Terms of Service

1. General provisions

These Terms of Service govern the use of intrafakt.pl — a SaaS platform for automated generation and filing of Intrastat declarations. The service provider is IVM FIRMA HANDLOWA SP. Z O.O., al. Tadeusza Kościuszki 101, 90-441 Łódź, Poland, NIP: 7272865829, REGON: 524152371, KRS: 0001012820 (hereinafter: "Provider" or "intrafakt.pl"). Contact the Provider at kontakt@intrafakt.pl, by phone on +48 507 184 613 (Polish) or +48 888 976 159 (English), or by post at al. Tadeusza Kościuszki 101, 90-441 Łódź, Poland.

2. Definitions

• Provider — IVM FIRMA HANDLOWA SP. Z O.O.
• User — a natural or legal person who has created an account in the intrafakt.pl platform.
• Organization — a business entity registered in the platform, on whose behalf Intrastat declarations are filed.
• Platform — the intrafakt.pl web application available at intrafakt.pl.
• Service — automated generation and filing of Intrastat declarations with the PUESC system based on invoice data provided by the User.
• Client panel — the secured area of the platform accessible after login, allowing management of declarations, integrations, and subscriptions.
• Declaration — an Intrastat declaration generated by the platform based on invoice data.
• PUESC — Polish Customs Electronic Services Platform, the system for electronic filing of Intrastat declarations.
• Integration — a connection between the service and the User’s external system (e.g. Fakturownia, wFirma, iFirma, inFakt, BaseLinker), or the transfer of data via an export file from an on-premise system (e.g. WAPRO Mag, Subiekt GT, Comarch Optima, enova365).
• Power of Attorney — a document authorizing the Provider to file Intrastat declarations on behalf of the Organization.

3. Technical requirements

• Using the Service requires a device with internet access and an up-to-date web browser (Chrome, Firefox, Safari or Edge, no more than two releases behind), with JavaScript and functional cookies enabled. Functional cookies are sufficient to use the Service; analytics and marketing cookies are optional and used only with the user's consent.
• An active email address is required; registration confirmations, payment confirmations and declaration notifications are sent to it.
• The Service runs in the browser and requires no software installation. Recommended connection: at least 1 Mbps.
• Opening downloaded declarations and confirmations requires software that handles XML, CSV and PDF files.
• The connection to the Service is encrypted (HTTPS/TLS). The User should keep their software up to date, protect their login credentials and not share them with third parties.

4. Scope of services

intrafakt.pl provides the following services:

• Import of invoice data from connected systems (API) or manually uploaded files (CSV/Excel).
• Automatic generation of Intrastat declarations (arrivals and dispatches) based on imported data.
• Data and CN code verification prior to declaration submission.
• Electronic filing of approved declarations with the PUESC system under a granted Power of Attorney.
• Storage of declaration history and documents.
• Management of product registry and CN code mappings.
• Beyond the subscription the Provider supplies services ordered separately: rollout and data migration, corrections to filed declarations, back declarations for earlier periods, and handling an additional legal entity (a separate tax number). Their prices are published in the price list on the site and they are ordered by email at kontakt@intrafakt.pl. The same terms apply to each of them.

The Provider does not offer tax or customs advisory services. Generated declarations require verification and approval by the User or a designated employee before submission to PUESC.

5. Registration and account

• Use of the services requires creating an account and providing accurate company information (name, address). The NIP can be added after registration in the account settings — it is required before the agreements are concluded and before the first declaration is prepared and filed.
• The User is responsible for the security of their login credentials.
• One Customer account manages one Organisation. Handling an additional entity (separate NIP) is an add-on service ordered by e-mail: each entity gets its own Organisation, with its own PUESC power of attorney and its own login.
• The User represents that they are authorized to act on behalf of the specified Organization.
• The Provider may verify Organization data against the GUS/KRS registry.

6. Demo mode

On registration an Organisation is given access to the panel in demo mode. Demo mode exists solely to let you evaluate the service: the data shown is sample data, and the Provider does not process the Organisation’s invoice data, does not generate declarations and does not file them with PUESC in this mode. Demo mode is free, has no time limit, requires no payment card details and does not convert automatically into a paid subscription. Provision of the Service begins only once a subscription is purchased.

