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say.work Terms of Service

§ 1. General provisions and definitions

  1. These Terms set out the rules for using the say.work platform and for the provision of electronic services within the meaning of the Polish Act of 18 July 2002 on the provision of electronic services.
  2. The Service Provider is „9 BITS” spółka z ograniczoną odpowiedzialnością (a limited liability company) with its registered office in Warsaw, ul. Solec 81 B, lok. A-51, 00-382 Warsaw, Poland, KRS 0000323228, tax ID (NIP) 7010174828, REGON 141733294 (hereinafter: the “Service Provider”).
  3. Terms used in these Terms of Service:
    • Platform — the say.work application available through a web browser;
    • Customer — a business that has registered a company on the Platform and entered into a contract with the Service Provider;
    • Company — the Customer’s separate space on the Platform, available at its own address (e.g. name.say.work) and kept apart from other Customers’ data;
    • Customer Administrator — the person who registered the Company and the people to whom the Customer has granted such permissions;
    • User — a person using the Platform within the Customer’s Company;
    • Module — a set of Platform features that the Customer selects and pays for separately;
    • Seat — a place for one User (an account); an external seat — a place for a User with access to tasks and projects only;
    • Trial period — 7 days of free use of the Platform from the activation of the Company;
    • Price list — the current prices of Modules and seats shown on the www.say.work website and in the registration form.
  4. The Platform is intended for businesses and supports them in running their business activity. Customers who are sole traders may benefit from the protection described in § 8(11)–(12).
  5. The processing of personal data for which the Service Provider is the controller is described in the Privacy Policy. The processing of data entered by the Customer into the Company is governed by § 10 (data processing agreement).

§ 2. The service and technical requirements

  1. The Service Provider makes the Platform available to the Customer on a subscription basis: access to the selected Modules for a defined number of users (seats), in return for a monthly fee.
  2. Each Company runs at its own address and its data is kept separate from other Customers’ data. The Finance Module runs in a separate, encrypted part of the Platform (the vault), with an additional one-time code sign-in.
  3. To use the Platform, you need: a device with internet access, an up-to-date web browser (Chrome, Edge, Firefox or Safari) with JavaScript and cookies enabled, and an email address.
  4. Users must not provide unlawful content.
  5. The Service Provider develops the Platform and may change its features, provided the change does not materially limit the features of the Modules the Customer has paid for.

§ 3. Registration, approval and activation

  1. The Customer submits an application through the registration form: provides company details, details of the person registering, the Company’s address on the Platform, the selected Modules and the number of seats, and accepts these Terms and the Privacy Policy.
  2. The Service Provider reviews each application and may approve or reject it, in particular where the data is untrue or the Company address is misleading or infringes the rights of third parties.
  3. After approval, the Service Provider sets up the Company and sends a one-time link for setting a password, valid for 3 days, to the email address of the person registering. If the password is not set within that time, the Company and the application are permanently deleted, and the Customer may submit a new application.
  4. Activation consists of setting a password via the link referred to in section 3. Upon activation, a contract for the provision of services for an indefinite period is concluded, and the person registering receives Customer Administrator permissions.
  5. The person submitting the application declares that they are authorised to make declarations of will on behalf of the Customer, including concluding the contract and incurring the financial obligations arising from these Terms and the Price list — as a person authorised to represent the Customer or under a power of attorney. The Service Provider may ask for a document confirming this authority.
  6. The Customer Administrator makes the same declaration with every action in the Platform that changes the amount of the fees, in particular when confirming the purchase after the Trial period, buying additional seats or Modules, and upgrading a Module level.
  7. Payment of an invoice or continued use of the Service by the Customer constitutes confirmation of the contract and of the actions referred to in sections 5 and 6, even if the person who performed them lacked authority (Article 103 of the Polish Civil Code).

§ 4. Trial period and demo data

  1. For 7 days from activation, the Customer uses the Platform free of charge (Trial period).
  2. To use the Platform after the Trial period, the Customer confirms the purchase in the Platform. The paid period starts on the 8th day from activation.
  3. If the Customer does not confirm the purchase, the Company is blocked and its data is kept for another 7 days. During that time, the Customer may confirm the purchase and use the Platform again. After that, the Company’s data is permanently deleted.
  4. During registration, the Customer may choose demo data (a fictitious company) for selected Modules. Demo data works only during the Trial period.
  5. When the purchase is confirmed, all of the Company’s data is deleted completely — the demo data and everything the Customer added during the Trial period. User accounts, the selected Modules and the Company settings remain. If the Customer did not choose demo data, nothing is deleted at purchase.
  6. The Platform informs about the rule in section 5 in the registration form, throughout the Trial period and before the purchase is confirmed.

