1. General Provisions
These Terms and Conditions set out the rules for the provision by electronic means of the Bezpieczna Kancelaria service by Aurea Enterprises sp. z o.o., with its registered office at ul. Plac Bankowy 2, 00-095 Warsaw, entered in the register of entrepreneurs of the KRS under number 0000510950, NIP: 9591956107, REGON: 260773108, hereinafter referred to as the "Service Provider".
The Service Provider may be contacted by e-mail at: kontakt@bezpiecznakancelaria.pl, as well as in writing at the address of the Service Provider's registered office.
Bezpieczna Kancelaria is a service intended primarily for entrepreneurs, law firms, legal advisers, advocates, tax advisers, legal departments and other professional entities. The Service is not intended for private, consumer use, unless the Service Provider expressly permits such a model under a separate agreement.
The Terms and Conditions are made available free of charge before the conclusion of the agreement and in a manner that enables them to be accessed, recorded and reproduced.
2. Definitions
For the purposes of the Terms and Conditions, the following terms shall have the following meanings:
Application - the Bezpieczna Kancelaria IT system accessible through a web browser or other interfaces made available by the Service Provider.
Bezpieczna Kancelaria or BK - a SaaS service provided by electronic means by the Service Provider, used in particular to manage matters, documents, recordings, transcripts, calendars, invoices, tasks, User permissions, Integrations and AI Features.
Client - an entity that enters into an agreement with the Service Provider concerning the use of BK, in particular a law firm, company, sole trader or other organization.
Organization - the Client's account in BK, within which User accounts, roles, matters, documents, permissions and the service configuration are created.
User - a natural person using BK on behalf of the Client or at its invitation, in particular an Organization administrator, lawyer, law firm employee, associate, trainee lawyer, assistant or another person authorized by the Client.
Organization Administrator - a User holding extended permissions to manage the Organization, including inviting Users, assigning roles, and managing access and configuration.
Client Data - data, documents, files, recordings, transcripts, notes, information about matters, data concerning the law firm's clients, data from Integrations and other content entered, uploaded, generated or stored by the Client or Users in BK.
Client Content - all materials, documents, files, recordings, messages, notes, transcripts, summaries, attachments, calendar data, invoice data and other content processed in BK within the Client's Organization.
Integrations - connections between BK and third-party services, in particular calendars, electronic mail, KSeF, court systems, payment systems, file storage services or other systems specified in the documentation.
AI Features - features supporting the User's work, in particular transcription, summarization, document analysis, information retrieval, generation of draft content, data classification or other features based on automated language processing models.
Agreement - an agreement concluded between the Service Provider and the Client, comprising the Terms and Conditions, the offer, the order, the price list, the data processing agreement and other documents accepted by the parties.
Privacy Policy - a document describing the rules for the processing of personal data by the Service Provider.
Cookie Policy - a document describing the rules for the use of cookies and similar technologies.
3. Scope of the Service
BK includes, in particular, the following features, depending on the selected package, configuration and module availability:
- management of matters and records,
- storage of documents and files,
- encrypted data storage,
- management of access, roles and permissions,
- audio recording and handling of audio files,
- transcription of recordings,
- creation of notes, summaries and overviews,
- support through AI Features when working with documents and matters,
- management of calendars and deadlines,
- integration with third-party calendars,
- integration with court systems, provided that the relevant module is active,
- integration with KSeF, provided that the relevant module is active,
- invoicing functionality, provided that the relevant module is active,
- notifications and tasks,
- data export,
- administrative features for the Organization,
- other features described in the documentation or offer.
The functional scope available to a particular Client may depend on the concluded Agreement, the selected package, configuration, User permissions and the availability of third-party Integrations.
The Service Provider may develop, modify and improve BK, in particular by adding new features, modifying the interface, improving security and correcting errors.
4. Nature of the Service
BK is a technological tool supporting the work of a law firm or another Client. BK is not a law firm, does not provide legal services, does not replace a lawyer's professional assessment and does not make decisions on behalf of the User.
