Terms and Conditions
1. Who provides the Service
The Service is provided by ALIEN AFFAIRS sp. z o.o., Powstańców Wielkopolskich 16/1711, 61-895 Poznań, Poland, NIP 781-196-66-16 ("we", "us"). Contact: client@accomat.com, +48 61 224 88 19.
2. What the Service is
The Service is a private tool for companies that have an accounting, payroll or HR services agreement with us ("Clients"). Through it a Client can send us documents (for example bank statements, invoices, employee documents), see the status of its monthly filings, manage employee data, request letters and communicate with our office. The Service does not replace the services agreement; it is the channel through which that agreement is performed. Where these Terms and the services agreement differ, the services agreement prevails.
3. Who may use it
- Only Clients and the persons a Client authorises (owners, board members, staff) may sign in. By signing in you confirm that you are authorised to act for the Client whose NIP you entered.
- The Service is not for consumers or for anyone under 18.
- We may refuse or withdraw access when the services agreement ends, when a bill remains unpaid, or when the Service is misused.
4. Signing in and keeping access safe
- There are no passwords. You sign in with the Client's tax ID (NIP) and a one-time code or link e-mailed to the Client's registered e-mail address. Whoever controls that mailbox can sign in, so the Client must keep the mailbox and its recovery options secure and tell us at once if it changes hands.
- In the app you may enable a biometric lock. This is a convenience on your phone, not a substitute for keeping the phone itself locked.
- Sign out on shared or lost devices. If you suspect unauthorised access, e-mail client@accomat.com immediately.
5. Your responsibilities
- Information and documents you send must be complete, accurate and belong to the Client. Our bookkeeping and filings are based on what you send; late, incomplete or incorrect documents may lead to late or incorrect filings, and the resulting penalties are the Client's responsibility.
- When you enter data about other people (employees, contractors), the Client is the controller of that data and must have a lawful basis for giving it to us. We process it only on the Client's instructions (see the Privacy Policy).
- Sending a document through the Service is not the same as it having been booked or filed. A document counts as received when it appears in the Service as received; it is booked when our office confirms it.
- You must not upload malware, files you have no right to share, or content unrelated to the services.
6. Acceptable use
You must not: attempt to access another Client's data; probe, scan or overload the Service; bypass rate limits or security measures; scrape or copy the Service; reverse-engineer the app; or use the Service for anything unlawful. We log access to sensitive pages and may suspend access while an incident is investigated.
7. Automatic reading of documents
To save you work, uploaded bank statements and some documents are read automatically, including with AI-based tools, to detect the month and account and to pre-fill data. This is a convenience only: the result is checked by our staff before it is used, and you can always choose the month and account yourself. Automatic reading never makes a decision with legal effect on you.
8. Availability and changes
- We aim to keep the Service available around the clock but do not guarantee it. Maintenance, updates and outages (ours or of our providers) may interrupt it. Statutory deadlines are not extended by an outage — if the Service is down, send urgent documents by e-mail.
- We may change, add or remove features, and may release new app versions that older ones must be updated to.
- The app is distributed through Google Play and the App Store under their terms; those stores are not party to these Terms.
9. Intellectual property
The Service, its software, design, texts and trademarks belong to us or our licensors. You get a non-exclusive, non-transferable right to use the Service for the Client's own business for as long as the services agreement lasts. The documents you upload remain the Client's; you grant us the right to store, process and share them as needed to perform the services and the law.
10. Liability
- Our liability for the accounting, payroll and HR services themselves is governed by the services agreement and our professional liability insurance.
- For the Service as a tool, we are liable for damage caused by our wilful misconduct or gross negligence. To the extent permitted by law we are not liable for: loss caused by unavailability of the Service; damage resulting from incorrect, late or incomplete data you sent; loss of data on your own device; or actions of a person who obtained access through the Client's e-mail account or device.
- Nothing in these Terms limits liability that cannot be limited under Polish law.
11. Personal data
How we handle personal data is described in the Privacy Policy, which forms part of these Terms.
12. Ending use of the Service
You may stop using the Service at any time and may ask us to close the access (see the Privacy Policy, "Deleting your account"). Access ends automatically when the services agreement ends. We may suspend or end access for breach of these Terms, non-payment, or security reasons, informing the Client where possible. Ending access does not affect our statutory duty to retain accounting and payroll records.
13. Complaints
Complaints about the Service can be sent to client@accomat.com or to the postal address above. We reply within 14 days.
14. Governing law and disputes
These Terms are governed by Polish law. Disputes will be settled by the common court competent for our registered office in Poznań, unless mandatory law provides otherwise.
15. Changes to these Terms
We may amend these Terms for legal, technical or business reasons. The current version is always at https://qarmas.com/terms-and-condition with the "last updated" date below. Material changes will be announced in the Service; continued use after the change means acceptance.