Terms of Service for Electronic Services Provided by WIOD Sp. z o.o.

I. General Provisions

• These Terms and Conditions (hereinafter referred to as the "Terms") set out the rules and conditions for the use of electronic services and the sale of goods via the WIOD platform.
• The provider of the services available at https://wiod.app is WIOD Sp. z o.o., with its registered office in Łomża, ul. gen. W. Sikorskiego 166/0.03, 18-400 Łomża, Poland, VAT ID (NIP): 7182156911, National Business Registry Number (REGON): 387966180, National Court Register (KRS): 0000879109.
• Contact details for customer support:
  • Phone number: +48 (86) 223-72-72
  • Email address: biuro@wiod.pl
• The services and products offered through the WIOD platform to entities and individuals registering and operating outside Poland are exclusively intended for natural persons acting as Platform operators and providing their paid or unpaid services to business entities registered in other European Union Member States.
• A customer who changes the Platform’s language to any language other than Polish is considered a customer from outside Poland, to whom these Terms apply, with the exclusion of the Polish-language terms and conditions.

 

II. Definitions

• WIOD Platform - an online service available at wiod.app (hereinafter also referred to as the “Service” or the “Platform”), supporting comprehensive data protection management processes within an organization.
• Provider - WIOD Sp. z o.o., the entity specified in Section I, Clause 2.
• Client, Operator - a natural person who has registered an account on the WIOD platform and uses the services in connection with their professional activities for an entity registered in an EU Member State other than Poland.
• Electronic Service - a service provided electronically via the WIOD platform under these Terms.
• Contract for the Supply of Digital Services - a contract concluded between the Provider and the Client, enabling the use of the WIOD platform within a selected pricing plan, including a free plan.
• Contract for the Supply of Digital Content - a contract concluded between the Provider and the Client concerning the supply of digital content purchased in the WIOD Store.
• WIOD Store - a functionality of the WIOD platform available to Clients, enabling the purchase of Products.
• Goods - a tangible item presented on the WIOD platform that may be subject to purchase.
• Digital Content - materials created and supplied to the Client in digital form (e.g., document templates, training materials, procedures).
• Product - collectively, digital services and goods offered on the WIOD Platform.
• Terms - these terms and conditions define the operation and use of the Electronic Service. In terms of services provided electronically, these Terms constitute the terms referred to in Article 8 of the Polish Act of 18 July 2002 on the Provision of Electronic Services (Journal of Laws of 2002, No. 144, item 1204, as amended). The Provider makes these Terms available free of charge in a format that allows their storage, reproduction, and review at any time and place.
• Product Card - a textual description of a given Product, which may specify additional requirements or rules related to ordering or using the Product.
• Subscription (Agreement) - an agreement for the provision of account registration and maintenance services within the Service, under the terms specified in these Terms, concluded between the Provider and the Client. Subscription is obtained by registering an account under the pricing plan selected by the Client.

III. Services Offered on the WIOD Platform

1. Subscription Purchase for an Account on the Platform
1. Through the Platform, the Provider offers a digital service in the form of a subscription, which includes the following types of accounts:
   • subscription for a free account in the WIOD system – "Basic" package,
   • subscription for a paid account in the WIOD system – "Inspector" package,
   • subscription for a paid account in the WIOD system – "Multi-Inspector" package.
2. A detailed description of each package and its functionalities is provided in Annex No. 1.
3. Registering an account in the Service constitutes the conclusion of a Contract for the Supply of Digital Services between the Client and the Provider.
4. To register an account, the Client must:
   1. select a package,
   2. provide the information required by the Provider in the registration form,
   3. confirm having read the Terms,
   4. confirm having read the Privacy Policy,
   5. have an active email account,
   6. pay the subscription fee – in the case of paid accounts.
5. During registration, the Client’s Operator is required to provide accurate business details.
6. To upgrade a free account to a paid account, the Client must submit a request to biuro@wiod.pl and complete the payment for the selected package. The change will be implemented within up to 3 business days from the payment confirmation.
7. Downgrading a paid account to a free account is not possible.
2. WIOD Store
1. The WIOD Store is available to Clients who have an active account on the Platform, including free accounts.
2. To purchase Products in the WIOD Store, the Client must:
   1. log in to their account,
   2. select a Product and add it to the cart by clicking the “Add to Cart” button,
   3. complete the payment.
3. Detailed information about each Product is available in the Product Card, which contains a description and terms related to its purchase.
4. WIOD reserves the right to introduce additional, dedicated terms and conditions (Product Terms) for selected Products. In such cases, the Product Terms will be included in the Product Card and will apply as specified therein.
5. By completing a purchase, the Client confirms that they have reviewed the Product Card and the applicable Product Terms, if any, and accepts the conditions specified therein.
3. Purchase of Services in the WIOD Store
1. The WIOD Store allows Clients to purchase the following services:
   • Digital Content, such as templates for policies, procedures, informational clauses, authorizations, and topic-specific training,
   • Additional Services, such as increasing the user limit, enabling branding, and other services specified in the offer.
2. The Digital Content offered in the WIOD Store is of a general nature and does not constitute legal advice. Even if customized for a specific industry, it may require further adaptation to the Client’s individual situation.
4. Purchase of Goods in the WIOD Store
1. The WIOD Store does not allow Clients outside of Poland to purchase Goods or specialized services.

