Terms of service

§ 1. Definitions

• Provider – Progrise Szymon Konieczny, VAT ID PL6342611135, ul. Marcina Radockiego 156/1, 40-645 Katowice, Poland, REGON 243479052, e-mail: support@standbook.app.
• Service – the Standbook software provided as SaaS at standbook.app and under venue subdomains and domains.
• Customer – an entrepreneur, local government unit, institution or organisation that concludes the agreement in connection with its activity (the Service is not intended for consumers).
• User – a natural person using the Service on behalf of the Customer (owner, administrator or assistant).
• Venue – the representation of the Customer’s market, market hall, fair or other event created in the Service, with its own address, hall plan and data.
• Exhibitor – a person or entity submitting a stall booking request in the Customer’s Venue through the Service.
• Plan – a Service tier (Start, Standard, Pro) with defined limits and price described in the Price List.
• Price List – the current offer available at standbook.app and in the Venue panel.
• Trial – the 30-day free period from the creation of a Venue.

§ 2. General provisions

1. These Terms set out the rules for providing electronic services by the Provider within the meaning of the Polish Act of 18 July 2002 on providing services by electronic means, and for concluding and performing agreements for the use of the Service.
2. Using the Service requires a device with Internet access, a current web browser with JavaScript and cookies enabled, and an active e-mail address.
3. The Terms and the Privacy Policy are accepted at account registration and acceptance is a condition of using the Service. The person registering on behalf of the Customer represents that they are authorised to conclude the agreement.
4. It is prohibited to provide unlawful content, breach the security of the Service, use it in a way that disrupts its operation, or use it to send unsolicited commercial communications.

§ 3. Account and conclusion of the agreement

1. The agreement is concluded when the e-mail address is confirmed during registration. Registration is free of charge.
2. The Customer is responsible for the accuracy and updating of data provided at registration and in the Venue settings.
3. The Customer is responsible for the actions of Users granted access to the Venue, including the choice of roles (administrator, assistant). Login credentials and login links are confidential and may not be shared with third parties.
4. The Provider may verify the Customer’s identity or refuse to conclude the agreement where there is a reasonable suspicion of a breach of law or these Terms.

§ 4. Scope of the Service

1. The Service includes in particular: a public hall plan and market-day calendar, receiving Exhibitor requests, stall line-ups, an attendance list, payment records and settlements, e-mail notifications, team management, and import and editing of hall plans. The features of each Plan are defined in the Price List.
2. The Provider may develop and change the Service’s features provided this does not materially reduce the features covered by a paid Plan. The Customer is informed of material changes in advance.
3. The Service is available in several languages. In case of discrepancies between language versions of content generated by the Service, the version in the Venue’s default language prevails.

§ 5. Trial and Plans

1. Every newly created Venue uses the Trial with full features and without providing card details.
2. After the Trial, if the Customer has not chosen a Plan, the Venue panel operates in read-only mode and the Venue’s public site remains available. Customer data is kept for 90 days after the end of the Trial and may be deleted afterwards.
3. Plan limits (including the number of stalls, hall layouts and assistants, bulk e-mail, CSV export and custom domain features) are enforced by the Service. A Plan change is made in the Venue panel and takes effect immediately; price differences are prorated by the payment operator.

§ 6. Fees and payments

1. Prices in the Price List are net; VAT is added at the rate applicable to the Customer’s country. Invoices are issued electronically, to which the Customer consents.
2. Fees are charged in advance for the billing period (month or year). Payments are processed by Stripe; the Provider does not store card numbers.
3. If a payment fails, the Provider informs the Customer and grants a 7-day grace period. After it expires, the Venue panel switches to read-only mode until the amount due is settled; the public site remains available.
4. Fees for an unused part of the billing period are non-refundable, except where the agreement is terminated for reasons attributable to the Provider.
5. The Provider may change the Price List with at least 30 days’ notice by e-mail. New prices apply from the next billing period; the Customer may terminate the agreement during that time.

§ 7. Customer obligations

1. The Customer uses the Service in accordance with the law, these Terms and good practice, and is responsible for content entered into the Venue (names, descriptions, exhibitor terms, hall plans, Exhibitor data).
2. The Customer is the controller of the personal data of Exhibitors and applicants and ensures a legal basis for its processing, including providing them with the required information. The Provider processes this data solely on the Customer’s behalf under the Data Processing Agreement (§ 8).
3. The Customer may not use the Service to send unsolicited messages; e-mail features (notifications, bulk e-mail) serve only Venue-related communication with Exhibitors.
4. The Customer promptly informs the Provider of any suspected unauthorised access to the account or Venue.

§ 8. Personal data

1. For User (account) and billing data, the Provider is the data controller; the rules are set out in the Privacy Policy.
2. For Exhibitor and applicant data, the Provider acts as a processor on the Customer’s behalf. The Data Processing Agreement meeting the requirements of Article 28 GDPR forms an integral part of these Terms (Annex 1 – “Data Processing Agreement”) and is concluded upon acceptance of the Terms.
3. Sub-processing by subcontractors (hosting, e-mail, payments) takes place under the rules of Annex 1; the current list of sub-processors is published in the Privacy Policy.

