Terms of Service

1. General Provisions

1.1 Definitions

Terms used in these Terms of Service mean:

• Service Provider - Signuply.io Sp. z o.o. with registered office in Łódź at ul. Semaforowa 9, 92-632 Łódź, Poland, Tax ID (NIP): 7282889300, REGON: 529657839, KRS: 0001127475
• Client - a natural person, legal entity, or organizational unit without legal personality that uses the Services
• Service / Smart Inquiry Router - email automation service provided by the Service Provider, including automatic message categorization, sending automatic responses, and attachment management
• Agreement - service agreement between the Service Provider and the Client
• Terms - this document defining the terms of service provision
• Email Account - Client's Gmail, Outlook, or Microsoft 365 account to which the Service Provider gains access via OAuth 2.0
• OAuth - authorization protocol enabling access to email account without sharing password

1.2 Scope of Terms

These Terms define:

• Rules for service provision by the Service Provider
• Rights and obligations of the Client and Service Provider
• Pricing and payment terms
• Complaint procedures
• Agreement termination rules

1.3 Acceptance of Terms

Starting to use the Services means acceptance of these Terms. The Client is obliged to familiarize themselves with the Terms before starting to use the Services.

2. Service Description

2.1 Smart Inquiry Router

The Smart Inquiry Router service includes:

• Automatic email categorization - analysis of incoming messages using artificial intelligence (AI) and assignment of appropriate category (e.g., recruitment, payments, general information)
• Automatic responses - sending initial responses based on identified message category
• Attachment management - automatic saving of attachments in designated locations (e.g., Google Drive, OneDrive)
• Reporting - generating reports and statistics about processed messages
• Notifications - optional notifications about new messages in specific categories

2.2 Technical Requirements

To use the Service, the Client must meet the following requirements:

• Have an active Gmail (Google Workspace) or Outlook/Microsoft 365 account
• Have email account administrator rights (ability to grant OAuth authorization)
• Have an active internet connection
• Use current version of web browser (Chrome, Firefox, Safari, Edge)

2.3 Integrations

The Service can be integrated with:

• Google Drive (attachment storage)
• OneDrive (attachment storage)
• Google Sheets (reporting)
• Slack (notifications - optional)

Integrations may require additional OAuth authorization for respective services.

3. Agreement and Service Start

3.1 Onboarding Process

The Agreement is concluded as follows:

1. Offer - Client receives pricing offer from Service Provider (email, meeting, website)
2. Acceptance - Client accepts offer and signs Agreement (electronically or on paper)
3. OAuth Authorization - Client receives link to connect.signuply.io website, where they authorize access to their email account
4. Configuration - Service Provider configures automation (categories, response templates, integrations)
5. Testing - Service Provider conducts tests with Client to ensure system works correctly
6. Launch - Service is launched within 24-48 hours from OAuth authorization

3.2 Trial Period

The Service Provider may offer a 7-day free trial period for new Clients.

• Trial period starts from Service launch
• Client may terminate Agreement at any time during trial period without costs
• After trial period ends, Agreement automatically transitions to paid subscription
• If Client doesn't want to continue, they must terminate Agreement before trial period ends

Trial period is available only for new Clients and cannot be used multiple times.

4. Pricing and Payments

4.1 Pricing

Current prices for Smart Inquiry Router Services are available:

• On the website: https://signuply.io
• In the commercial offer sent to the Client by the Service Provider
• In the order confirmation / agreement with the Client

4.2 Additional Services

The Service Provider may offer the following additional services (optional):

• Increase in monthly processed message limit
• Additional categories beyond basic package scope
• Priority support with shorter response time
• Dedicated Customer Success Manager
• Custom integrations with Client's systems

Additional service prices are available in the commercial offer or upon Client request.

4.3 Payment Terms

• Billing model: Monthly or annual subscription (according to selected package)
• Payment deadline: Payment in advance, before billing period start
• Payment methods:
  • Bank transfer based on VAT invoice (standard for Polish clients)
  • Credit/debit card payment via Stripe (for international and Polish clients)
  • Automatic recurring payments via Stripe
• Currency: PLN for Polish clients, USD or EUR for international clients (according to offer)
• VAT Invoice: Issued automatically at the beginning of each billing period

4.4 Payment Delays

In case of payment delay:

• 7 days: Automatic email reminder requesting payment
• 14 days: Service suspension (pause) - system stops processing new messages
• 30 days: Agreement termination and data deletion (except invoices and accounting documents)

After settling arrears, Service is resumed within 24 business hours.

