Zapisum Terms of Service

Effective from 20 October 2026.

These Terms are the terms of providing electronic services within the meaning of Article 8(1)(1) of the Polish Act of 18 July 2002 on Providing Electronic Services.

This is a translation. In case of discrepancies, the Polish version prevails.

§1 Definitions

  1. Terms — this document, setting out the rules for using the Service.
  2. Operator — Rebel Code sp. z o.o., pl. Bankowy 2, 00-095 Warszawa, Poland, entered in the register of entrepreneurs of the National Court Register (KRS) kept by the District Court for the Capital City of Warsaw, 12th Commercial Division, under KRS number 0000962361, tax ID (NIP): 1182239077, REGON: 521562909, share capital PLN 6,000.00.
  3. Service — the Zapisum online appointment booking system, provided in the app.zapisum.com application, together with the Booking page.
  4. Customer — a sole trader, legal person or organisational unit without legal personality that has concluded the Agreement with the Operator.
  5. User — a person given access to the Account by the Customer.
  6. Booker — a person who books an appointment with the Customer through the Booking page.
  7. Account — the Customer’s data and settings in the Service, available after signing in.
  8. Booking page — the Customer’s public page in the Service, where Bookers choose a service and time.
  9. Agreement — the agreement for the provision of the Service, of which these Terms form an integral part.
  10. Plan — the scope of Service features (Start or Pro) described in the Price list.
  11. Price list — information about Plans and Subscription fees published on zapisum.com.
  12. Trial — 30 days from creating the Account during which the Service on the Pro plan is provided free of charge.
  13. Subscription fee — the Operator’s remuneration for a Subscription period, payable in advance.
  14. Subscription period — a calendar month or another period indicated when choosing a Plan.
  15. Outage — unavailability of the Service lasting longer than 15 minutes for reasons attributable to the Operator.
  16. Maintenance — a planned interruption of the Service announced at least 12 hours in advance.

§2 General provisions

  1. The Service is intended for businesses and is used to accept appointment bookings from their clients.
  2. The Operator provides the Service under the Agreement and these Terms. Matters not covered are governed by applicable law.
  3. To use the Service, the Customer creates an Account by completing the sign-up form and accepting these Terms and the Privacy Policy.

§3 Conclusion of the Agreement and Trial

  1. The Agreement is concluded for an indefinite period when the e-mail address given at sign-up is confirmed.
  2. After creating the Account, the Customer receives a Trial during which they can use the Pro plan free of charge. The Trial does not require payment card details.
  3. Before the Trial ends, the Operator sends an e-mail reminder.
  4. After the Trial, the Customer chooses a Plan and pays the Subscription fee. Until it is paid, the panel is read-only and the Booking page does not accept new bookings. The Customer’s data stays in the system.
  5. The Operator may refuse to create an Account or verify the Customer’s details if there is a reasonable suspicion that they are false or that the Service will be used contrary to these Terms.

§4 Scope of the Service

  1. The features of each Plan are set out in the Price list.
  2. The Operator develops the Service and may change its features. Changes may not deprive the Customer of the essential features of a paid Plan during a paid Subscription period.
  3. The Operator is not a party to agreements between the Customer and Bookers. The Customer alone is responsible for services provided to Bookers, their prices and the appointments themselves.

§5 Rights and obligations

  1. The Operator makes the Service available, and the Customer pays Subscription fees on time.
  2. The Customer undertakes to: provide true and current data; use the Service in accordance with these Terms and the law; not attempt to access other Customers’ Accounts; keep login details confidential; inform the Operator of changes in data relevant to the Agreement.
  3. The Customer may not publish unlawful content through the Service, in particular content that: infringes third-party rights, including copyright and trademarks; is offensive, vulgar or incites hatred or violence; is pornographic; contains malware; promotes criminal activity.
  4. The Service is not intended for sending marketing messages. Messages sent by the Service relate solely to bookings made by Bookers.
  5. The Customer is responsible for the actions of Users given access to the Account and for the content and data it enters into the Service.
  6. The Operator may disclose the Customer’s data to competent authorities if the Service is used unlawfully, and on receiving an official notice or credible information about the unlawful nature of data, may block access to it.

§6 Subscription fees

  1. The Subscription fee follows the Price list in force on the day the Plan is chosen, unless the parties have agreed otherwise in writing or documentary form. Prices in the Price list are net of VAT.
  2. The Subscription fee is charged in advance for the whole Subscription period.
  3. The fee covers only the use of the Service and does not include internet access, hardware or third-party services.
  4. The Customer pays on the basis of a pro forma invoice sent to the Account’s e-mail address or a VAT invoice issued in the Polish National e-Invoice System (KSeF), by the due date stated on it. The Operator may additionally send a PDF copy of the invoice.
  5. Late payment bears statutory interest for delay in commercial transactions.
  6. The fee is non-refundable if the Customer terminates the Agreement during a Subscription period. If the Operator terminates the Agreement for reasons not attributable to the Customer, the Operator refunds the part of the fee proportional to the unused part of the Subscription period.
  7. A change to the Price list does not affect the fee for an already paid Subscription period.

§7 Renewal and non-payment

  1. Before a Subscription period ends, the Operator issues an invoice for the next period, according to the Price list in force on the day of issue.
  2. If the fee is not paid on time, the panel becomes read-only and the Booking page stops accepting new bookings. Paying the fee restores full operation.
  3. If the fee is not paid within 90 days of the end of the paid Subscription period or the Trial, the Agreement expires. The Operator may then delete the Account and its data, notifying the Customer by e-mail at least 14 days in advance.

