Terms of Service

§1. Service Provider

Bilantio is owned and operated by:TAXNXT sp. z o.o.ul. Toruńska 15/7780-747 GdańskNIP: 6783218496REGON: 529197763KRS: 0001117478PolandBilantio website: bilantio.comOwner website: taxnxt.euEmail: support@taxnxt.eu

In these Terms, TAXNXT sp. z o.o. may be referred to as “TAXNXT”, “Bilantio”, “we”, “us”, or “our”.

§2. Definitions

For the purposes of these Terms:

• –Account means an individual or organizational account used to access Bilantio.
• –Administrator means a User authorized by the Customer to administer an Account, invite or remove Users, assign permissions, manage subscription settings, and access Customer Data.
• –Agreement means the agreement between TAXNXT and the Customer consisting of these Terms, the applicable Order, the Data Processing Agreement, the Privacy Policy, and any other documents expressly incorporated into the agreement.
• –AI Features means functions using artificial intelligence, machine learning, language models, optical character recognition, document classification, or similar automated technologies.
• –Bilantio means the software platform, website, applications, APIs, integrations, databases, and related services operated under the Bilantio name.
• –Customer means the company, entrepreneur, accounting office, organization, or other business entity that enters into the Agreement or on whose behalf an Account is created.
• –Customer Data means information, documents, files, prompts, records, instructions, personal data, accounting data, invoice data, payroll data, and other materials submitted to or processed through Bilantio by or on behalf of the Customer.
• –Documentation means instructions, specifications, help materials, technical descriptions, and other documentation made available by Bilantio.
• –KSeF means the Polish National e-Invoice System, known in Polish as Krajowy System e-Faktur.
• –Order means an order form, subscription selection, commercial proposal, individual agreement, or other document specifying the Customer’s Plan, price, billing period, limits, or additional services.
• –Output means any invoice draft, classification, summary, text, recommendation, calculation, extraction, document, report, or other result generated through Bilantio, including through AI Features.
• –Plan means the subscription package selected by the Customer.
• –Services means the electronic services and software functions provided through Bilantio.
• –Subscription Period means the monthly, annual, or other period for which access to a paid Plan is purchased.
• –User means an individual authorized to access or use the Customer’s Account.

§3. Scope and intended users

1. 1.
   Bilantio is intended primarily for business and professional use by companies, entrepreneurs, accounting firms, accountants, finance teams, employees, contractors, and other professional users.
2. 2.
   Bilantio is not intended for personal, household, or non-commercial use.
3. 3.
   A person accepting these Terms on behalf of a Customer confirms that the person:

   1. a.is at least 18 years old;
   2. b.has full legal capacity;
   3. c.has authority to enter into the Agreement on behalf of the Customer; and
   4. d.uses Bilantio in connection with the Customer’s business or professional activity.
4. 4.
   Where mandatory consumer-protection provisions apply to a Customer despite the business character of the Services, those mandatory rights remain unaffected by these Terms.
5. 5.
   Bilantio may refuse registration or access where we reasonably believe that the prospective Customer does not meet the eligibility requirements or presents a legal, compliance, security, or reputational risk.

§4. Agreement and order of precedence

1. 1.
   The Agreement is concluded when the Customer first:

   1. a.accepts these Terms electronically;
   2. b.creates an Account after being provided with these Terms;
   3. c.signs or accepts an Order referring to these Terms; or
   4. d.begins using the Services after being informed that use is subject to these Terms.
2. 2.
   These Terms are made available free of charge in a form that permits them to be stored, reproduced, and reviewed by the Customer.
3. 3.
   The Customer should save or download a copy of the Terms applicable when the Agreement is concluded.
4. 4.
   In case of conflict between the documents forming the Agreement, the following order of precedence applies:

   1. a.the Data Processing Agreement, for matters concerning the processing of personal data;
   2. b.an individually negotiated and signed Order;
   3. c.these Terms;
   4. d.the Privacy Policy and other referenced policies;
   5. e.the Documentation.
5. 5.
   A Customer’s purchase order, procurement terms, or other standard conditions do not apply unless expressly accepted by TAXNXT in writing.

