Legal Documentation

Terms of Service

Business-to-business terms for the aprovo.eu platform

Version: 2.0 | Effective date: September 5, 2026

Aprovo is sold to businesses only. These Terms apply exclusively to customers acting in the course of a trade, business, craft or profession. They are not consumer terms, and the platform is not offered to consumers. If you are acting outside your trade or profession, please do not register.

Section 1. Parties and scope

  1. These Terms of Service (the „Terms”) govern access to and use of the aprovo.eu software-as-a-service platform (the „Platform” or „Service”).
  2. The Service is provided by AMS SOFTWARE spółka z ograniczoną odpowiedzialnością, with its registered office at ul. Józefa Wajzera 19/22, 41-808 Zabrze, Poland, entered in the Register of Entrepreneurs of the National Court Register kept by the District Court in Gliwice, X Commercial Division, under company registration number (KRS) 0001242326, VAT identification number (NIP) PL6482836354, statistical number (REGON) 544821193 („Aprovo”, „we”, „us”).
  3. „Customer” or „you” means the business entity that registers for the Service. By registering, you represent and warrant that you are acting for purposes relating to your trade, business, craft or profession, and that the person accepting these Terms is authorised to bind the Customer.
  4. Because the Service is offered on a business-to-business basis only, statutory consumer protection rules — including rights of withdrawal for distance contracts and consumer conformity regimes — do not apply to this contract. Section 6(6) sets out the voluntary refund policy we offer instead.
  5. You may contact us at contact@aprovo.eu. This address is also our single point of contact for the purposes of Articles 11 and 12 of Regulation (EU) 2022/2065 (the Digital Services Act), for communications with authorities and recipients of the service, in English or Polish.
  6. Before using the Service you must read these Terms, the Privacy Policy and the Data Processing Agreement, which forms an integral annex to these Terms.

Section 2. Definitions

  1. Account — the workspace created for the Customer in the Platform.
  2. Customer Data — all data the Customer or its Users enter into or generate through the Platform, including personal data of the Customer's own clients, consent documents, questionnaires, photographic documentation and signatures.
  3. DPA — the Data Processing Agreement concluded under Article 28(3) of Regulation (EU) 2016/679 („GDPR”), available at aprovo.eu/en/data-processing-agreement.
  4. Order — the Customer's selection of a subscription plan and billing period through the Platform.
  5. Plan — the functional and quantitative scope of the Service purchased, as described on the pricing section of aprovo.eu.
  6. Subscription Period — the billing period (monthly or annual) for which the Service is made available.
  7. Templates — consent, questionnaire and aftercare document templates made available in the Platform, including the jurisdiction-specific presets seeded during onboarding.
  8. Trial — the free evaluation period described in Section 4.
  9. User — a natural person authorised by the Customer to access the Account (owner, operator, employee or contractor).

Section 3. The Service

  1. The Platform enables the Customer to collect, generate, sign and store consent documentation electronically, to manage records of its own clients, and to maintain before/after photographic documentation.
  2. We grant the Customer, for the term of the contract, a non-exclusive, non-transferable, non-sublicensable right to access and use the Platform for its own internal business purposes, within the limits of the Plan purchased.
  3. The Service is provided as software as a service. No copy of the software is delivered to the Customer, and no rights in the software are transferred.
  4. We may modify, improve or replace features of the Platform. We will not materially reduce the core functionality of a Plan during a paid Subscription Period without offering the Customer the choice of an equivalent Plan or a pro-rata refund of the unused part of the fee.

Section 4. Registration and Trial

  1. To use the Service, the Customer registers an Account by providing the required business details and accepting these Terms, the Privacy Policy and the DPA.
  2. Registration opens a free 30-day Trial. No payment card is required to start the Trial.
  3. At the end of the Trial the Account switches to read-only: existing records remain accessible and exportable, but new documents cannot be issued until a Plan is purchased.
  4. Templates, configuration and Customer Data created during the Trial are retained in full when the Customer converts to a paid Plan.
  5. The Customer is responsible for the accuracy of the business details provided, for the security of its credentials, and for all activity carried out under its Account by its Users.
  6. The Trial is offered once per Customer. We may decline to offer a Trial where an Account is created to circumvent this limit.