The AI Features, transcription, document analysis, summaries and content generation are auxiliary in nature. The results produced by these features should in each instance be verified by the User before being used in professional work, correspondence, pleadings, legal opinions, accounting documents or decisions concerning the law firm's client.
The Client shall be responsible for the manner in which BK is used, including for content entered into the system, the legal basis for data processing, User permissions and the compliance of the use of the Service with professional obligations, professional secrecy and applicable law.
5. Technical Requirements
The following are required to use BK:
- a device with Internet access,
- the current version of Chrome, Safari, Firefox, Edge or another browser compliant with current web standards,
- JavaScript enabled,
- necessary cookies enabled,
- an active User account,
- an e-mail address capable of receiving system messages.
Additional technical requirements may apply to the use of selected features, in particular:
- access to the device's microphone for the recording feature,
- permissions for selected third-party Integrations,
- an active account with a third-party service,
- configuration of KSeF or another public system,
- appropriate permissions granted by the Organization Administrator,
- a stable Internet connection when uploading large audio files or documents.
The Service Provider may publish additional technical requirements in the BK documentation.
6. Registration and Account
An account in BK may be created through the registration form, an invitation sent by the Organization Administrator or through another action provided for in the onboarding process.
During registration, the User may be required to provide an e-mail address, password, first name, surname, telephone number, Organization details or other data required to create the account and provide the Service.
The User shall be required to provide data that are true, up to date and accurate.
Each User should use a separate account. Sharing an account, login, password, access tokens or other authentication data with third parties is prohibited.
The User shall be responsible for maintaining the confidentiality of login credentials and for promptly notifying the Organization Administrator or the Service Provider of any suspected unauthorized access to the account.
The Service Provider may require additional authentication methods, in particular a one-time code, two-factor authentication or confirmation of the e-mail address.
7. Roles and permissions
A User's access to BK data and functions depends on the role, permissions and configuration established by the Client or the Organization Administrator.
The Organization Administrator is responsible for:
- inviting Users,
- granting and revoking permissions,
- defining the scope of access to matters, documents and modules,
- deleting the accounts of persons who should no longer have access,
- verifying the correctness of the Organization's configuration.
The Service Provider shall not be liable for the consequences of the Client or the Organization Administrator granting inappropriate permissions to Users, unless the damage results from circumstances for which the Service Provider is liable under mandatorily applicable provisions of law or the Agreement.
8. Client Data and Client Content
The Client retains the rights to the Client Data and Client Content.
The Service Provider does not acquire ownership rights to the Client Content. The Client authorizes the Service Provider to technically process the Client Content solely to the extent necessary to provide BK, maintain security, perform selected functions, handle requests and perform the Agreement.
The Client is responsible for the lawfulness of the Client Content and for having a legal basis for entering, storing, sharing and processing it in BK.
The Client should not enter into BK any content whose processing in the system would violate provisions of law, third-party rights, professional secrecy, trade secrets or the Client's contractual obligations.
9. Personal data protection and entrustment of processing
With respect to data concerning User accounts, billing, contact, Client support, security and the Service Provider's own activities, the Service Provider may act as a personal data controller.
With respect to Client Data entered into BK by the Client or Users, in particular data contained in case files, documents, recordings, transcripts, notes and integrations, the Service Provider generally acts as a processor processing data on behalf of the Client.
The detailed rules for the processing of personal data are set out in the Privacy Policy and the data processing agreement, which forms part of the contractual documentation between the Client and the Service Provider.
The Client acknowledges that the Client Data may include special categories of personal data, data concerning court proceedings, data subject to professional secrecy or other confidential information. The Client is responsible for assessing whether and to what extent it may use BK to process such data.
10. Encryption and security
BK is designed with data security and confidentiality in mind.
The Service Provider applies technical and organizational measures intended to protect data, in particular access controls, roles and permissions, encryption, event logging, transmission safeguards, backups, security monitoring and incident response procedures.
To the extent provided for by the BK architecture, files and documents may be encrypted in a manner that limits access to their content solely to the Client's authorized Users.