For Stripe payments, automatic subscription renewal will fail if the credit card has expired or has insufficient funds. The Client will be notified by email about the need to update payment details.

4.5 Price Changes

The Service Provider reserves the right to change pricing:

• Price changes announced with 60 days' notice
• Client notified by email about planned change
• Client has right to terminate Agreement before new prices take effect without additional costs
• Lack of termination means acceptance of new pricing terms
• Price changes do not apply to already paid periods (e.g., annual subscription paid in advance)

4.6 Refunds and Cancellation

• Trial period: Client may cancel at any time without costs
• Paid monthly subscription: Paid month is non-refundable (no refunds for partial months)
• Paid annual subscription: Pro-rata refund possible in cases specified separately in agreement
• SLA violation: Compensation according to section 6.3 (discounts on next period)

5. Client Obligations

5.1 Basic Requirements

The Client undertakes to:

• Have an active email account (Gmail/Outlook/Microsoft 365)
• Grant OAuth authorization to Service Provider
• Make timely payments according to Agreement
• Cooperate during system configuration (provide categories, response templates)
• Inform Service Provider about technical problems or categorization errors

5.2 Prohibitions

The Client undertakes not to:

• Spam: Use Service to send unsolicited bulk messages (spam)
• Phishing: Use Service to obtain personal or financial data fraudulently
• Reverse engineering: Attempt to analyze, decompile, or recreate Service source code
• Share access: Transfer Service access to third parties without Service Provider consent
• Abuse: Use Service in ways violating law or good practices

5.3 Content Responsibility

The Client bears full responsibility for:

• Email message content processed by system
• Automatic response templates provided to Service Provider
• Legal compliance of content sent using Service

Service Provider bears no responsibility for Client's email message content, acting solely as data processor under GDPR.

6. Service Provider Obligations

6.1 Service Provision

The Service Provider undertakes to:

• Provide Service with due diligence
• Ensure Service availability at 99% level monthly (SLA)
• Provide technical support during 9:00-17:00 (CET), business days
• Inform Client about planned technical breaks (minimum 48h in advance)
• Secure Client data according to Privacy Policy and GDPR

6.2 Service Level Agreement (SLA)

6.3 SLA Violation Compensation

In case of 99% uptime guarantee violation:

• 98-99% uptime: No compensation (acceptable threshold)
• 95-98% uptime: 10% discount on next month
• 90-95% uptime: 25% discount on next month
• Below 90% uptime: 50% discount on next month

Compensation does not cover downtime caused by: force majeure, DDoS attacks, external provider issues (Google, Microsoft, Make.com, OpenAI), or Client-side actions.

7. Personal Data Protection

Detailed information about personal data processing is available in thePrivacy Policy.

7.1 Data Processing Roles

• Client - Data Controller under GDPR (owner of email messages)
• Service Provider - Data Processor (processes data on Client's behalf)

7.2 Data Processing Agreement

Together with these Terms, the Parties enter into a Data Processing Agreement (DPA) compliant with Art. 28 GDPR.

The Service Provider processes personal data only:

• On documented Client instructions (within Service scope)
• According to GDPR and Polish law provisions
• Using appropriate security measures

7.3 Sub-processors

The Service Provider uses the following sub-processors (Art. 28(4) GDPR):

• Make.com (Integromat s.r.o.) - workflow automation
• OpenAI (OpenAI, LLC) - AI categorization
• Google Cloud Platform - infrastructure for Gmail
• Microsoft Azure - infrastructure for Outlook/Microsoft 365
• Vercel Inc. - OAuth application hosting

The Client consents to using the above sub-processors. Client will be notified of sub-processor changes with 30 days' notice.

8. Intellectual Property

8.1 Service Copyrights

The Service Provider retains full copyrights to:

• Software constituting the Service
• AI categorization algorithms
• Automation workflows
• User interface (UI/UX)
• Technical documentation

8.2 Client License

The Client receives a non-exclusive, non-transferable license to use the Service:

• Only during Agreement period
• Only for Client's business purposes
• Without sublicensing rights
• Without modification or reverse engineering rights

8.3 Client Data

The Client retains full ownership rights to:

• Email message content
• Attachments
• Response templates provided to Service Provider
• Contact data (sender email addresses)

The Service Provider does not acquire any rights to Client data and processes it solely within Service provision scope.

