Terms of Service

Regulamin świadczenia usług · Effective date: 28 July 2026 · Last updated: 14 October 2026 (v0.5)

This is an English translation of the Polish original (Regulamin świadczenia usług), provided for information. The Polish version is legally binding; in the event of any discrepancy between the two versions, the Polish version prevails. Questions: legal@aideasflow.com.

§1. General provisions and definitions

  1. These Terms of Service (the “Terms”) set out the rules for the provision of services by electronic means by Aideasflow sp. z o.o., with its registered office in [address — after company registration], KRS [KRS], NIP [NIP] (the “Service Provider”, “Aideasflow”).
  2. Definitions:
    • Platform — the Aideasflow SaaS application used to submit, refine and manage employee improvement ideas (continuous improvement / Lean), available at the addresses communicated to the Customer (currently beta.aideasflow.ai — beta version and dev.aideasflow.ai — development version);
    • Customer — a business (an entity that is not a consumer) that has concluded an agreement with the Service Provider for the use of the Platform;
    • Agreement — the agreement for the provision of access to the Platform, concluded in the form of an order or an individual agreement, together with these Terms and the data processing agreement (DPA);
    • User — a natural person using the Platform within the Customer’s account (e.g. an employee of the Customer);
    • User Content — data and materials entered into the Platform by the Customer and Users (including ideas, comments, attachments, company chat messages);
    • AI Outputs — content generated by the Platform’s artificial intelligence features (analyses, suggestions, hints);
    • DSA — Regulation (EU) 2022/2065 of the European Parliament and of the Council on a Single Market for Digital Services (Digital Services Act);
    • Illegal content — information that is not in compliance with Union law or the law of any Member State which is in compliance with Union law (Article 3(h) DSA).
  3. The service is intended exclusively for businesses (B2B). These Terms do not apply to consumers.

§2. Description of the service

  1. Aideasflow provides the Platform as software as a service (SaaS): a system for submitting and developing improvement ideas, roles (employee, manager, HR, admin), a company chat between users of the same organisation, gamification elements (including competence belts with a certificate that the User may share with other people) and AI features that support the quality of ideas and their analysis.
  2. The functional scope, the number of licences/users, the term and the fees are set out in the Agreement (order / individual agreement).
  3. The Service Provider may develop and change the features of the Platform, provided that this does not materially limit the functionality paid for by the Customer in the given billing period.
  4. Rewards programme. The Platform may provide rewards programme features for Users (e.g. crediting rewards for ideas, belt bonuses, tips for company chat messages, a balance and payout requests in the rewards shop). The rewards programme is the Customer’s own programme, run by the Customer for its employees and associates — the Service Provider is neither its organiser nor a party to it and does not promise any rewards to Users. The rules, rates and the catalogue of rewards are set and configured by the Customer. Rewards may be credited automatically according to rules configured or approved by the Customer, whereas every payout or redemption of a reward requires a decision by an authorised person on the Customer’s side. Records in the Platform relating to the rewards programme (amounts credited, balances, payout requests and their statuses) are kept for record-keeping purposes only and do not constitute an obligation of the Service Provider to pay any amount to the Customer or to Users. Paying out rewards and the related tax and other public-law obligations are the responsibility of the Customer. Detailed rules may be set out in the Agreement.

§3. Accounts and security

  1. User accounts are created within the Customer’s workspace (by invitation). The Customer is responsible for whom it invites and which roles it assigns.
  2. Users must keep their login credentials confidential. Any unauthorised access must be reported to the Service Provider without delay. Accounts are personal and may not be shared; the Service Provider may limit the number of devices using one account at the same time (details in the Privacy Policy).
  3. The Customer ensures that the use of the Platform by its Users (including the processing of employee data) has a legal basis on the Customer’s side as the employer/data controller.

§4. Fees and payment

  1. The amount and terms of payment (billing period, payment deadlines, currency) are set out in the Agreement/order.
  2. Amounts are net amounts and will be increased by VAT in accordance with applicable law.
  3. If a payment is overdue by more than 14 days after a demand for payment, the Service Provider may suspend access to the Platform until the outstanding amount is paid.
  4. Fees for a billing period that has already started are non-refundable, unless the Agreement provides otherwise.

