Terms of service for electronic services

1. General provisions

These Terms define the rules for using the Legal Kanban system available at www.legalkanban.pl and app.legalkanban.pl as a SaaS service provided electronically to law firms, legal departments and other entities using tools for legal matter management.

Service Provider: Decent Code Sp. z o.o., ul. Młynarska 29, 58-300 Wałbrzych, Poland (registered office address only, no on-site client service), NIP 886 301 65 19, REGON 388 952 820, KRS 0000904994, share capital PLN 10,000, e-mail: firma@decentcode.pl.

The Service is intended for entrepreneurs, organisational units and persons practising legal professions in connection with their professional activity. The Service is not intended for consumers.

Legal Kanban is an IT tool. The Service Provider does not provide legal aid, legal advice or services reserved for advocates, attorneys-at-law, notaries or tax advisers through the system.

2. Definitions

Client means the entity entering into an agreement with the Service Provider to use Legal Kanban. User means an individual authorised by the Client to use an Account. Account means individual access to the system. Service means making the Legal Kanban system available together with the functions covered by the selected plan or individual order.

Client Data means content, documents, personal data, metadata, information about matters, law firm clients, deadlines, billing and communication entered into the system by the Client, Users or persons invited to the Client Portal.

Client Portal means the part of the system intended for communication and exchange of selected information with law firm clients or other persons invited by the Client.

3. Scope of services

Legal Kanban provides access to tools for managing matters, tasks, documents, deadlines, billing, contacts, offers, client communication and other law firm processes, according to the feature description on the website, price list, offer or individual agreement.

If AI features are available within a plan, they are auxiliary. The Client is responsible for assessing the usefulness, correctness and completeness of AI outputs before using them in professional work, client communication or proceedings.

The Service Provider may provide contact forms, offer request forms, information materials and other electronic services related to website operation and sale of the Service.

4. Agreement and Account

The agreement for using Legal Kanban is concluded by accepting an offer, registering an Account, launching a trial period, signing a separate agreement or taking any other action agreed by the parties that confirms the order of the Service.

A person creating an Account on behalf of the Client represents that they are authorised to represent the Client or to order the Service on its behalf.

The Client is responsible for granting and withdrawing User permissions, the correctness of data entered into the system and the actions of persons using the Account to the extent they act under the Client's authorisation.

The User must protect login credentials, use a strong password, not share the Account with other persons and promptly report any suspected unauthorised access.

5. Technical requirements and security

Use of the Service requires a device with internet access, an up-to-date web browser supporting JavaScript, an active e-mail address and the ability to use cookies or similar technologies to the extent necessary for system operation.

The Service Provider maintains the ICT system in a manner enabling use of the Service according to its purpose, including User identification, ending the session by logging out and handling basic access security measures.

Specific risks related to electronic services include phishing, malware, takeover of login credentials, use of untrusted networks, incorrect permission configuration and disclosure of data by persons acting on the Client's side. The Client should use up-to-date software, access control, 2FA, regular permission reviews and procedures consistent with professional secrecy.

6. Rules of use and Client content

The Client and Users must use the system in accordance with law, these Terms, the agreement, professional ethics applicable to their profession and the duty to maintain professional secrecy.

The Client decides what data is entered into the system and is responsible for having the appropriate legal basis for processing, sharing and entrusting such data to the Service Provider.

It is prohibited to enter unlawful content, content infringing third-party rights, malware, illegally obtained data, content intended to bypass security measures or actions disrupting system operation.

The Service Provider has no general obligation to monitor Client Data. If the Service Provider receives an official notice or credible information about unlawful data or actions, it may promptly disable access to such data or Account to the extent necessary to comply with legal obligations and protect the system.

7. Confidentiality and professional secrecy

The Service Provider treats Client Data as confidential. Access by the Service Provider's personnel to Client Data may occur only to the extent necessary to provide the Service, ensure security, provide technical support, follow the Client's documented instruction or comply with a legal obligation.

The Service Provider requires persons authorised to process Client Data to maintain confidentiality. For data covered by advocate secrecy, attorney-at-law secrecy or other professional secrecy, the Client should configure access and data sharing in accordance with professional obligations.

8. Availability, maintenance and support

The Service Provider takes steps aimed at ensuring continuity of the Service. Planned maintenance may cause temporary availability limitations where necessary to maintain, update or secure the system.

SLA level, response times, onboarding support, data migration and integration scope may be specified in the price list, offer or individual agreement. Unless agreed otherwise, technical support is provided by e-mail at firma@decentcode.pl.

9. Fees and billing

Financial terms are defined in the price list, accepted offer, order, subscription or individual agreement. Invoices may be issued and delivered electronically.

In case of payment delay, the Service Provider may request payment and, after an additional deadline passes without payment, limit or suspend access to paid features to the extent permitted by law and the agreement.

Commercial information and direct marketing using e-mail or similar means of communication are sent only on terms permitted by law, in particular after obtaining the required consent or within permitted service-related communication.

10. Complaints

Complaints concerning the Service may be submitted by e-mail to firma@decentcode.pl. The submission should include Client details, a description of the issue, the date of the event and contact details of the reporting person.

The Service Provider reviews complaints within 14 days of receipt. If the case requires additional information, the period runs from the date the reporting person provides it.

11. Personal data and data processing entrustment

For data of website visitors, persons contacting the Service Provider, Client representatives, Users and billing data, the Service Provider acts as a data controller. Details are described in the Privacy Policy.

For Client Data entered into the system to handle matters, law firm clients, documents, tasks, billing or the Client Portal, the Client generally acts as the data controller and the Service Provider as the processor. The terms of entrustment are set out in the Data Processing Agreement.

12. Intellectual property

The Service Provider retains rights to the Legal Kanban system, code, interface, documentation, trademarks, materials and graphic elements, excluding Client Data. The Client receives non-exclusive, non-transferable access to the Service for the term of the agreement and solely for its own professional or business activity.

It is prohibited to copy, modify, decompile, make available to unauthorised persons, resell or use the system to build a competing solution unless mandatory provisions of law provide otherwise.

13. Liability

The Service Provider is liable for due provision of the Service in accordance with the agreement and law. The Service Provider is not liable for the content, completeness, legality and correctness of Client Data, legal or business decisions of the Client, effects of incorrect permission configuration by the Client, delays caused by networks or third-party services, or use of AI feature outputs without verification by the Client.

To the extent permitted by law, the Service Provider's liability towards a Client conducting business or professional activity covers actual damage and excludes lost profits, unless the parties agree otherwise in a separate agreement.

14. Termination of Service use

The Client may end use of the Service according to the subscription terms, offer or individual agreement. After termination, the Client should export Client Data within the period indicated by the Service Provider or agreed in the agreement.

After the Service ends, Client Data is deleted or returned according to the Data Processing Agreement, subject to data that the Service Provider must keep as controller under law, for billing or for pursuing claims.

15. Changes to the Terms

The Terms may change if law, Service functions, technical conditions, security rules, pricing or organisation of the Service changes. The Service Provider informs the Client in advance about changes affecting Client rights or obligations through the system, by e-mail or through the website.

16. Final provisions

Matters not regulated by these Terms are governed by Polish law. Disputes connected with the Service will be resolved by the competent common court, according to law and the provisions of an individual agreement, if concluded.