Section 5. Fees, taxes and payment

  1. Fees are those stated for the selected Plan on aprovo.eu at the time of the Order. Prices are quoted in EUR or PLN depending on the Customer's country of establishment.
  2. Prices are stated exclusive of VAT. VAT is applied as follows:
    • Customers established in Poland — Polish VAT at the applicable rate;
    • Customers established in another EU Member State who supply a valid VAT identification number verified in VIES — the reverse charge mechanism applies under Article 196 of Directive 2006/112/EC, and the Customer accounts for VAT in its own Member State;
    • Customers established in another EU Member State without a valid VAT identification number — VAT of the Customer's Member State, accounted for by us through the One Stop Shop;
    • Customers established outside the EU — no EU VAT is charged; any import or local taxes are the Customer's responsibility.
    The Customer is responsible for supplying correct tax details and for notifying us of any change.
  3. Subscription fees are payable in advance for each Subscription Period and are collected automatically through Stripe from the payment method registered in the Account. The subscription renews automatically for successive periods unless cancelled before the renewal date.
  4. If a payment fails, the Account switches to read-only until payment is completed. Data is not deleted during this period. We will notify the Customer before any restriction takes effect.
  5. We may change our prices. Price changes take effect for the Customer at the start of the next Subscription Period following at least 30 days' notice by email. If the Customer does not accept a price increase, it may terminate with effect from the end of the current Subscription Period.
  6. Invoices are issued electronically and made available in the Account. The Customer consents to receiving invoices in electronic form.

Section 6. Term, termination and refunds

  1. The contract is concluded for an indefinite term and continues until terminated in accordance with this Section.
  2. The Customer may terminate at any time, with effect from the end of the current Subscription Period, by cancelling the subscription in the Account or by written notice to contact@aprovo.eu. Fees already paid for the current period are not refunded except under paragraph 6.
  3. We may terminate on 30 days' written notice. If we terminate for convenience during a paid Subscription Period, we will refund the unused part of the fee on a pro-rata basis.
  4. We may suspend or terminate immediately where the Customer materially breaches these Terms — in particular Section 8 — and, where the breach is capable of remedy, fails to remedy it within 7 days of notice. Where suspension is necessary to protect the security or integrity of the Platform for other customers, we may suspend first and notify immediately afterwards.
  5. On termination, the Customer may export its Customer Data. Export and erasure are governed by Section 4 of the DPA, which sets a 30-day export window and erasure within 90 days.
  6. Voluntary refund policy. Although no statutory right of withdrawal applies to business customers, we will refund the first subscription payment in full if the Customer requests it in writing within 14 days of that payment. The refund is granted without requiring a reason. It applies once per Customer and does not extend to renewals.

Section 7. Customer Data, roles and intellectual property

  1. As between the Parties, Customer Data belongs to the Customer. We claim no ownership of it and use it only to provide the Service and as instructed by the Customer.
  2. In relation to personal data contained in Customer Data, the Customer is the controller and Aprovo is the processor within the meaning of the GDPR. The DPA governs that relationship and prevails over these Terms in the event of conflict on data protection matters.
  3. The Customer is responsible for having a valid legal basis for the processing it instructs, for the lawfulness and accuracy of the content it publishes to its own clients, and for meeting the record-keeping obligations of its profession.
  4. The Platform itself — including its software, interface, design, database structure, documentation and trade marks — remains our exclusive property and is protected by copyright and other intellectual property rights. Nothing in these Terms transfers any of those rights.
  5. The Customer grants us a limited, non-exclusive licence to host, copy, transmit, display and process Customer Data solely to the extent necessary to provide the Service, to fulfil the DPA, and to comply with law.
  6. We may use aggregated, anonymised statistics that do not identify the Customer, its Users or any individual to operate, secure and improve the Service.
  7. We do not use Customer Data to train machine learning models, and we do not disclose it to third parties except to the subprocessors listed in the DPA or where required by law.

