Terms of Service

• Terms - this document.
• Provider - the entity providing the services described herein, identified in the "Service Provider" section.
• Service - the Operavi web application available at operavi.eu together with the related mobile application.
• User - a natural person, legal entity or organizational unit using the Service, including in the course of business activity.
• Account - the User's individual profile in the Service, created upon registration.
• Plan - the subscription tier chosen by the User (Trial, Start, Business, Pro, Enterprise) defining the scope and limits of the services.
• Billing Period - the monthly or annual period for which the fee for the chosen Plan is charged.
• Document - a file uploaded by the User to the Service for automated data extraction (e.g. PDF, scan, photo, XLSX file).
• External Integration - a connection of the User's Account to a third-party service (Google Drive, Microsoft OneDrive, Microsoft 365) for storing Documents or sending emails. An integration with Google Drive or Microsoft OneDrive is a prerequisite for using the Service; the Microsoft 365 integration is optional.

Using the Service requires a device with internet access, an up-to-date web browser, and the User's own Google Drive or Microsoft OneDrive account where Documents will be stored (see § 5). Registering an Account requires providing an email address and setting a password, and accepting these Terms and the Privacy Policy.

The User must provide accurate information during registration and keep login credentials confidential. The User is responsible for all activity carried out through their Account, unless caused by the Provider's fault.

The Service allows inviting additional team members to an Account as described in the Settings panel - the Account owner is responsible for managing team member access.

The Service allows, in particular:

• uploading Documents and automatically extracting structured data from them using AI models,
• archiving and searching processed Documents,
• assigning Documents to contractors and orders,
• exporting data in CSV, XML and XLSX formats,
• sending Documents to contractors electronically, including via the optional External Integration with Microsoft 365,
• sharing Documents with the User's contractors via a dedicated, secured link (client portal) - available for Accounts operating in virtual office mode,
• storing Documents exclusively in the User's own cloud service (Google Drive or Microsoft OneDrive), after the User connects such an account.

Trial period

A newly registered Account receives a free 14-day trial period with a reduced page-processing limit. After it ends, using the Service requires purchasing one of the paid Plans.

Paid plans

The Service offers Plans that differ in monthly page limits and available features (Start, Business, Pro, Enterprise). Current pricing and the scope of each Plan is available in the Service and at operavi.eu.

Billing

The fee for the chosen Plan is charged in advance for the given Billing Period (monthly or annual, as chosen by the User). The page limit under the Plan renews at the start of each Billing Period. Invoices are issued based on the data provided by the User in the profile settings.

Changing or cancelling a Plan

The User may change their Plan or cancel the subscription at any time via Account settings. Cancellation stops billing from the next Billing Period; the Provider does not refund fees already paid for the current period unless mandatory law provides otherwise.

Using the Service requires connecting the User's own Google Drive or Microsoft OneDrive account. Uploaded Documents are saved exclusively to the User's cloud account - the Provider does not keep a copy on its own servers. Without a connected External Integration, adding a Document is not possible.

Google Drive / Microsoft OneDrive

The User connects their own Google Drive or Microsoft OneDrive account in Account settings. Documents are saved exclusively to that cloud account, in a dedicated app folder. Disconnecting the External Integration, or the expiry of access permissions on the Google/Microsoft side, prevents adding new Documents and accessing files stored this way - availability and integrity of data stored in the User's Google Drive/OneDrive account is the sole responsibility of that service provider (Google LLC / Microsoft Corporation) under its own terms.

Microsoft 365

The User may optionally connect their own Microsoft 365 mailbox so that emails to contractors are sent from their company address. The Provider only obtains permission to send messages on the User's behalf for this purpose - it does not gain access to the inbox or other Microsoft 365 account data.

Disconnecting an integration

The User may disconnect any External Integration at any time via Account settings. Disconnecting does not delete files already saved to the User's cloud account - they remain there subject to that provider's own terms.

Data extraction from Documents is performed using artificial intelligence models and - despite the Provider's reasonable efforts - may contain errors, inaccuracies or omissions, in particular for illegible, unusual or non-standard documents.

The User must verify the correctness of data extracted by the Service before using it for accounting, tax or other purposes requiring certainty of factual accuracy. The Service does not replace professional accounting or tax advisory services.

• The User agrees to use the Service in accordance with the law, good practice and these Terms.
• Uploading unlawful content, content infringing third-party rights, or malicious software to the Service is prohibited.
• Attempts at unauthorized access to Service systems, security testing without the Provider's consent, and actions that could disrupt the Service for other Users are prohibited.
• The User is responsible for the lawfulness of uploaded Documents, including having an appropriate legal basis for processing any third-party personal data contained in them.

The Provider makes reasonable efforts to ensure the Service operates correctly and continuously, but does not guarantee uninterrupted availability and reserves the right to technical downtime, including for maintenance, updates, or reasons beyond the Provider's control (e.g. failures on the side of third-party providers, including Google, Microsoft, Anthropic).

The Provider's liability towards Users acting in a business capacity is limited to the fees paid by the User for the current Billing Period, unless the damage resulted from the Provider's intentional misconduct. This limitation does not apply to Users who are consumers under applicable law.

Complaints regarding the Service's operation may be submitted to the email address listed in the "Service Provider" section, describing the issue and the Account concerned. The Provider handles complaints within 14 days of receipt and informs the User of the outcome electronically.

The User may stop using the Service and request Account deletion at any time via Account settings or by contacting the Provider.

The Provider may suspend or delete a User's Account in the event of a serious breach of these Terms, after prior notice to cease the breach, unless the nature of the breach warrants immediate action (e.g. actions endangering the security of the Service or other Users).

After Account deletion, User data stored on the Provider's servers (Account data, Document metadata, contractor and order records) is deleted in accordance with the Privacy Policy. The Documents themselves are not stored on the Provider's servers - they remain entirely in the User's Google Drive/OneDrive account and stay there untouched after Account deletion. Deleting them is solely the User's responsibility.

The Service, including its code, interface, logo and trademarks, is the property of the Provider and is legally protected. These Terms do not transfer to the User any intellectual property rights to the Service other than a non-exclusive license to use it as intended.

Documents uploaded by the User and data extracted from them remain the User's property. The Provider processes them solely to provide the services described in these Terms.

The rules for processing Users' personal data are described in a separate document - the Privacy Policy, available in the Service.

The Provider reserves the right to amend these Terms, in particular in connection with changes to the scope of services provided, changes in law, or technical reasons. Users will be informed of changes electronically or via a notice in the Service at least 14 days in advance. Continued use of the Service after the changes take effect constitutes acceptance of them.

Matters not regulated by these Terms are governed by Polish law, including the Civil Code and the Act on the Provision of Electronic Services.

Any disputes will be resolved by the court competent for the Provider's registered seat, subject to mandatory consumer-protection provisions that may indicate a different competent court.

These Terms take effect on the date of publication in the Service.