§ 9. Intellectual property and Customer data

1. The Service, its code, interface, documentation and the Standbook mark are the property of the Provider or its licensors. The Customer receives a non-exclusive, non-transferable licence to use the Service for the term of the agreement, within the scope of the chosen Plan.
2. Data entered by the Customer and Exhibitors remains the Customer’s property. The Customer grants the Provider the right to process it to the extent necessary to provide the Service, make backups and ensure security.
3. The Customer may export its data at any time (including CSV of requests, line-ups and settlements) from the Venue panel.

§ 10. Availability, support and backups

1. The Provider strives to keep the Service available without interruption and targets 99% availability per calendar month, excluding announced maintenance (announced at least 24 hours in advance, where possible outside market hours) and events beyond the Provider’s control.
2. Database backups are made at least daily and kept for 30 days.
3. Technical support is provided by e-mail (support@standbook.app) on business days; the Provider responds within 2 business days and, in the event of a failure preventing use of the Service, acts without delay.

§ 11. Liability

1. The Provider is liable for non-performance or improper performance of the agreement under general rules, provided that its total liability towards the Customer is limited to the fees paid by the Customer in the 12 months preceding the event causing the damage, and during the Trial to PLN 500.
2. The Provider is not liable for lost profits, for content entered by the Customer and Exhibitors, for the consequences of sharing login credentials with third parties, for the actions of telecommunications providers, or for force majeure.
3. The limitations of liability do not apply to damage caused intentionally or to liability that cannot be limited by law.

§ 12. Term and termination

1. The agreement is concluded for an indefinite period. The Customer may terminate it at any time in the Venue panel (cancelling the Plan) or by e-mail; termination takes effect at the end of the paid billing period.
2. The Provider may terminate the agreement with 30 days’ notice and, in the event of a material breach of the Terms (in particular a breach of law, of the Service’s security, payment arrears exceeding 30 days or sending unsolicited messages), with immediate effect after an ineffective request to cease the breach.
3. The Provider may discontinue the Service altogether with 90 days’ notice; in that case it refunds the fee for the unused period.
4. After the agreement ends, the Customer has 30 days to export data, after which Venue data is deleted or anonymised, except for data the Provider must retain under the law (e.g. accounting documents).

§ 13. Complaints

1. Complaints about the Service may be submitted by e-mail to support@standbook.app, stating the Venue name, a description of the problem and the date it occurred.
2. The Provider handles complaints within 14 days of receipt and informs the Customer of the outcome by e-mail.

§ 14. Changes to the Terms

1. The Provider may change the Terms for important reasons, in particular changes in law, in the scope of the Service or in technical conditions.
2. The Customer is informed of changes by e-mail at least 14 days before they take effect. A Customer who does not accept the changes may terminate the agreement before that date; continued use of the Service after the changes take effect constitutes acceptance.

§ 15. Final provisions

1. The agreement is governed by Polish law. Disputes are resolved by the common court having jurisdiction over the Provider’s seat, after an attempt at amicable settlement.
2. The Terms are available in several languages; in case of discrepancies, the Polish version prevails.
3. If any provision of the Terms is found invalid, the remaining provisions remain in force.
4. Contact with the Provider: support@standbook.app.

Annex 1 – Data Processing Agreement

1. Subject matter and duration. The Customer (controller) entrusts the Provider (processor) with the processing of personal data for the term of the agreement for the use of the Service.
2. Nature and purpose. Processing consists of storing, organising, making available to the Customer’s Users and deleting data for the purpose of handling stall bookings, market-day line-ups, attendance, settlements and communication with Exhibitors.
3. Types of data and categories of data subjects. Identification and contact data of Exhibitors and of persons submitting requests or joining the waiting list (company name, contact person’s name, e-mail address, phone number, assortment, request content, shortened IP address identifier, date of acceptance of the Customer’s terms), as well as data of the Customer’s Users in the audit log.
4. Processor obligations. The Provider: processes data only on the Customer’s documented instructions (which consist of using the Service’s features); ensures that authorised persons have committed to confidentiality; implements the technical and organisational measures described in the Privacy Policy; assists the Customer in responding to data subject requests and in the obligations under Articles 32–36 GDPR; notifies the Customer of a personal data breach without undue delay and no later than 48 hours after becoming aware of it; deletes or returns data after the agreement ends in accordance with § 12; makes available information necessary to demonstrate compliance and allows audits (at an agreed time, no more than once a year, at the Customer’s expense).
5. Sub-processing. The Customer gives general consent to the use of the sub-processors listed in the Privacy Policy. The Provider gives 14 days’ notice of any intended addition or replacement of a sub-processor; the Customer may object within that period, which entitles it to terminate the agreement.
6. Transfers outside the EEA. Data is stored on servers in the European Union. Where a sub-processor is established outside the EEA, transfers take place on the basis of an adequacy decision (including the EU-U.S. Data Privacy Framework) or standard contractual clauses.
7. Liability. Each party is liable for breaches of data protection law within the scope of its obligations; the limitations in § 11 of the Terms apply accordingly, except for liability towards data subjects.