IV. Promotion Rules on the WIOD Platform

1. Products and services offered by WIOD may be subject to temporary promotional campaigns, hereinafter referred to as “Promotions.”
2. Promotions may include various forms of discounts, in particular:
   1. promotional or discount codes that the Client may use when placing an order,
   2. subscription-based discounts, where the subscription price is reduced when a longer subscription period is selected, e.g., 6 or 12 months.
3. Unless otherwise stated in the specific terms of a given Promotion, Promotions cannot be combined.
4. The detailed terms and conditions of each Promotion are specified in the promotional materials accompanying the campaign or in the Product Card. These details may include:
   1. the scope and type of the Promotion,
   2. the duration of the Promotion,
   3. any restrictions on the use of promotional codes,
   4. specific conditions for applying a discount, such as a minimum order value or the requirement to purchase a specific Product.
5. When using promotional codes:
   1. codes must be entered in the designated field when placing an order,
   2. promotional codes are for one-time use unless otherwise specified in the Promotion’s terms,
   3. promotional codes cannot be exchanged for cash.
6. Subscription-based discounts depending on the length of the subscription period are applied automatically when selecting a longer subscription and are visible at the time of ordering.
7. The Provider reserves the right to terminate or modify a Promotion at any time, provided that such action complies with applicable laws and does not infringe upon the Client’s rights under previously concluded agreements.
8. If the Client has any questions regarding the terms of a Promotion, they may contact the Provider using the contact details available on https://wiod.pl.

V. Ordering, Payments, and Delivery for Language Settings Other Than Polish

VI. Reporting Errors and Right to File Complaints

1. If the Client encounters any issues with access to the Service or the implementation of purchased Products, they should immediately contact the Provider via email at: biuro@wiod.pl.
2. Complaints regarding Services must be submitted exclusively via email to: biuro@wiod.pl.
3. A complaint should include:
   1. the Client’s contact details necessary for communication and notification of the complaint resolution,
   2. a description of the issue or irregularities related to the order execution,
   3. if possible, evidence supporting the reported irregularities (e.g., screenshots).
4. The Provider will review the complaint and inform the Client of the resolution no later than within 14 days from the date of receipt.
5. In the event of non-performance or incorrect execution of payments processed via the TPay system, Clients may file complaints in accordance with the TPay regulations and the terms of its partner, Elavon (U.S. Bank Europe Designated Activity Company), available at: https://www.elavon.co.uk/legal.html.