Section 8. Acceptable use

  1. The Customer shall not:
    • use the Service in breach of applicable law or the professional rules governing its own activity;
    • upload malware, or use bots, scrapers or automated scripts that place a disproportionate load on the Platform;
    • attempt to gain unauthorised access to the Platform, other customers' data, or the underlying infrastructure;
    • resell, sublicense or make the Service available to third parties outside its own organisation, unless expressly agreed in writing;
    • reverse engineer, decompile or disassemble the software, except to the extent such restriction is prohibited by mandatory law;
    • provide false identifying or professional details, or represent a practice or qualification it does not hold.
  2. The Customer is responsible for the acts and omissions of its Users as if they were its own.
  3. Technical requirements: a current web browser, a broadband internet connection and an active email address. The Customer is responsible for the security of its own devices; we recommend keeping tablets and workstations used with the Platform updated and protected.

Section 9. Availability, support and defects

  1. We will provide the Service with reasonable skill and care and use commercially reasonable efforts to keep it available, excluding planned maintenance announced in advance and events outside our reasonable control.
  2. Support is provided by email at contact@aprovo.eu during business days. We aim to acknowledge reports within one business day.
  3. The Customer shall report defects promptly, with enough detail to reproduce the issue. We will respond substantively within 14 days of a complete report and will remedy confirmed defects within a reasonable time appropriate to their severity.
  4. Where a confirmed defect materially impairs use of the Service for a continuous period, we will, at our discretion, extend the Subscription Period or grant a proportionate credit. If a material defect persists for more than 30 days after being reported, the Customer may terminate with immediate effect and receive a pro-rata refund of the unused fee.
  5. Except as expressly stated in these Terms and to the fullest extent permitted by law, the Service is provided without further warranties. We do not warrant that the Service will be uninterrupted or error-free.

Section 10. Templates and legal content — important

The Templates are a starting point, not legal advice. We are a software provider. We do not provide legal, medical or professional advice, and no lawyer-client relationship arises from your use of the Service.

  1. Templates, including jurisdiction-specific presets seeded during onboarding, are supplied for informational purposes to help the Customer build its own documentation.
  2. Legal requirements differ between countries and between professions, and they change. Presets are prepared for a particular legal region and may not reflect the rules that apply to the Customer's specific activity, premises licence, professional body or the current state of the law.
  3. The Customer is solely responsible for reviewing, adapting and approving the content of every document before presenting it to its own clients for signature, and for having it checked by a qualified professional where appropriate.
  4. To the fullest extent permitted by law, we exclude liability for the content of the Templates and for the legal consequences of using them.

Section 11. Artificial intelligence features

  1. The Platform includes an optional feature that uses an external AI model (Google Gemini API) to extract the structure of a document uploaded by the Customer and convert it into a digital form. Its role is to save typing, not to decide anything.
  2. Under Regulation (EU) 2024/1689 (the AI Act) we classify this feature as minimal risk. It is not a medical device, it does not perform diagnosis, and it does not carry out automated decision-making producing legal or similarly significant effects on any individual.
  3. In accordance with Article 50 of the AI Act, we disclose that the output of this feature is generated by an AI system.
  4. AI output requires human review. Generated text may be incomplete, inaccurate or unsuitable for the Customer's jurisdiction. The Customer must review and approve it before use, exactly as required for Templates under Section 10.
  5. Documents submitted to the AI feature are not used to train the model provider's general models. Processing is transient and is covered by the DPA.
  6. The Customer decides whether to use this feature at all; the Service is fully usable without it.