§5. Services provided through Bilantio

1. 1.
   Depending on the selected Plan, configuration, availability, and stage of product development, Bilantio may provide functions including:

   1. a.creating, issuing, correcting, and managing invoices;
   2. b.preparing invoice drafts based on User instructions;
   3. c.transmitting and receiving structured invoices through KSeF;
   4. d.processing XML invoice files and KSeF identifiers;
   5. e.uploading, storing, organizing, and retrieving accounting documents;
   6. f.optical character recognition and document data extraction;
   7. g.classification of invoices, receipts, and accounting documents;
   8. h.preparation of accounting and financial summaries;
   9. i.support for bookkeeping workflows;
   10. j.support for VAT, tax, and reporting workflows;
   11. k.payroll and HR-related administrative workflows;
   12. l.document drafting and template generation;
   13. m.AI-assisted chat and plain-language commands;
   14. n.integrations with accounting, banking, payment, communication, or business systems;
   15. o.user management, access permissions, logs, and audit information;
   16. p.document archiving and search functions; and
   17. q.other functions described on bilantio.com, in the applicable Plan, or in an Order.
2. 2.
   Not all functions are available under every Plan.
3. 3.
   Some functions may be introduced gradually, offered as beta functions, restricted to selected Customers, or require additional activation, configuration, authorization, or payment.
4. 4.
   TAXNXT may use subcontractors and service providers to provide parts of the Services.
5. 5.
   Professional accounting, payroll, tax, legal, or consulting services are not included unless expressly ordered under a separate agreement.

§6. Technical requirements

1. 1.
   To use Bilantio, the Customer must have:

   1. a.a device capable of connecting to the internet;
   2. b.a stable internet connection;
   3. c.a current, supported web browser;
   4. d.JavaScript and necessary browser storage or cookies enabled;
   5. e.an active email address;
   6. f.software capable of opening commonly used formats, such as PDF, CSV, XLSX, XML, JSON, or ZIP, where relevant;
   7. g.appropriate security software and updated operating systems; and
   8. h.any credentials, authorizations, certificates, tokens, API access, or third-party accounts required for integrations selected by the Customer.
2. 2.
   Some functions may require particular file formats, APIs, authentication methods, qualified electronic signatures, KSeF permissions, banking permissions, or third-party software.
3. 3.
   The Customer is responsible for the cost and security of its internet connection, devices, systems, and third-party services.
4. 4.
   Bilantio may cease supporting outdated browsers, operating systems, APIs, or technical standards where necessary for security, compatibility, or continued development.
5. 5.
   Use of electronic services involves risks including unauthorized access, malware, phishing, data interception, credential theft, system failures, and service interruptions. The Customer must apply appropriate security measures and verify communications received in Bilantio’s name.

§7. Account registration and administration

1. 1.
   The Customer must provide accurate, complete, and current registration information.
2. 2.
   The Customer must promptly update information that changes, including its company details, tax identifiers, contact information, billing details, and authorized representatives.
3. 3.
   Each User should use an individual login. Shared credentials should not be used unless a particular technical account is expressly designed for shared use.
4. 4.
   The Customer is responsible for:

   1. a.selecting appropriate Administrators;
   2. b.controlling access to the Account;
   3. c.assigning appropriate User permissions;
   4. d.removing access when a User no longer requires it;
   5. e.protecting passwords, access tokens, API keys, and authentication devices;
   6. f.enabling available multi-factor authentication where appropriate; and
   7. g.all activity performed through the Customer’s Account, except activity caused directly by a security breach for which TAXNXT is responsible.
5. 5.
   The Customer must notify TAXNXT without undue delay if it suspects unauthorized access, loss of credentials, or misuse of the Account.
6. 6.
   TAXNXT may rely on instructions submitted by an Administrator or through an authenticated Account.
7. 7.
   Disputes within the Customer’s organization concerning authority or Account access must be resolved by the Customer. TAXNXT may temporarily restrict changes where competing claims of authority create a security or legal risk.

§8. Customer responsibilities

1. 1.
   The Customer is responsible for its use of Bilantio and for the conduct of its Users.
2. 2.
   The Customer must:

   1. a.use the Services in accordance with applicable law and these Terms;
   2. b.provide accurate and complete data;
   3. c.verify the identity and authority of persons using the Account;
   4. d.review all invoices, records, calculations, classifications, declarations, and Outputs before using, sending, booking, approving, or submitting them;
   5. e.maintain any records, originals, confirmations, or backups required by law or its internal policies;
   6. f.ensure that Customer Data is collected and processed lawfully;
   7. g.obtain all necessary authorizations, permissions, and consents;
   8. h.meet all applicable accounting, tax, payroll, employment, corporate, and reporting deadlines;
   9. i.verify whether documents have been successfully submitted to and accepted by the relevant system or authority;
   10. j.maintain appropriate professional oversight; and
   11. k.use qualified accountants, tax advisers, payroll specialists, lawyers, or other professionals where required.
3. 3.
   Bilantio does not assume the Customer’s statutory responsibilities as a taxpayer, employer, invoice issuer, accounting entity, data controller, management board, or regulated professional.
4. 4.
   The Customer remains responsible for actions performed through integrations activated by the Customer.