The User should protect their password. If the architecture of a particular function is based on a password or key known exclusively to the User, the loss of the password or key may make it impossible to regain access to the decrypted data. The detailed rules for regaining access are set out in the technical documentation or security procedure.
No IT system provides absolute security. However, the Service Provider undertakes to apply measures appropriate to the nature of the Service, the risks and the type of data processed.
11. Recordings, transcripts and AI
If the Client uses recording, transcription or AI functions, the Client is responsible for informing persons participating in a conversation or meeting about the recording, transcription or other processing of data, if required by provisions of law or the Client's professional obligations.
The Service Provider shall not be liable for the content of recordings, transcripts, summaries or results generated by AI functions, unless such liability arises under mandatorily applicable provisions of law or the Agreement.
AI transcripts, summaries and responses may contain errors, omissions, inaccuracies or incorrect interpretations. The User should verify the results before using them.
AI functions should not be treated as a source of legal, tax, accounting or medical advice or any other professional decision.
12. External integrations
BK may enable integration with external services such as calendars, email, KSeF, court systems, payment systems, file repositories or other tools.
Use of an integration may require logging in to an external service, granting permissions, configuration on the Client's side or compliance with the relevant provider's requirements.
The Service Provider shall not be liable for the operation of external services, their availability, API changes, technical limitations, account blocks or decisions of external providers, unless such liability arises under the Agreement or mandatorily applicable provisions of law.
The Client may disconnect an integration at any time, provided that such a function is available in the BK settings or from the external provider.
13. Payments and subscription
The payment terms, amount of remuneration, billing period, function package, User limit, storage space limit, transcription limit, notice period and other commercial terms are specified in the offer, order, price list or individual Agreement with the Client.
Unless otherwise agreed, fees are due for the billing periods specified in the Agreement or price list.
The Service Provider may make the activation, continuation or extension of access to BK conditional upon timely payment.
In the event of late payment, the Service Provider may demand payment from the Client, restrict access to selected functions or suspend the provision of the Service, subject to the provisions of the Agreement and applicable provisions of law.
14. License and intellectual property
BK, its source code, interface, name, logo, documentation, structure, graphic layout, databases, operating mechanisms and other elements are the property of the Service Provider or entities from which the Service Provider has obtained the relevant rights.
For the term of the Agreement, the Service Provider grants the Client a non-exclusive, non-transferable, limited right to use BK in accordance with the Terms and Conditions, the Agreement and the intended purpose of the Service.
The Client is not entitled to copy, modify, distribute, sublicense, resell, decompile, reverse engineer or circumvent the security measures of BK, or make BK available to third parties beyond the scope provided for in the Agreement.
Rights to the Client Content remain with the Client or other entitled persons.
15. Rules for using the Service
The User and the Client are obliged to use BK in compliance with the law, the Terms and Conditions, the Agreement, good morals, security principles and the intended purpose of the Service.
In particular, it is prohibited to:
- provide unlawful content,
- infringe third-party rights,
- use BK without the required legal basis for data processing,
- share an account with third parties,
- circumvent security mechanisms,
- attempt to obtain unauthorized access to the data of other Clients,
- conduct penetration tests, scanning, automated load testing or attacks without the Service Provider's written consent,
- engage in activities that disrupt the operation of BK,
- use BK to send spam, phishing, malware or other harmful content,
- use BK to train competing systems without the Service Provider's consent,
- resell access to BK without the Service Provider's consent.
The Service Provider may temporarily restrict or block access to an account if this is necessary for security reasons, in the event of a breach of the Terms and Conditions, suspected unauthorized access, actions detrimental to BK or a risk of violation of law.
16. Availability, Technical Interruptions and Backups
The Service Provider shall use reasonable efforts to ensure that BK is available continuously and operates stably.
The Service Provider may carry out technical work, updates, migrations, servicing or repairs that may cause temporary unavailability of the Service or restriction of selected functions.
The Service Provider shall notify Clients in advance of planned material technical interruptions, where possible.