7. Conclusion of the contract

• Information about plans and services published in the Service is an invitation to conclude a contract, not an offer within the meaning of the Polish Civil Code.
• An order is placed in the client panel: the User selects a plan, accepts the Terms and the Privacy Policy (checkbox) and clicks the payment button. Clicking that button places an order with an obligation to pay.
• Before confirming the order the User sees the plan name, the net price, the gross amount including 23% VAT, the currency (PLN) and the billing period the payment covers.
• The contract is concluded when the payment is successfully authorised by the payment operator Autopay S.A. A confirmation of the contract and its terms is sent to the email address given at registration.
• If the payment is not completed or is declined, the order is not concluded and the User bears no cost.

8. Subscriptions and payments

• The service operates on a subscription model. Available plans: Start (up to 50 invoices/mo), Business (51–250 invoices/mo), Pro (251–500 invoices/mo), Enterprise (custom).
• All prices listed in the platform are net prices (excluding VAT). VAT at 23% is added to every amount. The gross amount payable is shown before the payment is confirmed.
• Payments are handled by Autopay S.A., seated in Sopot, a national payment institution supervised by the Polish Financial Supervision Authority. Available methods: instant online transfer, BLIK, and Visa, Visa Electron, Mastercard, Mastercard Electronic and Maestro payment cards.
• The subscription is paid in advance for each billing period. It does not renew automatically: no recurring charge is taken, no card details are stored, and the User pays for each further period themselves in the client panel.
• The billing period is a calendar month or — for the annual subscription — 12 consecutive months. The annual subscription is paid once, up front, at the price of 11 months, and likewise does not renew automatically.
• Order fulfilment is counted from the moment the payment is successfully authorised. Access for the paid period is activated immediately after the payment operator confirms the payment.
• The User may change plan or stop using the Service at any time, simply by not paying for the next billing period. No notice and no contact with the Provider is required. A change of plan applies from the period the User pays for.
• Access to a paid period runs to the end of that period. After it, the account moves to a restricted mode: the Organisation’s data stays visible, while generating and filing declarations requires paying for a further period.
• For clients without API integration, a per-invoice pricing model is available (CSV/Excel).
• The Provider reserves the right to change pricing with 30 days' notice. Changes do not affect the current billing period.

9. Delivery and lead time

• The Service is supplied exclusively by electronic means, within the Service. No goods are shipped, so there are no delivery costs and no shipping time.
• The lead time is counted from the moment the payment, including a card payment, is successfully authorised. Until authorisation the order has pending status.
• Access to the paid billing period is activated automatically, usually within minutes of authorisation and no later than 24 hours after the payment operator confirms the payment.
• If access is not activated within 24 hours, write to kontakt@intrafakt.pl. The Provider will activate it manually or refund the payment in full.
• A VAT invoice for each paid billing period is issued by the Provider and sent to the Organisation's email address.

10. Withdrawal and refunds

• The service is aimed at businesses, in connection with the Intrastat reporting obligation resting on the Organization.
• A natural person entering into a contract directly connected with their business activity, where the contract is not of a professional character for that person, has the right to withdraw within 14 days of conclusion, without giving a reason.
• A withdrawal notice sent to kontakt@intrafakt.pl is sufficient. No form and no justification are required.
• Where performance began before the withdrawal period expired at the User's express request, the fee is refunded pro rata for the unused part of the billing period.
• A refund is made within 14 days of receiving the statement, using the same payment method as the original payment. For a card payment the funds return to the card used to pay; for a transfer or BLIK, to the account the payment came from. The User bears no cost of the refund.
• Demo mode is free and involves no payment, so there is nothing to withdraw from.
• The right of withdrawal does not apply once the Service for a given billing period has been fully performed, where the User expressly requested performance before the withdrawal period expired and acknowledged losing the right of withdrawal upon full performance.
• Fees for one-off services are not refundable to the extent the service has already been performed, in particular a filed back declaration or a filed correction.
• These exclusions do not limit the right to complain or the Provider's liability for improper performance of the Service.