§9. Invoicing and KSeF functionality

1. 1.
   Bilantio may allow Users to prepare, issue, receive, transmit, download, correct, classify, or archive invoices.
2. 2.
   The Customer is solely responsible for confirming, before an invoice is issued or submitted:

   1. a.the identity of the seller and buyer;
   2. b.names, addresses, NIP numbers, VAT numbers, and other identifiers;
   3. c.invoice numbers and dates;
   4. d.supply and sale dates;
   5. e.descriptions, quantities, and units;
   6. f.net amounts, VAT rates, VAT amounts, and gross amounts;
   7. g.currency and exchange-rate information;
   8. h.payment terms and bank account numbers;
   9. i.required legal annotations;
   10. j.tax treatment and invoice type; and
   11. k.compliance with applicable invoicing and KSeF requirements.
3. 3.
   To use KSeF-related functions, the Customer must hold and maintain all required authorizations, permissions, tokens, certificates, or other access credentials.
4. 4.
   The Customer authorizes Bilantio to perform the KSeF actions selected by the Customer or its authorized Users, within the scope of permissions technically made available to Bilantio.
5. 5.
   The Customer is responsible for:

   1. a.ensuring that KSeF permissions remain valid;
   2. b.protecting KSeF credentials;
   3. c.revoking permissions when no longer required;
   4. d.reviewing KSeF reference numbers, statuses, and official confirmations;
   5. e.verifying whether transmission was successful; and
   6. f.taking alternative action through official systems where Bilantio or KSeF is unavailable.
6. 6.
   A draft displayed as prepared, pending, processing, or transmitted must not be treated as officially accepted until the relevant acceptance status or official confirmation is received.
7. 7.
   Bilantio does not control KSeF, tax-authority systems, public registers, or government infrastructure.
8. 8.
   Bilantio is not responsible for the unavailability, rejection, delay, modification, or malfunction of an external government system, except where a failure results directly from Bilantio’s intentional misconduct or other liability that cannot legally be excluded.

§10. Artificial intelligence functionality

1. 1.
   Bilantio uses AI Features to support invoicing, accounting-related workflows, document processing, classification, summaries, drafting, and communication.
2. 2.
   When a User interacts with an AI assistant in Bilantio, the User is interacting with an artificial intelligence system.
3. 3.
   AI Features may use technologies provided by third parties, including OpenAI technologies.
4. 4.
   AI Outputs are generated automatically and may:

   1. a.be incorrect or incomplete;
   2. b.omit material information;
   3. c.misinterpret Customer Data;
   4. d.contain inaccurate calculations or classifications;
   5. e.reproduce errors present in source materials;
   6. f.be unsuitable for the Customer’s circumstances;
   7. g.fail to reflect current law, guidance, or professional practice; or
   8. h.resemble content generated for other users.
5. 5.
   AI Features are support tools and do not make final accounting, tax, payroll, legal, employment, credit, or financial decisions for the Customer.
6. 6.
   The Customer must ensure meaningful human review of AI Outputs before relying on them.
7. 7.
   The Customer must not use Bilantio to make solely automated decisions that produce legal or similarly significant effects concerning employees, job applicants, contractors, customers, or other individuals unless such use has been expressly approved by TAXNXT and complies with all applicable laws.
8. 8.
   The Customer should not include unnecessary personal data, special-category personal data, confidential information, or third-party data in AI prompts.
9. 9.
   Where sensitive or confidential information is necessary for an authorized business function, the Customer must ensure that its submission is lawful and proportionate.
10. 10.
    Customer Data processed through TAXNXT-controlled AI Features is used to provide the requested functionality. TAXNXT does not use Customer invoice data, accounting data, payroll data, uploaded documents, prompts, or chat content to train artificial intelligence models.
11. 11.
    The Customer must not represent an AI Output as having been independently verified by TAXNXT, an accountant, tax adviser, payroll specialist, lawyer, or public authority.

§11. No professional advice

1. 1.
   Bilantio is software and does not, by itself, provide regulated professional services.
2. 2.
   Unless the Customer enters into a separate written agreement for professional services, Bilantio does not act as the Customer’s:

   1. a.accountant or bookkeeping office;
   2. b.statutory auditor;
   3. c.tax adviser;
   4. d.legal adviser or attorney;
   5. e.payroll specialist;
   6. f.HR adviser;
   7. g.financial adviser;
   8. h.management board; or
   9. i.representative before KSeF, tax authorities, ZUS, courts, or other authorities.
3. 3.
   Information and Outputs provided through Bilantio are general software-assisted materials and must not be treated as individualized professional advice.
4. 4.
   The Customer should obtain professional advice where a matter may affect tax liability, employment rights, legal obligations, financial reporting, regulatory compliance, or significant business decisions.
5. 5.
   Any professional services provided by TAXNXT outside Bilantio are governed by a separate engagement letter or service agreement.