Detailed parameters concerning the SLA, availability, response times and any compensation shall apply only if they have been expressly specified in the Agreement.
The Service Provider may create backups of data. Backups are intended to protect the continuity of the Service and do not replace the Client's obligation to export data independently if such an obligation arises from applicable laws, professional rules or the Client's internal procedures.
17. Liability
The Service Provider shall be liable for providing BK in accordance with the Agreement, the Terms and Conditions and mandatorily applicable provisions of law.
Unless mandatorily applicable provisions of law provide otherwise, the Service Provider shall not be liable for:
- content entered by the Client or Users,
- the consequences of using unverified AI outputs,
- legal, business, tax, accounting or organisational decisions made by the Client,
- incorrect configuration of permissions by the Client,
- loss of access resulting from a User's breach of security rules,
- the operation of external services,
- failures of the Internet, the Client's devices or the Client's software,
- damage resulting from force majeure,
- the consequences of using BK contrary to the Terms and Conditions, the Agreement or its intended purpose.
If the Client is an entrepreneur, the Service Provider's liability may be limited in accordance with the Agreement, subject to mandatorily applicable provisions of law.
18. Termination of the Agreement and Cessation of Use of the Service
The terms for terminating the Agreement, the notice period, the consequences of ending the cooperation and the settlement rules shall be specified in the Agreement, offer, order or price list.
Following termination of the Agreement, the Client should export the Client Data within the period specified in the Agreement or documentation.
Following the expiry of the period provided for exporting data, the Service Provider may delete, block, anonymise or archive the Client Data in accordance with the Agreement, the Privacy Policy, the data processing agreement and applicable provisions of law.
The Service Provider may terminate the Agreement or suspend the provision of the Service with immediate effect in the event of a gross breach of the Terms and Conditions, actions detrimental to the Service Provider, a security breach, unlawful use of BK or a material delay in payment, following prior notice, unless immediate action is necessary for security or legal reasons.
19. Complaints
Complaints concerning the operation of BK may be submitted via the contact form available at bezpiecznakancelaria.pl/contact, which is forwarded to our ticketing system.
A complaint should include:
- the Client's or User's details,
- a description of the issue,
- the date and circumstances of the occurrence of the issue,
- the expected manner of resolving the complaint,
- the contact details of the person submitting the complaint.
The Service Provider shall consider complaints within 14 business days from the date of their receipt. In particularly complex cases, this period may be extended, of which the Service Provider shall notify the complainant.
The response to the complaint shall be sent to the email address provided in the complaint or assigned to the account.
20. Amendments to the Terms and Conditions
The Service Provider may amend the Terms and Conditions for valid reasons, in particular in the event of:
- a change in provisions of law,
- a change in the functions of BK,
- a change in technology,
- a change in security rules,
- a change in the model for providing the Service,
- the need to clarify the provisions,
- a change in the Service Provider's details.
The Service Provider shall notify the Client or Users of material amendments to the Terms and Conditions at least 14 days in advance, unless a shorter period is required for legal, security or technical reasons.
If the Client does not accept the amendments to the Terms and Conditions, the Client may terminate the Agreement in accordance with the terms specified in the Agreement.
21. Governing Law and Disputes
The Terms and Conditions and the Agreement shall be governed by Polish law.
Disputes arising from the Terms and Conditions or the Agreement shall be resolved by the court having jurisdiction over the registered office of the Service Provider, unless the Client is a consumer or an entrepreneur entitled to consumer protection, or mandatorily applicable provisions of law provide otherwise.
22. Final Provisions
The Terms and Conditions shall enter into force on the date of publication.
In matters not regulated by the Terms and Conditions, the Agreement, the Privacy Policy, the data processing agreement, the BK documentation and applicable provisions of law shall apply.
If any provision of the Terms and Conditions proves to be invalid or ineffective, this shall not affect the validity of the remaining provisions.
Language
This document is available in Polish and English. The Polish version is the source text; in case of any discrepancy between the versions, the Polish version prevails. The English version is a translation provided for convenience only.