11. Rights and obligations of the parties

• The Provider undertakes to supply the Service with due care, in accordance with these Terms and applicable law, and to keep the Organisation's data confidential.
• The Provider notifies the User of planned maintenance windows in advance and remedies reported faults without undue delay.
• The User undertakes to provide true and current details of the Organisation, including tax number, name and address, and to update them when they change.
• The User undertakes to review and approve generated declarations before they are filed, and to supply complete invoice data in time to meet the statutory reporting deadline.
• The User undertakes not to use the Service in breach of the law or of third-party rights, not to attempt to circumvent security measures, and not to share the account with unauthorised persons.
• The User is entitled to support within the scope of the chosen plan, to export their data, and to terminate the contract on the terms described in these Terms.
• The User must not supply content that is unlawful.
• The limitation of liability in section 15 and the choice of court in section 19 do not apply to a consumer, nor to a natural person concluding a contract directly connected with their business activity where that contract is not of a professional character for them. For such Users the general rules apply, and nothing in these terms limits their statutory rights.

12. Power of attorney and cooperation agreement

• Filing Intrastat declarations with PUESC requires the Organisation to grant a power of attorney to the Provider.
• The service agreement and the data processing agreement are concluded by the Organisation in the client panel by accepting their terms. The Provider records the date, the document version and the accepting person.
• The power of attorney, being a document submitted to the authority, requires the signature of a person authorised to represent the Organisation. The signed document must be submitted through the client panel.
• The Provider verifies the power of attorney and registers it with PUESC. No declaration will be filed with PUESC without a valid, verified power of attorney.

13. Integrations and data

• The User connects integrations with their own systems (BaseLinker, ERP, PUESC) via the client panel.
• Integration credentials (API tokens, passwords) are stored encrypted (AES-256).
• The User is responsible for the accuracy and currency of integration credentials.
• The Provider is not liable for errors resulting from incorrect data provided by the User's systems.
• The User may delete an integration and its associated credentials at any time.

14. Intrastat declarations

• Every generated declaration has "draft" status and requires approval before submission to PUESC.
• The Provider does not automatically submit declarations without explicit approval from the User or a designated employee.
• The User bears responsibility for the accuracy of data contained in declarations.
• The Provider makes best efforts to ensure correct CN code mapping but does not guarantee its conformity with customs authority interpretations.
• New products without verified CN codes are flagged and blocked until manual verification.

15. Liability

• The Provider makes best efforts to ensure uninterrupted service but does not guarantee 100% availability (SLA available on Enterprise plan).
• The Provider is not liable for tax or customs decisions made based on data generated by the platform.
• The Provider's liability is limited to the fees paid by the User in the preceding 12 months.
• The Provider is not liable for outages in external systems (PUESC, BaseLinker, ERP).
• Information published on the website is of a general nature and does not constitute tax or legal advice.

16. Complaints, statutory warranty and guarantee

Complaints should be sent to kontakt@intrafakt.pl or in writing to the Provider's registered office: al. Tadeusza Kościuszki 101, 90-441 Łódź, Poland. A complaint should include the Organisation's details, a description of the problem and, where it concerns a payment, its date and amount. A reply is given within 14 days of receipt. Contracts with businesses are subject to the statutory warranty (rękojmia) under the Polish Civil Code; the Provider grants no separate quality guarantee. An upheld complaint results in the defect being remedied, the billing period being extended, or the fee for the affected period being refunded, at the User's choice. Refunds are made within 14 days using the same payment method as the original payment. Complaints about the payment transaction itself may also be filed directly with the payment operator Autopay S.A.

17. Personal data protection

Personal data processing is governed by the Privacy Policy. Details of data processing entrustment are regulated by the Data Processing Agreement (DPA) available in the client panel.

18. Termination

• The User may request deletion of the account at any time by writing from the email address linked to the account to kontakt@intrafakt.pl. The Provider carries out such a request within 7 days.
• After account deletion, Organization data is retained for 30 days (recovery possible), then permanently deleted — except for data required by law (declarations: 5 years).
• The Provider may suspend or delete an account in case of Terms violation, after prior notice to cease violations.

19. Governing law and jurisdiction

These Terms are governed by Polish law. Any disputes arising from the use of the platform shall be resolved by the court competent for the Provider's registered office (Łódź, Poland).

20. Final provisions

These Terms take effect upon publication. The Provider reserves the right to amend these Terms. Registered users will be notified of significant changes by email with 14 days' notice. Matters not regulated herein are governed by the Polish Civil Code, the Act on Provision of Electronic Services, and other applicable legislation.