VII. Termination and Withdrawal from the Agreement

1. WIOD Services are not intended for consumers; therefore, they are not subject to consumer withdrawal rights.
2. The Client has the right to withdraw from the Account Subscription Agreement without providing a reason within 14 days from the date of conclusion of the Agreement. Withdrawal is made by sending an email to the Provider at biuro@wiod.pl. The withdrawal statement must be submitted in writing to be valid. The Client may use the withdrawal form template available in Annex No. 2.
3. In the case of a successful withdrawal, the Provider will refund the full subscription fee within 7 business days and issue a correction invoice.
4. The Client is not entitled to withdraw from the Agreement for the purchase of Digital Content if it has been delivered in a manner allowing for its download.
5. The Subscription Agreement remains in effect for the validity period of the Client’s Account on the Platform.
6. The Client may terminate the Account Subscription Agreement at any time by deleting their Account on the Platform.
7. If the Client is unable to delete their Account independently, they may terminate the Subscription Agreement by sending a termination request to biuro@wiod.pl. The Agreement will be terminated:
   1. for free subscriptions – within 7 days from the date of receipt of the termination request,
   2. for paid subscriptions – upon the expiration of the subscription period, after the grace period for account restoration.
8. For specialized services, the applicable Product Terms define the rules for withdrawal or termination.
9. The Provider has the right to terminate the Agreement with one month's notice if:
   1. the Client has not used the account for a period of 36 months (calculated based on login activity of any assigned employee),
   2. the Client violates the Terms.
10. The Provider may terminate the Agreement with immediate effect in case of:
    1. actions taken by the Client to compromise data security within the Service,
    2. unauthorized attempts to access the Platform or usage of the Platform in violation of the Terms.
11. Upon termination of the Agreement, the Provider is required to delete all data and information entered into the Client’s account. The deletion will take place no later than 3 months from the Agreement termination date.
12. Termination of the Agreement results in the permanent loss of access to materials and data stored in the Client’s account.
13. Despite account deletion, the Provider may process personal data related to the Client insofar as necessary for the Provider’s legitimate interests, such as pursuing, establishing, or defending legal claims, as well as fulfilling public-law obligations (e.g., tax regulations) – see Privacy Policy.
14. Deleting an Account does not prevent the Client from registering a new Account in the future.

VIII. License for the Use of Digital Content

1. The Provider grants the Client a license to use the Digital Content for conducting business, statutory, or other activities of the Client.
2. The license is non-exclusive, unlimited in time or territory, to the extent necessary for the reproduction, adaptation, and modification of the Digital Content to the conditions of a given organization, without the right to sublicense.
3. The license does not include the right to:
   1. place the Digital Content on the market,
   2. share the Digital Content, in whole or in part, with third parties—whether for a fee or free of charge, in any legal form,
   3. grant sublicenses or transfer the license to third parties.
4. Termination of the Contract for the Electronic Service, including the deletion of the Client’s account, does not affect the ability to use previously purchased and downloaded Digital Content in accordance with the license terms.
5. The Client has the right to:
   1. download locally purchased Digital Content,
   2. reproduce Digital Content for their own needs, without limitation on the number of copies or media, provided that it complies with the purpose of the license.
6. The provisions contained in the Product Card may introduce additional conditions for the use of Digital Content, including specific restrictions or additional rights arising from the granted license.

IX. Personal Data Protection

1. The WIOD Platform collects and processes personal data in accordance with applicable laws, as described in the Privacy and Cookie Policy, available at: https://wiod.app/polityka-prywatnosci.

XI. Rules for Using the WIOD Platform

1. Using the Electronic Service involves typical risks associated with using the Internet and online services. The User should protect access to their Account by using a sufficiently strong password and securing access to the email address provided during registration, which is used by the Provider for User identification.
2. The Provider enables advanced secure login methods, including Multifactor Authentication and U2F hardware security keys.
3. It is prohibited to allow others to access the Account (e.g., by sharing login credentials). The User is responsible for all actions taken on their Account and is obliged to keep login credentials confidential.
4. Notifications regarding the use of the Account will be sent to the email address provided by the User in the registration form.
5. The User is obliged to refrain from:
   1. providing false personal data during registration or while using the Account; however, the Provider does not verify this data and allows the Account to be used as a test account,
   2. submitting or publishing unlawful, false, or content that violates the personal rights of third parties, copyright, or related rights,
   3. publishing unlawful or misleading content that infringes the legally protected rights of third parties, including copyright and related rights, or using the WIOD Platform for such purposes,
   4. publishing advertisements that are prohibited from being distributed online,
   5. copying, modifying, distributing, transmitting, or using elements of the Platform and databases available on the Platform unless permitted by law or the license agreement,
   6. undertaking any actions that may hinder or disrupt the operation of the Platform.
6. The Provider will inform the Client about updates, including security updates, necessary to maintain the compliance of the Electronic Service with the contract.
7. Updates will be provided for the duration of:
   1. the provision of the Service on the Platform, if the contract stipulates continuous service delivery, or
   2. a period reasonably expected by the Client, considering the type of Service and its intended use, if the contract provides for one-time or partial delivery.
8. If the Client does not install updates provided by the Provider as per the above provisions, the Provider is not liable for the non-compliance of the Service with the contract.