Section 12. Liability

  1. Each Party is liable for damage caused by its own breach in accordance with applicable law, subject to the limits in this Section.
  2. Our total aggregate liability arising out of or in connection with the contract in any period of 12 consecutive months is limited to the total fees paid by the Customer in the 12 months preceding the event giving rise to the claim, and in any event to a minimum of EUR 2,500.
  3. To the fullest extent permitted by law, we are not liable for loss of profit, loss of business, loss of goodwill, or indirect or consequential loss.
  4. The limitations in paragraphs 2 and 3 do not apply to: wilful misconduct or gross negligence; death or personal injury; breach of the confidentiality obligations in Section 13; liability under the DPA and Article 82 GDPR; or any liability that cannot be limited or excluded by law.
  5. We are not liable for loss arising from the Customer's own breach of these Terms, from content the Customer approves and issues to its own clients, or from failures of the Customer's own devices or connectivity.
  6. Any claim must be notified to us within 12 months of the Customer becoming aware of the circumstances giving rise to it.

Section 13. Confidentiality

  1. Each Party shall keep confidential the non-public information of the other Party disclosed in connection with the contract, and shall use it only for the purposes of the contract.
  2. This obligation does not apply to information that is or becomes public without breach, was already lawfully known to the receiving Party, or must be disclosed by law — in which case the receiving Party shall, where lawful, notify the other Party in advance.
  3. The obligation survives termination of the contract. Confidentiality of personal data is additionally governed by Section 6 of the DPA and continues indefinitely.

Section 14. Changes to these Terms

  1. We may amend these Terms for valid reasons, including changes in law, changes to the Service, or changes in our cost structure.
  2. We will notify the Customer of any material amendment by email and in the Platform at least 30 days before it takes effect.
  3. If the Customer does not accept the amendment, it may terminate the contract with effect from the day before the amendment takes effect, and will receive a pro-rata refund of any prepaid fee for the remaining period. Continued use of the Service after the effective date constitutes acceptance.
  4. The current version and its effective date are always published at aprovo.eu/en/terms-of-service.

Section 15. Governing law and jurisdiction

  1. The contract is governed by Polish law, excluding its conflict-of-law rules and excluding the United Nations Convention on Contracts for the International Sale of Goods.
  2. The Parties submit to the exclusive jurisdiction of the courts of Poland, and specifically the court having jurisdiction over our registered office, in accordance with Article 25 of Regulation (EU) No 1215/2012. This choice is agreed between businesses and is made in the knowledge that both Parties act in a professional capacity.
  3. Nothing in this Section limits any right of a supervisory authority, or of a data subject under Article 79 GDPR, to bring proceedings in another forum.
  4. Before commencing proceedings, the Parties will attempt in good faith to resolve any dispute by negotiation for a period of 30 days from written notice of the dispute.

Section 16. Final provisions

  1. These Terms, together with the Privacy Policy, the DPA and the Plan details in the Order, constitute the entire agreement between the Parties and supersede any prior arrangements on the same subject matter.
  2. If any provision is held invalid or unenforceable, the remainder stays in force and the invalid provision is replaced by a valid one that comes closest to its economic purpose.
  3. The Customer may not assign the contract without our prior written consent. We may assign it to a successor in connection with a merger, reorganisation or transfer of the business, on written notice.
  4. Failure to enforce a provision is not a waiver of the right to enforce it later.
  5. These Terms are published in English and Polish. For Customers established in Poland the Polish version prevails; for all other Customers the English version prevails.
  6. Notices to us are to be sent to contact@aprovo.eu. Notices to the Customer are sent to the email address registered in the Account; the Customer is responsible for keeping that address current.

Contact and Digital Services Act point of contact:
AMS SOFTWARE sp. z o.o.
ul. Józefa Wajzera 19/22, 41-808 Zabrze, Poland
Email: contact@aprovo.eu (English or Polish)