place and time of their choosing, in particular on the internet. To the same extent the User consents to the use of the logo and name as a trademark. The licence lasts for the period of using the Service and expires as set out in points 5 and 6.

• The Service Provider uses the logo in the form provided or publicly used by the User. It may only scale it proportionally and show it in a single-colour version next to other customers' logos. If the User provides brand usage guidelines, the Service Provider follows them.

• The Service Provider does not disclose Account data, screenshots of the Account or details of the cooperation, such as the scope of the implementation, the amount of equipment or prices. Opinions, quotes and case studies are published only with the User's separate consent.

• The User may object to such use at any time by writing to kontakt@toolero.pl. The objection requires no justification and does not affect the use of the Service. Within 14 days of receiving the objection the Service Provider removes the name and logo from the website and from electronic presentations and does not use them in new materials. Printed copies distributed earlier are not withdrawn. Upon receipt of the objection the licence under point 2 expires, except for those copies.

• After the User stops using the Service, the Service Provider removes the User's name and logo from the website and electronic presentations within 30 days and does not use them in new materials.

• These Terms are governed by Polish law.

• Disputes shall be resolved by court at Service Provider's location.

• Service Provider may amend Terms with 14-day notice to Users.

• In case of discrepancy between the Polish and English version of these Terms, the Polish version shall prevail.