XI. Amendments to the Terms and Final Provisions

1. WIOD reserves the right to amend the Terms, in particular for the following important reasons:
   1. the need to adapt the Terms to changes in generally applicable legal regulations that directly affect its content,
   2. changes required for security reasons, including preventing the misuse of services in violation of the law,
   3. the introduction of significant modifications to the functioning of the Platform, including those resulting from technical or technological advancements affecting the Provider's systems,
   4. enhancing the clarity of the Terms to improve their understanding by Clients,
   5. changes to Platform functionalities, modifications to the Platform, or changes in the type of services provided.
2. The Provider will inform the Client about planned amendments to the Terms on a durable medium by sending a notification to the email address associated with the Account, at least 30 days before the changes take effect. The updated Terms will also be published on the WIOD Platform’s website.
3. Any disputes arising from the use of the Platform will be resolved by the court having jurisdiction over the Provider’s registered office.
4. The Terms are available on the website: https://wiod.app/regulamin-serwisu-en and can be sent via email upon the Client’s request.
5. The Terms come into effect on April 1, 2025, through their publication on the Service’s website.

XII. Annexes

1. Annex No. 1 – Package Description
2. Annex No. 2 – Template Withdrawal Form

Annex No. 1 – Package Description

1. Basic Package

The package provides full system functionality, with no functional module restrictions. The system ensures a high level of data security and full flexibility in configuration. To accelerate the implementation and maintenance of GDPR compliance within an organization, users have the option to make a one-time purchase of settings, advanced configurations, industry-specific documents, analyses, training, additional user accounts, templates, etc. Access to these materials is available after creating a free account and logging into the system.

The following special provisions, which apply exclusively to Standard (free) accounts, form an integral part of these Terms:

• Under the concluded agreement, the Provider reserves the right to send marketing content, commercial communications, and technical messages to the email addresses provided during account registration, as well as to employee accounts added by the administrator (the first account user);
• Under the concluded agreement, the Provider reserves the right to publish marketing content, commercial communications, and technical messages within the administrative account space (first account user) and in the employee space, in the Blog section.

2. Inspector Package

This package is intended for organizations that:

• have more than 25 employees, or
• require a fully pre-configured system for a specific industry, or
• have appointed a data protection specialist, or
• have appointed a Data Protection Officer (DPO).

The subscription provides full functionality with no module restrictions, offering the option to select a general system pre-configuration or an industry-specific one. The system includes all templates (e.g., authorization templates, certificate templates), documentation, sample risk assessments, and more.

The following special provisions, which apply exclusively to Inspector (paid) accounts, form an integral part of these Terms:

• Under the concluded agreement, the Provider reserves the right to send marketing content, commercial communications, and technical messages to the email addresses provided during account registration, excluding employee accounts added by the administrator (first account user);
• Under the concluded agreement, the Provider reserves the right to publish marketing content, commercial communications, and technical messages within the administrative account space (first account user) in the Blog section.

A full refund is guaranteed in case of cancellation within 14 days of purchase.

3. Multi-Inspector Package

This package is designed for companies in the data protection sector that provide GDPR-related services, including implementation, audits, or acting as a Data Protection Officer (DPO).
The system offers full interface customization, a unique domain name, and the ability to manage an unlimited number of entities. It includes shared dictionaries for multiple companies and unlimited inspectors.
This package is also suitable for public and private institutions overseeing multiple entities (e.g., education governing bodies) or service centers managing data protection for various institutions.

The following special provisions, which apply exclusively to Multi-Inspector (paid) accounts, form an integral part of these Terms:

• Under the concluded agreement, the Provider reserves the right to send technical messages to the email addresses provided during account registration, excluding employee accounts added by the administrator (first account user) and subordinate entity administrators;
• Under the concluded agreement, the Provider reserves the right to publish marketing content, commercial communications, and technical messages within the administrative account space (first account user) and within the user space labeled as "Inspector" in the Blog section, except when the "Rebranding" option is enabled. If this option is enabled, publications are limited exclusively to the administrative account (first account user).

A full refund is guaranteed in case of cancellation within 14 days of purchase.