§8 Restriction and suspension

  1. The Operator may block the Account or part of it if the Customer’s actions overload the infrastructure, threaten security or degrade the Service for other Customers.
  2. The Operator may block the Account without notice if the Service is used to publish unlawful content, infringe third-party rights or send unsolicited messages.
  3. The Customer may appeal a block by writing to support@zapisum.com. The Operator will unblock the Account once the reason for the block has ceased.
  4. A block for reasons attributable to the Customer does not entitle the Customer to a refund or compensation.

§9 Technical requirements

  1. Using the Service requires a device with internet access, an up-to-date web browser (in particular Chrome, Firefox, Edge or Safari) and an active e-mail address.
  2. Integration with a Google, Microsoft or Apple calendar requires an account with that provider and granting the Service access, which the Customer may revoke at any time.

§10 Liability

  1. The Operator is liable for non-performance or improper performance of the Agreement unless caused by circumstances for which the Operator is not responsible.
  2. The Operator is not liable for damage resulting from: unavailability of the Service caused by third parties or force majeure; use of the Service contrary to these Terms; false data; use of the Customer’s login details by third parties; the operation or unavailability of third-party services, in particular Google, Microsoft and Apple calendars and recipients’ mailboxes; Bookers not showing up for appointments.
  3. The Operator is not liable for the Customer’s lost profits.
  4. The Operator’s total liability to the Customer is limited to the Subscription fees paid by the Customer in the 12 months preceding the event giving rise to the damage. This limitation does not apply to damage caused intentionally.
  5. The Operator makes every effort to keep the Service running without interruption and announces Maintenance in advance.

§11 Outages and support

  1. The Customer reports outages and problems with the Service to support@zapisum.com.
  2. A report should include the Account name or Booking page address, a description of the problem, when it occurred and the reporter’s contact details.
  3. The Operator fixes Outages promptly once detected or reported.

§12 Complaints

  1. Complaints about the Service can be sent by e-mail to support@zapisum.com or in writing to: Rebel Code sp. z o.o., pl. Bankowy 2, 00-095 Warszawa, Poland.
  2. A complaint should include the Customer’s details, a description of the issue and the reasons for the complaint.
  3. The Operator handles a complaint within 14 days of receipt and replies to the address it was sent from.

§13 Customer’s personal data

  1. The Operator is the controller of the personal data of the Customer and Users. How it is processed is described in the Privacy Policy available on zapisum.com.

§14 Data processing agreement

  1. For the personal data of Bookers and other data the Customer enters into the Service, the Customer is the controller and the Operator is the processor within the meaning of Article 28 GDPR. This section constitutes a data processing agreement concluded together with the Agreement.
  2. The data processed are: Bookers’ name, e-mail address, phone number, booking details and booking form answers, as well as data of the Customer’s staff entered into the Service. The sole purpose of processing is providing the Service, including accepting bookings, sending confirmations and reminders, and calendar synchronisation. Processing lasts for the term of the Agreement.
  3. The Operator processes data only on the Customer’s documented instructions. The Customer’s use and configuration of the Service’s features constitute such instructions.
  4. The Operator ensures that persons authorised to process data have committed to confidentiality, and applies the technical and organisational measures required by Article 32 GDPR, including encrypted connections and access control.
  5. The Customer gives the Operator general authorisation to engage sub-processors, in particular server infrastructure and e-mail delivery providers. The Operator informs the Customer of any intended change of sub-processors, and the Customer may object to the change and terminate the Agreement. The Operator imposes the same data protection obligations on sub-processors.
  6. The Operator assists the Customer in fulfilling Bookers’ rights and the obligations under Articles 32–36 GDPR, in particular by forwarding Bookers’ requests it receives.
  7. The Operator notifies the Customer of a personal data breach without undue delay and no later than 48 hours after becoming aware of it.
  8. The Operator makes available to the Customer the information necessary to demonstrate compliance with Article 28 GDPR and allows audits, with the date and scope agreed in advance.
  9. After the Agreement ends, the Operator deletes the data within the periods set out in the Privacy Policy. At the Customer’s request made before the Account is deleted, the Operator provides a copy of the data in electronic form.
  10. If the Customer connects a Google, Microsoft or Apple calendar to the Service, data is exchanged with that provider on the Customer’s instructions, and the provider processes the data under its agreement with the Customer.

§15 Termination

  1. The Customer may terminate the Agreement at any time by deleting the Account in the panel or by sending a notice by e-mail from the address assigned to the Account. Account deletion can be reversed within 30 days, after which the Account and data are permanently deleted.
  2. The Operator may terminate the Agreement with one month’s notice, effective at the end of a calendar month.
  3. The Operator may terminate the Agreement with immediate effect in the event of a gross breach of these Terms or the law by the Customer or a User.
  4. The Agreement expires in the case described in §7(3).

§16 Final provisions

  1. Provisions of an agreement concluded by the parties in writing or documentary form take precedence over these Terms.
  2. The Agreement is governed by Polish law and its language is Polish. Disputes are resolved by the court competent for the Operator’s registered office.
  3. A Customer who is a natural person concluding the Agreement directly related to their business, where the Agreement shows that it is not of a professional nature for them, is covered by consumer protection provisions to the extent provided in Article 385⁵ of the Polish Civil Code and Article 38a of the Polish Consumer Rights Act.
  4. These Terms are available free of charge on zapisum.com in a form that allows them to be downloaded, saved and printed.
  5. The Operator may change these Terms or the Price list for important reasons, in particular changes in law, Service features or the cost of providing it. The Operator informs the Customer of a change by e-mail at least 14 days before it takes effect. A Customer who does not accept the changes may terminate the Agreement before that date.