§5. Customer obligations and acceptable use policy (AUP)

In particular, the following is prohibited:

  1. entering content that is unlawful or infringes the rights of third parties (including copyright and personal rights — dobra osobiste), or data that the Customer has no legal basis to process;
  2. entering special categories of personal data (e.g. health data), unless the Agreement expressly provides for this;
  3. compromising the security of the Platform: penetration testing without consent, circumventing security measures and limits, reverse engineering, automated data extraction (scraping), account sharing;
  4. using the AI features to: generate unlawful or harmful content, make decisions concerning natural persons that produce legal effects based solely on AI Outputs (e.g. HR decisions), or present AI Outputs as professional advice (legal, medical, financial);
  5. reselling the Platform or making it available to third parties without the Service Provider’s consent.

A breach may result in a demand to cease the breach, removal of content or disabling access to it, suspension of the User’s account or — in the case of gross breaches — termination of the Agreement for reasons attributable to the Customer. The rules for such measures, statements of reasons and appeals are set out in §5a.

§5a. Illegal content, content moderation and points of contact

  1. Nature of the service. To the extent that the Platform stores User Content at the request of the Customer and Users, the Service Provider provides a hosting service within the meaning of the DSA. User Content is available only to authorised persons within the Customer’s workspace — the Platform does not disseminate it to the public.
  2. Point of contact for Member State authorities, the European Commission and the European Board for Digital Services (Article 11 DSA) and for recipients of the service (Article 12 DSA): email legal@aideasflow.com. We communicate in Polish and English. Messages are answered by a person — contact does not rely solely on automated tools.
  3. Notice of illegal content (Article 16 DSA). Any individual or entity — including from outside the Platform — may notify us of content that they consider to be illegal by emailing legal@aideasflow.com with the subject “Content notice”. The notice should include: (a) an explanation of why the content is illegal; (b) a clear indication of the content (e.g. the URL, the idea title, the date and author of a message); (c) the name and email address of the notifying person or entity — except for notices concerning offences of child sexual abuse; (d) a statement confirming the bona fide belief of the notifying person or entity that the information and allegations contained in the notice are accurate and complete. We confirm receipt of the notice without undue delay, process it in a timely, objective and diligent manner and inform the notifying person or entity of our decision together with information on the possibilities of appeal. We do not process notices using automated tools.
  4. Content moderation (Article 14 DSA). Restrictions on content follow from §5. Content in the Customer’s workspace is managed by the Customer (its administrators and managers) according to its own rules. The Service Provider does not generally monitor User Content and does not use automated tools to remove it or restrict its visibility. The Service Provider may remove content, disable access to it, suspend a User’s account or restrict the provision of the service only on the basis of a notice (paragraph 3), an order of a competent authority or after finding a breach of these Terms — the decision is made by a person, diligently, objectively and proportionately. The AI features may decline to generate a reply to content that conflicts with their safety rules — this does not affect User Content stored in the Platform.
  5. Statement of reasons (Article 17 DSA). If, because of illegal content or a breach of these Terms, the Service Provider removes content, disables access to it or restricts its visibility, suspends or terminates the provision of the service (in whole or in part) or suspends or closes an account, it will provide the User concerned — to the account email address, at the latest when the restriction is imposed — with a clear and specific statement of reasons: what measure was taken and to what extent, on the basis of which facts (including whether on the basis of a notice), the legal ground or the provision of these Terms relied on with an explanation and information on the possibilities of appeal. We also inform the Customer in whose workspace the content is located. This paragraph does not apply to orders of authorities referred to in Article 9 DSA.
  6. Appeal. The notifying person or entity and the User or Customer concerned may appeal against the decisions referred to in paragraphs 3–5 within 6 months by writing to legal@aideasflow.com. The appeal is handled by a person without undue delay, within 30 days at the latest; if it is justified, the decision will be reversed. Recourse to the courts remains available in any case.
  7. Threat to life or safety (Article 18 DSA). If the Service Provider becomes aware of any information giving rise to a suspicion that a criminal offence involving a threat to the life or safety of a person or persons has taken place, is taking place or is likely to take place, it will promptly inform the competent law enforcement authorities and provide all relevant information available.
  8. The Platform is not a whistleblowing channel. The Platform — including the company chat and the idea submission features — is not an internal reporting channel within the meaning of the Polish Act of 14 June 2024 on the protection of whistleblowers. Reports of breaches of law in the Customer’s organisation should be made through the channel designated by the Customer. If such a report reaches the Service Provider, we will inform the reporting person that the Customer’s channel must be used, we will not pass the report or the reporting person’s identity on without their consent and we will not process the report beyond what is necessary to provide that information.