§12. Customer Data

1. 1.
   As between the parties, the Customer retains its rights in Customer Data.
2. 2.
   The Customer grants TAXNXT a non-exclusive, worldwide, limited licence to host, copy, transmit, store, display, transform, classify, extract, and otherwise process Customer Data to:

   1. a.provide and secure the Services;
   2. b.perform the Customer’s instructions;
   3. c.provide support;
   4. d.prevent fraud and misuse;
   5. e.maintain and improve the reliability of Bilantio;
   6. f.comply with law; and
   7. g.exercise or defend legal claims.
3. 3.
   The licence lasts only for as long as necessary to provide the Services or fulfil legitimate legal and operational requirements.
4. 4.
   The Customer represents that it has all rights and lawful bases necessary to submit and process Customer Data through Bilantio.
5. 5.
   Customer Data must not:

   1. a.infringe intellectual property, privacy, confidentiality, or other rights;
   2. b.contain unlawful material;
   3. c.contain malware or malicious code;
   4. d.be fraudulent, misleading, or falsified;
   5. e.be processed in breach of professional secrecy obligations; or
   6. f.be submitted where the Customer lacks authority to process it.
6. 6.
   TAXNXT may generate aggregated or anonymized information that does not identify the Customer or any individual. TAXNXT may use such information for statistics, security, capacity planning, service improvement, and business analysis.

§13. Personal data and data processing

1. 1.
   Personal data is processed in accordance with Bilantio’s Privacy Policy.
2. 2.
   Depending on the processing activity, TAXNXT may act as:

   1. a.a data controller for Account administration, billing, security, support, communication, service improvement, and legal compliance; or
   2. b.a data processor where it processes personal data contained in Customer Data on behalf of the Customer.
3. 3.
   Where TAXNXT acts as a processor, the Customer is the controller or acts under the authority of another controller.
4. 4.
   The Customer is responsible for:

   1. a.identifying an appropriate legal basis;
   2. b.providing required privacy notices;
   3. c.respecting data-subject rights;
   4. d.limiting data to what is necessary;
   5. e.setting appropriate access permissions;
   6. f.informing TAXNXT of relevant processing instructions; and
   7. g.ensuring that use of Bilantio complies with applicable data-protection law.
5. 5.
   Where required, the parties will be bound by Bilantio’s Data Processing Agreement.
6. 6.
   The Data Processing Agreement forms part of the Agreement and takes precedence over these Terms for matters concerning the processing of personal data on behalf of the Customer.
7. 7.
   TAXNXT may use subprocessors in accordance with the Data Processing Agreement and Privacy Policy.
8. 8.
   Information about hosting, subprocessors, international transfers, and security measures is provided in the Privacy Policy and related notices published through Bilantio.

§14. Confidentiality

1. 1.
   Each party must protect confidential information received from the other party and use it only for the purposes of the Agreement.
2. 2.
   Confidential information includes non-public commercial, financial, accounting, tax, technical, security, customer, employee, product, and business information.
3. 3.
   Confidential information does not include information that the receiving party can demonstrate:

   1. a.is publicly available without breach of the Agreement;
   2. b.was lawfully known before disclosure;
   3. c.was received lawfully from a third party without confidentiality restrictions; or
   4. d.was independently developed without use of the other party’s confidential information.
4. 4.
   Confidential information may be disclosed:

   1. a.to employees, contractors, advisers, and service providers who need it and are subject to appropriate confidentiality duties;
   2. b.with the disclosing party’s consent; or
   3. c.where disclosure is required by law, a court, or a competent authority.
5. 5.
   Where legally permitted, the receiving party will notify the disclosing party before a mandatory disclosure.
6. 6.
   These confidentiality obligations survive termination of the Agreement for five years, or longer where required by law or where the information constitutes a trade secret.

§15. Security

1. 1.
   TAXNXT applies technical and organizational measures appropriate to the nature of the Services and the risks involved.
2. 2.
   Measures may include encryption in transit, access controls, role-based permissions, authentication controls, logging, monitoring, backups, secure development practices, and incident-management procedures.
3. 3.
   No information system can be guaranteed to be completely secure or continuously available.
4. 4.
   The Customer must maintain appropriate security for its own devices, networks, personnel, credentials, and integrations.
5. 5.
   The Customer must not disable or circumvent security features.
6. 6.
   The Customer must promptly notify TAXNXT of:

   1. a.suspected unauthorized access;
   2. b.compromised credentials;
   3. c.discovered vulnerabilities;
   4. d.accidental disclosure of data; or
   5. e.other security incidents affecting Bilantio.
7. 7.
   The Customer must not publicly disclose a suspected vulnerability before giving TAXNXT a reasonable opportunity to investigate and address it.