§ 5. Modules, seats and prices

  1. The Customer selects at least one Module. The Projects and HR Modules have a basic and an extended level; the extended level includes the basic one. The Finance Module requires the Projects Module.
  2. The monthly fee is the number of seats multiplied by the sum of the prices of the selected Modules according to the Price list, plus the fee for external seats. Each seat is paid for each selected Module.
  3. The Customer pays for the number of purchased seats regardless of whether the accounts are active. The number of accounts in the Company may not exceed the number of seats.
  4. An external seat has a fixed price according to the Price list, independent of the selected Modules, and gives access to tasks and projects only.
  5. Customers from Poland pay in Polish zloty (PLN), all others in euro (EUR). Prices are net; VAT is added to the invoice in accordance with applicable law.
  6. The Customer may at any time add seats or Modules or upgrade a Module’s level. The change takes effect immediately, and the fee for the current month is calculated proportionally from the day of the change to the end of the month.
  7. The Service Provider may change the Price list by notifying the Customer at least 30 days in advance. The new prices apply from the next billing period after that notice period; a Customer who does not agree with them may cancel in accordance with § 7.

§ 6. Payments, invoices and blocking

  1. The billing period is a calendar month. The Service Provider issues an invoice in advance for each month and, for added seats and Modules, an invoice for the part of the month calculated proportionally (§ 5(6)).
  2. For Customers from Poland, the Service Provider issues invoices in the National e-Invoicing System (KSeF); an invoice is deemed received when it is assigned a KSeF number. For other Customers, invoices are issued electronically, and the Customer accepts them. In addition, the Service Provider sends every Customer the invoice (for Customers from Poland — its visualisation with the KSeF number) to the email address provided at registration or changed later.
  3. The payment term is 7 days from the invoice date. The payment date is the day the Service Provider’s bank account is credited.
  4. If the Customer does not pay on time, the Service Provider may block access to the Company 7 days after the payment deadline has passed. While the Company is blocked, Users see a suspension notice and the first Administrator sees a screen with the overdue invoice.
  5. Once the overdue payment is received, the Service Provider restores access without undue delay. The Company’s data remains intact.
  6. If the block lasts 30 days, the Service expires and the Service Provider permanently deletes the Company’s data. It sends the Customer a reminder 7 days before deletion.
  7. Blocking does not release the Customer from paying for the period in which the Service was provided. The Service Provider may charge statutory interest for late payment in commercial transactions.

§ 7. Changes to the order, cancellation and deletion of data

  1. Reducing the number of seats, downgrading a Module’s level or cancelling a Module is not available in the registration form or in the Administrator panel. The Customer requests it by email, and the Service Provider considers the request individually, taking into account the data entered into the Modules and the dependencies between them. An agreed change takes effect from the first day of the following month; the fee for the current month is not refunded.
  2. Cancelling a Module or downgrading its level does not delete any data — the data is hidden and becomes available again when the Module is bought again, provided the Service has not expired. The Company’s data is deleted only in the cases described in § 4(3) and (5), § 6(6) and section 6 below.
  3. Before reducing the number of seats, the Customer deactivates the surplus accounts. Otherwise, the change does not take effect.
  4. The Customer may cancel the entire Service in the Administrator panel or by email. The Service runs until the end of the paid month.
  5. After the Service ends, the Customer has 30 days to download a data export: CSV files for each Module and the attachments. During that time, the Company runs in export-only mode.
  6. After 30 days, the Service Provider permanently deletes the Company’s data, including User data, attachments and the key encrypting financial data. Backups expire in subsequent cycles; once the key is destroyed, the financial data in them is unreadable.
  7. The Service Provider may terminate the contract with 30 days’ notice, or without notice if the Customer seriously breaches these Terms, in particular § 8(1). In both cases, the Customer keeps the right to the export under section 5.

§ 8. Customer obligations, availability and liability

  1. The Customer uses the Service in accordance with the law and these Terms. The Customer does not enter content that infringes the law or the rights of third parties, does not attempt to access other companies’ data, does not deliberately overload the platform and does not resell the Service without the Service Provider’s consent.
  2. The Customer is responsible for its Users’ accounts: grants them permissions, keeps passwords confidential and promptly reports any suspected unauthorised access. We recommend enabling two-factor sign-in for Administrator accounts.
  3. The Customer is responsible for the content of the data entered into the Company and for having a legal basis to process it.
  4. Access to financial data in the Company is granted only to a list of people set at the Customer’s written request; the Service Provider enters and changes it only on that basis.
  5. The Service Provider ensures Service availability of 99% per month. Downtime does not include maintenance breaks announced at least 4 hours in advance (by email or by a notice in the application), nor breaks caused by force majeure or by the Customer’s actions.
  6. The Service Provider develops the Service and may change its features if this does not materially reduce the scope of the paid Modules.
  7. The Service Provider’s liability to the Customer on any legal basis, including contract and tort, is limited to actual loss and, in total, to the net fees paid by the Customer for the 3 months preceding the event giving rise to the loss.
  8. The Service Provider is not liable for: lost profits, indirect and consequential loss, loss of reputation, loss resulting from the actions of the Customer, Users or people to whom they gave access, or for breaks and errors caused by force majeure or by network failures beyond the Service Provider’s control.
  9. To the extent permitted by law, liability under statutory warranty (rękojmia) is excluded; the Customer’s rights in the event of defects in the Service are set out in § 9 and section 7.
  10. The limitations in sections 7–9 do not apply to loss caused intentionally or where the law does not allow them to be applied, in particular to Customers referred to in section 11.
  11. A Customer who is a natural person entering into a contract directly related to their business activity, where the content of the contract shows that it is not of a professional nature for them, as follows in particular from the business activity disclosed in the Polish business register CEIDG (Article 385⁵ of the Polish Civil Code), benefits from the protection provided for consumers with regard to: unfair contract terms, liability for the Service’s conformity with the contract and the right to withdraw from the contract. Sections 7–9 do not apply to such a Customer to the extent that they conflict with those provisions.
  12. A Customer referred to in section 11 may withdraw from the contract without giving a reason within 14 days of its conclusion, that is, of purchasing the Service after the trial period, by sending a statement by email. If the Customer requested that the paid Service start before that period ends, the Customer pays for the Service provided up to the day of withdrawal, proportionally to the number of days. The Service Provider refunds the remaining part of the fee within 14 days using the same method by which it was paid.