§6. User Content and intellectual property

  1. User Content remains the property of the Customer (or, as the case may be, of its employees in accordance with the Customer’s internal regulations). The Customer grants the Service Provider a non-exclusive licence to process User Content solely to the extent necessary to provide the service (including its transfer to AI model providers in accordance with §7).
  2. The Service Provider does not use User Content to train AI models.
  3. The Platform, its code, design, know-how and trademarks remain the exclusive property of the Service Provider. The Customer receives a non-exclusive, non-transferable right to use the Platform for the term of the Agreement.
  4. Feedback provided to the Service Provider (suggestions, opinions) may be used to develop the product without remuneration and without restrictions.

§7. AI features — Outputs, liability, dependence on providers

  1. The Platform’s AI features use language models from third-party providers (currently Anthropic and Google — the Vertex AI service in Google Cloud and, in the beta version of the Platform, also the Gemini API). The content of ideas and the necessary context are transferred to these providers as sub-processors — details in the Privacy Policy and the DPA.
  2. Ownership of AI Outputs: to the extent that AI Outputs are protected, the rights to them belong to the Customer. AI Outputs may not be unique — similar content may be generated for other users.
  3. Nature of AI Outputs: AI Outputs are generated automatically and may be inaccurate, incomplete or incorrect (“hallucinations”). They are provided “as is”, are assistive in nature and do not constitute professional advice.
  4. Responsibility for use: the Customer and Users must verify AI Outputs before using them. Decisions made on the basis of AI Outputs (including organisational and HR decisions) are made by a human on the Customer’s side and at the Customer’s responsibility.
  5. Dependence on providers: the operation and availability of the AI features depend on third-party services. The Service Provider may change the AI provider or model, provided that this does not materially reduce the quality of the service. Interruptions or changes on the part of model providers do not constitute a breach of the Agreement by the Service Provider.

§8. Availability of the service

  1. The Service Provider endeavours to keep the Platform continuously available but — unless the Agreement includes a separate SLA — does not guarantee any particular level of availability.
  2. The Service Provider may carry out maintenance work; it will give advance notice of planned work that materially affects availability.
  3. The Service Provider is not liable for unavailability resulting from causes beyond its control (failures of infrastructure and AI model providers, force majeure, attacks, network failures).

§9. Term, suspension and termination

  1. The term of the Agreement and the rules for its extension are set out in the Agreement/order.
  2. The Service Provider may suspend access in the event of: (a) payment arrears (§4), (b) a breach of §5 posing a risk to security or legality — with the statement of reasons referred to in §5a(5), (c) a request from a competent authority.
  3. Either party may terminate the Agreement for good cause (a gross breach not remedied within 14 days of a demand to remedy it).
  4. After the Agreement ends, the Customer may request an export of User Content within 30 days; after that period the data will be deleted in accordance with the DPA and the Privacy Policy.

§10. Liability

  1. The Service Provider is liable only for damage caused intentionally or through gross negligence, and to the extent that liability cannot be excluded under mandatory provisions of law.
  2. The Service Provider’s total liability under the Agreement is limited to the amount of fees paid by the Customer in the 12 months preceding the event giving rise to the damage.
  3. Liability is excluded for lost profits, indirect damage, loss of data caused by the Customer’s breach of the rules of use and for the consequences of decisions made on the basis of AI Outputs.
  4. The Customer shall indemnify the Service Provider (indemnification) against third-party claims arising from: unlawful User Content, use of the Platform in breach of these Terms or the law and the lack of a legal basis for processing the data of the Customer’s employees.

§11. Personal data and confidentiality

  1. The rules for processing personal data are set out in the Privacy Policy, and the entrustment of the processing of the Customer’s employees’ data is governed by the data processing agreement (DPA), which forms an annex to the Agreement.
  2. The parties undertake to keep confidential any non-public information obtained in connection with the Agreement, for the term of the Agreement and for 3 years after it ends.

§12. Changes to the Terms

  1. The Service Provider may amend these Terms for important reasons (changes in the law, changes in functionality, security considerations). It will notify the Customer of the changes at least 14 days in advance by email or in the Platform, and Users in the Platform.
  2. If the Customer does not accept the changes, it may terminate the Agreement before they take effect; continued use constitutes acceptance.
  3. The current version of these Terms, marked with a version number, is available at aideasflow.com/terms and in the Platform; the same version applies on the website and in all versions of the Platform.

§13. Final provisions

  1. These Terms are governed by Polish law.
  2. Disputes shall be resolved by the court having jurisdiction over the Service Provider’s registered office.
  3. The invalidity of any individual provision does not affect the validity of the remaining provisions.
  4. Contact: legal@aideasflow.com (also the point of contact referred to in §5a(2)).
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