§16. Fees, subscriptions, and payment

1. 1.
   Fees are determined by the selected Plan, current price list, or applicable Order.
2. 2.
   Unless stated otherwise:

   1. a.prices are stated net of VAT and other applicable taxes;
   2. b.fees are charged in advance;
   3. c.monthly Plans are billed monthly;
   4. d.annual Plans are billed annually; and
   5. e.subscriptions renew automatically for successive periods equal to the previous Subscription Period.
3. 3.
   The Customer authorizes TAXNXT and its payment provider to charge the applicable payment method for recurring fees, taxes, usage fees, and agreed additional services.
4. 4.
   TAXNXT may issue invoices electronically.
5. 5.
   The Customer must provide accurate billing details and pay invoices by the stated due date.
6. 6.
   The Customer may cancel automatic renewal before the end of the current Subscription Period. Cancellation takes effect at the end of that period unless the Order states otherwise.
7. 7.
   Except where mandatory law or an Order provides otherwise:

   1. a.fees are non-refundable;
   2. b.cancellation does not result in a refund for an unused part of a Subscription Period; and
   3. c.failure to use the Services does not release the Customer from payment obligations.
8. 8.
   If payment is overdue, TAXNXT may:

   1. a.charge statutory interest and legally permitted recovery costs;
   2. b.request updated payment details;
   3. c.restrict access to paid functions;
   4. d.suspend the Account after giving reasonable notice; or
   5. e.terminate the Agreement if payment remains outstanding.
9. 9.
   Suspension does not cancel the Customer’s obligation to pay accrued amounts.
10. 10.
    Plans may include limits relating to Users, companies, documents, storage, AI usage, API usage, KSeF transactions, or other resources.
11. 11.
    Where the Customer exceeds a limit, TAXNXT may request an upgrade, charge agreed overage fees, restrict additional usage, or contact the Customer to agree an appropriate Plan.
12. 12.
    TAXNXT may change subscription prices by giving at least 30 days’ notice. A price change will normally apply from the next renewal period.
13. 13.
    If the Customer does not accept a price change, it may cancel the affected subscription before the new price takes effect.

§17. Trials, free plans, and beta functionality

1. 1.
   TAXNXT may offer a free trial, free Plan, promotional access, pilot project, early-access function, or beta version.
2. 2.
   Unless stated otherwise:

   1. a.such access is temporary;
   2. b.functionality may be limited;
   3. c.usage limits may apply;
   4. d.data-retention periods may be shorter;
   5. e.support may be limited; and
   6. f.access may be changed or withdrawn at any time.
3. 3.
   Trial or beta functionality may contain defects and should not be used as the sole method of meeting a statutory or critical business deadline.
4. 4.
   Where payment details are collected for a trial that converts into a paid subscription, the conversion terms and price will be disclosed before the Customer begins the trial.
5. 5.
   TAXNXT may refuse repeated trials or promotional offers.

§18. Availability, maintenance, and support

1. 1.
   TAXNXT will use reasonable efforts to keep Bilantio available and functioning.
2. 2.
   Continuous, uninterrupted, or error-free operation is not guaranteed.
3. 3.
   Bilantio may be unavailable due to:

   1. a.scheduled maintenance;
   2. b.emergency maintenance;
   3. c.security incidents;
   4. d.infrastructure or network failures;
   5. e.third-party failures;
   6. f.government-system failures;
   7. g.updates or migrations;
   8. h.force majeure events; or
   9. i.circumstances outside TAXNXT’s reasonable control.
4. 4.
   Where reasonably possible, TAXNXT will provide advance notice of maintenance expected to cause material interruption.
5. 5.
   Support is provided through the channels and during the hours specified on bilantio.com, in the applicable Plan, or in the Order.
6. 6.
   Unless an Order contains a service-level agreement, response and resolution times are targets only and are not guaranteed.
7. 7.
   TAXNXT may require the Customer to provide logs, screenshots, examples, technical information, and reasonable cooperation when investigating a problem.

§19. Third-party services and integrations

1. 1.
   Bilantio may connect with third-party systems such as KSeF, banks, accounting systems, payment providers, communication providers, OpenAI, Supabase, or other services.
2. 2.
   The Customer’s use of a third-party service may be subject to that provider’s own terms, privacy policy, fees, availability, and technical requirements.
3. 3.
   By activating an integration, the Customer authorizes Bilantio to exchange the data necessary to provide the requested integration.
4. 4.
   TAXNXT does not control third-party services and is not responsible for their:

   1. a.availability;
   2. b.security;
   3. c.accuracy;
   4. d.terms;
   5. e.changes;
   6. f.suspension;
   7. g.discontinuation; or
   8. h.use of data.
5. 5.
   TAXNXT may modify or discontinue an integration where the third-party provider changes its API, terms, pricing, access conditions, security requirements, or functionality.
6. 6.
   Where practicable, TAXNXT will provide notice if discontinuation of an integration materially affects the Customer.