Package Comparison

Basic	Inspector	Multi-Inspector
Internal login and login via Google and Facebook	Internal login and login via Google and Facebook	Internal login and login via Google and Facebook
	LDAP login	LDAP login
	EMAIL login	EMAIL login
Login via U2F security key	Login via U2F security key	Login via U2F security key
Choice of color schemes or customization	Choice of color schemes or customization	Choice of color schemes or customization
	Hosting on a custom domain *)	Hosting on a custom domain *)
	Removal of WIOD logo *)	Removal of WIOD logo *)
Internal BLOG	Internal BLOG	Internal BLOG
Up to 25 users included	Up to 100 users included	Up to 100 users per company
Option to activate an unlimited number of employees *)	Option to activate an unlimited number of employees *)	Option to activate an unlimited number of employees *)
	Dedicated server in HSaaS model *)	Dedicated server in HSaaS model *)
Roles: Administrator and Employee	Unlimited roles and permissions	Unlimited roles and permissions
Ability to define certificate templates	Ability to define certificate templates	Ability to define certificate templates
Ability to define authorization templates	Ability to define authorization templates	Ability to define authorization templates
Basic template patterns *)	Basic template patterns	Basic template patterns
Issuance of authorizations	Issuance of authorizations	Issuance of authorizations
Revocation of authorizations	Revocation of authorizations	Revocation of authorizations
Authorization register and printout	Authorization register and printout	Authorization register and printout
Contract management	Contract management	Contract management
Contact management	Contact management	Contact management
Contractor management	Contractor management	Contractor management
Activity logging	Activity logging	Activity logging
Unlimited training sessions	Unlimited training sessions	Unlimited training sessions
Option to purchase basic GDPR training *)	Introductory GDPR training included	Option to purchase basic GDPR training *)
Option to purchase specialized training *)	Option to purchase specialized training *)	Option to purchase specialized training *)
Training exams (tests)	Training exams (tests)	Training exams (tests)
Option to purchase an exam with basic training *)	Basic training exam included	Option to purchase an exam with basic training *)
Ability to define data processing zones	Ability to define data processing zones	Ability to define data processing zones
Sample processing zones *)	Sample processing zones	Sample processing zones *)
Ability to define data processing resources: hardware and applications	Ability to define data processing resources: hardware and applications	Ability to define data processing resources: hardware and applications
Option to purchase initial resource configuration *)	Full initial resource configuration	Full initial resource configuration
Ability to introduce data sets	Ability to introduce data sets	Ability to introduce data sets
Pre-configured common data sets *)	Pre-configured common data sets	Pre-configured common data sets
File manager (Word, PDF documents)	File manager (Word, PDF documents)	File manager (Word, PDF documents)
1GB storage for files	1GB storage for files	5GB storage for files
Record of document read confirmations	Record of document read confirmations	Record of document read confirmations
Action log in the system	Action log in the system	Action log in the system
Register of Processing Activities	Register of Processing Activities	Register of Processing Activities
Common processing activities *)	Common processing activities	Common processing activities
Register of Processing Activity Categories	Register of Processing Activity Categories	Register of Processing Activity Categories
Risk Analysis	Risk Analysis	Risk Analysis
Industry-specific risk analysis template *)	Industry-specific risk analysis template	Industry-specific risk analysis template *)
Risk analysis report	Risk analysis report	Risk analysis report
Balancing test	Balancing test	Balancing test
Option to purchase basic balancing tests *)	Basic balancing tests included	Option to purchase basic balancing tests *)
Data Protection Impact Assessment (DPIA)	Data Protection Impact Assessment (DPIA)	Data Protection Impact Assessment (DPIA)
Surveys (e.g., for data processing delegation)	Surveys (e.g., for data processing delegation)	Surveys (e.g., for data processing delegation)
Security survey for data processor *)	Security survey for data processor	Security survey for data processor *)
Register of data subject requests	Register of data subject requests	Register of data subject requests
Ability to manage information obligations and policies on company websites (HTML/JS widget)	Ability to manage information obligations and policies on company websites (HTML/JS widget)	Ability to manage information obligations and policies on multiple company websites (HTML/JS widget)
Incident management	Incident management	Incident management
Consent register	Consent register	Consent register
	Automation based on rules and events	Automation based on rules and events
Task list	Task list	Task list
Option to purchase GDPR implementation task list *)	Full GDPR implementation task list	Option to purchase GDPR implementation task list *)
Option to purchase GDPR audit task list *)	Option to purchase GDPR audit task list *)	Option to purchase GDPR audit task list *)
	Basic access API	Basic access API

 

Annex No. 2 – Template Withdrawal Form

NOTE:

• The statement must be sent electronically to: biuro@wiod.pl
• The refund will be processed through the same payment channel used for the original transaction