9. Liability and Limitations

9.1 Service Provider Liability Limitation

The Service Provider bears no responsibility for:

• Lost profits - Client's financial losses resulting from Service interruptions
• AI categorization errors - incorrect category assignment to messages (accuracy ~95%)
• External provider failures - Google, Microsoft, Make.com, OpenAI outages
• Force majeure - events beyond Service Provider's control (natural disasters, global-scale cyber attacks)
• Client actions - errors resulting from incorrect Client configuration
• Message content - Client bears responsibility for email message content

9.2 Maximum Liability

Limitation does not apply to damages caused intentionally or by gross negligence.

9.3 Client Liability

The Client bears full responsibility for:

• Violating spam or phishing prohibition
• Damages caused to third parties as result of using Service
• Copyright infringement in message content
• Non-compliance with GDPR provisions as Data Controller

9.4 Warranties and Disclaimers

Service is provided on an "as is" basis:

• Service Provider makes every effort to ensure Service works correctly
• Does not guarantee 100% AI categorization accuracy (goal: 95%+)
• Does not guarantee operation in case of Google/Microsoft API changes
• Reserves right to Service updates and technical changes

10. Complaints and Support

10.1 Filing Complaints

The Client may file a Service complaint:

• Email: contact@signuply.io
• Subject: "Complaint - [Agreement number]"
• Description: Detailed problem description with dates and examples

10.2 Complaint Processing

The Service Provider undertakes to:

• Confirm complaint receipt within 24 hours
• Process complaint within 14 business days
• Provide complaint response via email

10.3 Technical Support

Standard support (included in price):

• Email: contact@signuply.io
• Hours: 9:00-17:00 (CET), business days
• Response time: 24-48 hours
• Scope: technical help, bugs, functionality questions

Priority support (optional, +200 PLN/+$150 monthly):

• Response time: 4 hours
• Availability: 8:00-20:00 (CET), 7 days a week
• Dedicated email / Slack channel

11. Term and Termination

11.1 Agreement Term

The Agreement is concluded for an indefinite period with monthly billing periods.

11.2 Termination by Client

The Client may terminate the Agreement:

• Notice period: 30 calendar days
• Form: Email to contact@signuply.io
• Effect: Service ends on the last day of notice period
• No refunds: Paid month is non-refundable (no pro-rata)

11.3 Termination by Service Provider

The Service Provider may terminate the Agreement in the following cases:

• Payment delay - no payment for over 30 days (immediate termination)
• Terms violation - spam, phishing, reverse engineering (immediate termination)
• Standard termination - with 60-day notice period (rarely used)

11.4 Termination Effects

After Agreement termination:

• Immediately: Service stops working, message processing is stopped
• Within 24h: OAuth tokens are deleted from Service Provider's system
• Within 30 days: All Client data (logs, metadata) are deleted
• Exception: Invoices and accounting documents retained for 5 years (legal requirement)

12. Final Provisions

12.1 Terms Changes

The Service Provider reserves the right to change these Terms:

• Changes announced with 30 days' notice
• Client notified by email about planned changes
• Client has right to terminate Agreement before changes take effect
• Lack of termination means acceptance of new Terms

12.2 Governing Law

The Agreement and these Terms are governed by Polish law.

12.3 Dispute Resolution

All disputes arising from the Agreement shall be resolved by:

• Court with jurisdiction over Service Provider's seat (Łódź, Poland)
• Consumer Clients: may choose court according to Code of Civil Procedure

12.4 Amicable Dispute Resolution

Before filing a court case, the Parties undertake to attempt amicable dispute resolution through negotiations.

12.5 Severability

If any provision of these Terms is found invalid or unenforceable, the remaining provisions remain in effect.

12.6 Assignment

The Client may not transfer rights and obligations under the Agreement to third parties without written Service Provider consent.

The Service Provider may transfer rights and obligations to third parties (e.g., in case of business sale), notifying Client with 30 days' notice.

13. Contact