§20. Intellectual property rights

1. 1.
   Bilantio, including its software, source code, object code, design, interfaces, databases, workflows, models, prompts, Documentation, trademarks, logos, and other materials, is owned by TAXNXT or its licensors.
2. 2.
   The Agreement does not transfer ownership of Bilantio or its intellectual property to the Customer.
3. 3.
   Except for the limited licence granted under these Terms, all rights are reserved.
4. 4.
   The Customer retains its rights in Customer Data.
5. 5.
   Subject to third-party rights and applicable law, the Customer may use Outputs created specifically from its Customer Data for its internal business purposes and for the business purposes for which the Output was generated.
6. 6.
   Outputs may not be unique. Similar or identical Outputs may be generated for other users.
7. 7.
   Customer suggestions, comments, or feedback may be used by TAXNXT to improve Bilantio without payment or restriction, provided the feedback does not include Customer confidential information or personal data.

§21. Licence to use Bilantio

1. 1.
   During the Agreement, TAXNXT grants the Customer a limited, non-exclusive, non-transferable, non-sublicensable, revocable right to access and use Bilantio:

   1. a.for the Customer’s internal business purposes;
   2. b.for the number of Users and entities included in the Plan;
   3. c.in accordance with the Documentation; and
   4. d.subject to payment of applicable fees.
2. 2.
   The Customer must not:

   1. a.copy or reproduce Bilantio except as technically necessary for authorized use;
   2. b.sell, lease, sublicense, distribute, or commercially provide access to Bilantio, except where an accounting-firm Plan expressly permits services for end customers;
   3. c.reverse engineer, decompile, disassemble, or attempt to discover source code, except to the limited extent that such restriction is prohibited by mandatory law;
   4. d.bypass usage limits or security controls;
   5. e.remove proprietary notices;
   6. f.create derivative software based on Bilantio;
   7. g.use automated tools to scrape or systematically extract Bilantio’s protected content or databases; or
   8. h.use Bilantio to develop a directly competing product through unauthorized copying or extraction.
3. 3.
   Accounting firms may use Bilantio for their clients only where permitted by their Plan or Order and remain responsible for client access, instructions, and data-protection compliance.

§22. Acceptable use

1. 1.
   The Customer and Users must not use Bilantio to:

   1. a.violate applicable law;
   2. b.issue false, fraudulent, fictitious, or misleading invoices;
   3. c.conceal transactions, facilitate tax evasion, money laundering, fraud, sanctions violations, or other unlawful activity;
   4. d.falsify accounting, payroll, employment, or corporate records;
   5. e.infringe intellectual property, privacy, confidentiality, or other rights;
   6. f.upload malware, ransomware, harmful code, or corrupted files;
   7. g.gain unauthorized access to accounts, systems, networks, or data;
   8. h.impersonate another person or organization;
   9. i.send spam or unsolicited communications;
   10. j.interfere with or overload the Services;
   11. k.test vulnerabilities without written authorization;
   12. l.circumvent billing, access, security, or usage controls;
   13. m.process data without an appropriate legal basis or authorization;
   14. n.generate content intended to deceive a public authority or third party;
   15. o.make prohibited or unlawful automated decisions about individuals;
   16. p.use the Services in a manner that creates a material security, legal, or reputational risk; or
   17. q.assist another person in any prohibited activity.
2. 2.
   The Customer must not provide content of an unlawful nature.
3. 3.
   TAXNXT may remove, block, quarantine, or restrict access to content where reasonably necessary to comply with law, protect security, or enforce these Terms.
4. 4.
   Where legally and technically possible, TAXNXT will inform the Customer of material enforcement action and the reason for it.

§23. Suspension of access

1. 1.
   TAXNXT may suspend all or part of the Services where:

   1. a.fees are overdue;
   2. b.the Customer breaches these Terms;
   3. c.the Account presents a security risk;
   4. d.unauthorized or fraudulent activity is suspected;
   5. e.suspension is required by law or a competent authority;
   6. f.Customer Data may be unlawful;
   7. g.use threatens the integrity or availability of Bilantio;
   8. h.the Customer exceeds agreed limits and does not cooperate in resolving the issue; or
   9. i.suspension is necessary to prevent material harm.
2. 2.
   Where appropriate, TAXNXT will provide notice and an opportunity to remedy the issue before suspension.
3. 3.
   TAXNXT may suspend immediately where delay could result in unlawful activity, a security incident, fraud, material harm, or violation of an authority’s order.
4. 4.
   TAXNXT will restore access after the grounds for suspension have been resolved, where restoration is lawful and reasonably practicable.
5. 5.
   Suspension does not prevent TAXNXT from terminating the Agreement where termination is justified.