§ 9. Complaints

  1. The Customer submits complaints about the Service and billing by email to support@say.work or by post to the Service Provider’s registered office. The same email address is used to cancel the Service (§ 7(4)), to withdraw from the contract (§ 8(12)) and for technical support.
  2. A complaint should include the Company name, a description of the problem, the date it occurred and contact details.
  3. The Service Provider handles a complaint within 14 days of receiving it and replies to the address from which it was sent.
  4. An accepted complaint about downtime exceeding the level in § 8(5) entitles the Customer to a reduction of the fee for that month proportional to the downtime, settled on the next invoice.

§ 10. Data processing agreement

  1. With regard to personal data that the Customer enters into the Company, the Customer is the controller and the Service Provider is the processor. This section constitutes a data processing agreement within the meaning of Article 28 GDPR. It does not cover data for which the Service Provider is the controller (including data of the person registering the Company, sign-in and billing data) — that data is described in the Privacy Policy.
  2. Subject matter and purpose. The Service Provider processes the entrusted data solely to provide the Service: storage, making it available to Users, backups, sending notifications and technical support.
  3. Duration. The processing lasts for the duration of the Service and the data export and deletion period described in § 6 and § 7.
  4. Type of data and categories of data subjects. Data of the Customer’s employees, contractors and business partners: identification and contact details, employment and contract details, working time, absences, leave, skills, equipment, work results and, in the Finance Module, salary and cost data. The Customer should not enter special categories of data (Article 9 GDPR) unless required by employment law, and then does so at its own responsibility.
  5. Instructions. The Service Provider processes data only on the Customer’s documented instructions; these Terms and the actions of the Customer and Users in the Company count as such instructions. If an instruction infringes the law, the Service Provider informs the Customer without delay.
  6. Confidentiality. Only authorised people bound by confidentiality have access to the data.
  7. Security. The Service Provider applies the measures referred to in Article 32 GDPR, in particular: separation of each Company’s data, encrypted connections, storing passwords only as hashes, encrypting financial data with each Company’s own key, backups and restricted access to servers.
  8. Sub-processing. The Service Provider currently uses no sub-processors: the Platform and mail run on the Service Provider’s own servers in a rented server room at Beyond.pl in Poznań, Poland, and Beyond.pl has no access to the data. The Customer gives general consent to sub-processing in the future. The Service Provider gives 14 days’ notice of any intended addition or change of sub-processor; the Customer may object and, if the objection is not accepted, cancel the Service without notice. Data is not transferred outside the European Economic Area.
  9. Assistance to the controller. The Service Provider assists the Customer in fulfilling the rights of data subjects and in the obligations under Articles 32–36 GDPR, to the extent the Customer cannot do so itself in the Company.
  10. Breaches. The Service Provider notifies the Customer of a personal data breach without undue delay and no later than 24 hours after becoming aware of it, providing the information referred to in Article 33(3) GDPR that it has, and supplementing it as more becomes known.
  11. Audit. Once a year, the Customer may verify compliance of the processing with this section — first on the basis of written explanations and documents and, if that is not sufficient, through an audit announced 14 days in advance, at the Customer’s expense and without access to other companies’ data.
  12. End of processing. After the Service ends, the Service Provider makes the data available for export and then deletes it in accordance with § 7(5) and (6), unless the law requires it to be retained further.

§ 11. Final provisions

  1. The contract is governed by Polish law.
  2. Disputes are resolved by the court having jurisdiction over the Service Provider’s registered office, subject to the provisions protecting Customers referred to in § 8(11).
  3. The Service Provider may amend these Terms for important reasons: changes in the law, changes in the scope of the Service, security reasons or changes to the Price list. It gives notice of a change by email and by a notice in the application at least 30 days before it takes effect.
  4. A Customer who does not accept the changes may cancel the Service before they take effect; the Service then runs until the end of the paid month on the existing terms.
  5. The current version of these Terms is available at say.work/en/terms (Polish version: say.work/regulamin) and next to the registration form. In case of discrepancies between language versions, the Polish version prevails.
  6. Matters not covered by these Terms are governed by the Polish Civil Code, the Act on the provision of electronic services and the GDPR.
  7. This version of the Terms is effective from 26 October 2026. It binds the Customer from the moment the Customer accepts it in the registration form.