§24. Data export, switching, and exit assistance

1. 1.
   The Customer may export available Customer Data using Bilantio’s standard export functions or by submitting a request to support@taxnxt.eu.
2. 2.
   Exportable data may include, where available and applicable to the Customer’s Plan:

   1. a.company and Account data;
   2. b.customer and supplier records;
   3. c.invoices and invoice line items;
   4. d.structured invoice and KSeF data;
   5. e.original uploaded documents;
   6. f.accounting classifications, tags, and categories;
   7. g.payroll and HR-related records uploaded by the Customer;
   8. h.reports and summaries;
   9. i.retained AI prompts and Outputs associated with the Account;
   10. j.User-access information available to Administrators;
   11. k.Customer-created templates and configurations; and
   12. l.other data generated directly by or on behalf of the Customer.
3. 3.
   Depending on the type of data and technical availability, export formats may include PDF, XML, CSV, XLSX, JSON, ZIP, or the original uploaded format.
4. 4.
   Exportable data does not include:

   1. a.TAXNXT source code;
   2. b.proprietary algorithms, prompts, models, or model weights;
   3. c.internal security information;
   4. d.vulnerability information;
   5. e.internal system configurations;
   6. f.internal fraud-prevention rules;
   7. g.data relating to other customers;
   8. h.internal telemetry not associated with the Customer’s business records;
   9. i.TAXNXT trade secrets; or
   10. j.information whose disclosure would violate law or third-party rights.
5. 5.
   The Customer may request to:

   1. a.switch to another provider;
   2. b.transfer exportable data to infrastructure controlled by the Customer;
   3. c.download exportable data; or
   4. d.erase exportable data upon termination.
6. 6.
   The maximum notice period for initiating a switching process will not exceed two months. Unless a longer period is requested by the Customer, TAXNXT will normally initiate the process within 30 days.
7. 7.
   Following the notice period, TAXNXT will use reasonable efforts to complete the standard switching process within a transitional period not exceeding 30 calendar days.
8. 8.
   During the transitional period, subject to payment of applicable standard service fees, TAXNXT will:

   1. a.provide reasonable assistance;
   2. b.maintain relevant service continuity where technically possible;
   3. c.provide information about known continuity risks;
   4. d.maintain appropriate security; and
   5. e.cooperate in good faith with the Customer and its authorized destination provider.
9. 9.
   If completion within 30 days is technically infeasible, TAXNXT will:

   1. a.notify the Customer within 14 working days of the switching request;
   2. b.explain the technical reason; and
   3. c.indicate an alternative transitional period that will not exceed seven months.
10. 10.
    The Customer may extend the transitional period once by notifying TAXNXT before or during the transitional period.
11. 11.
    After completion of the transitional period, the Customer will have a retrieval period of at least 30 calendar days, unless a longer period is agreed.
12. 12.
    At the end of the applicable retrieval period, TAXNXT may erase exportable Customer Data, subject to:

    1. a.legal-retention obligations;
    2. b.the Data Processing Agreement;
    3. c.backup-retention cycles;
    4. d.the establishment, exercise, or defence of legal claims; and
    5. e.data that has been irreversibly anonymized.
13. 13.
    Data retained in backups will remain protected and will be deleted or overwritten through the ordinary backup cycle.
14. 14.
    Standard self-service exports and assistance legally required for switching will not be subject to a separate switching charge.
15. 15.
    Additional migration, transformation, custom development, reconciliation, consulting, or support requested beyond Bilantio’s standard switching obligations may be charged where the Customer agrees to the scope and price in advance.
16. 16.
    The Customer is responsible for:

    1. a.selecting the destination provider;
    2. b.providing accurate destination details;
    3. c.ensuring compatibility with the destination environment;
    4. d.securing the destination system;
    5. e.verifying the completeness and integrity of exported data; and
    6. f.maintaining its own copies after export.
17. 17.
    Information about available export methods, formats, restrictions, infrastructure jurisdiction, and international-access safeguards may be provided in Bilantio’s Documentation, Privacy Policy, or a dedicated infrastructure and portability notice.

§25. Duration and termination

1. 1.
   The Agreement begins when it is concluded under §4 and continues until terminated.
2. 2.
   A free Account may be terminated by the Customer at any time through the Account settings or by contacting support.
3. 3.
   A paid subscription may be cancelled before renewal. Unless the Order provides otherwise, cancellation takes effect at the end of the current Subscription Period.
4. 4.
   The Customer may terminate the Agreement with immediate effect if TAXNXT materially breaches the Agreement and fails to remedy the breach within 14 days after receiving a sufficiently detailed written notice.
5. 5.
   TAXNXT may terminate the Agreement:

   1. a.at the end of a Subscription Period by giving reasonable notice;
   2. b.if the Customer materially breaches the Agreement and does not remedy the breach within the period stated in TAXNXT’s notice;
   3. c.if fees remain unpaid after an additional payment period;
   4. d.immediately in case of fraud, unlawful activity, severe security risk, or intentional misuse;
   5. e.where continued provision would violate law or an authority’s order;
   6. f.if a third-party dependency makes continued provision legally or technically impossible; or
   7. g.if the Customer becomes insolvent, ceases business, or enters liquidation, subject to mandatory insolvency law.
6. 6.
   Where Bilantio permanently discontinues a paid Service without replacing it with substantially equivalent functionality, TAXNXT will provide reasonable notice and refund any prepaid fees relating to the unused period of the discontinued Service, unless discontinuation is required immediately by law or circumstances outside TAXNXT’s reasonable control.

§26. Consequences of termination

1. 1.
   Upon termination:

   1. a.the Customer’s right to use the Services ends, subject to any agreed transition and retrieval period;
   2. b.unpaid fees become immediately due;
   3. c.the Customer must stop using Bilantio’s intellectual property;
   4. d.integrations and automated processing may be disabled; and
   5. e.Users may lose access to the Account.
2. 2.
   Before the end of the retrieval period, the Customer should export all required Customer Data.
3. 3.
   TAXNXT is not required to retain Customer Data indefinitely after termination.
4. 4.
   Termination does not affect rights and obligations accrued before termination.
5. 5.
   Provisions relating to payment, confidentiality, intellectual property, data retrieval, liability, disputes, and any provisions intended by their nature to survive will remain effective after termination.

§27. Warranties and disclaimers

1. 1.
   Each party warrants that it has authority to enter into the Agreement.
2. 2.
   TAXNXT warrants that it will provide the Services with reasonable professional care appropriate to a business software provider.
3. 3.
   Except as expressly stated in the Agreement and to the fullest extent permitted by law, Bilantio is provided on an “as available” basis.
4. 4.
   TAXNXT does not warrant that:

   1. a.the Services will be uninterrupted or error-free;
   2. b.every defect will be corrected immediately;
   3. c.every integration will remain available;
   4. d.AI Outputs will be accurate or complete;
   5. e.Bilantio will identify every accounting or tax error;
   6. f.use of Bilantio will guarantee compliance with law;
   7. g.Bilantio will meet every Customer-specific requirement; or
   8. h.Bilantio will produce a particular commercial, tax, financial, or regulatory result.
5. 5.
   The Customer acknowledges that software, AI technologies, accounting rules, tax rules, and external systems change over time.
6. 6.
   The Customer is responsible for determining whether Bilantio is appropriate for its intended purpose.

§28. Limitation of liability

1. 1.
   Nothing in these Terms excludes or limits liability that cannot legally be excluded or limited, including liability for damage caused intentionally.
2. 2.
   Subject to paragraph 1, TAXNXT will not be liable for:

   1. a.indirect or consequential loss;
   2. b.loss of profit, revenue, business opportunity, anticipated savings, or goodwill;
   3. c.loss caused by inaccurate Customer Data;
   4. d.loss caused by failure to review an Output;
   5. e.penalties, interest, or charges resulting from the Customer’s failure to meet a deadline or verify a submission;
   6. f.rejection or delay by KSeF, a bank, public authority, accounting system, or other third party;
   7. g.unauthorized use resulting from the Customer’s failure to protect credentials;
   8. h.loss resulting from unlawful instructions or Customer misuse;
   9. i.loss caused by unsupported software, devices, or integrations;
   10. j.loss that could reasonably have been avoided through appropriate backups, exports, review, or professional supervision; or
   11. k.events outside TAXNXT’s reasonable control.
3. 3.
   TAXNXT’s total aggregate liability arising from or connected with the Agreement during any 12-month period will not exceed the total net fees paid or payable by the Customer for the affected Services during the 12 months immediately preceding the event giving rise to liability.
4. 4.
   For a free Account, TAXNXT’s total aggregate liability will not exceed PLN 500.
5. 5.
   The limitations apply regardless of whether the claim is based on contract, tort, negligence, statutory duty, restitution, or another legal basis.
6. 6.
   The limitations do not apply to the extent liability results from TAXNXT’s intentional misconduct or to the extent limitation is prohibited by mandatory law.
7. 7.
   The parties acknowledge that the subscription fees reflect the allocation of risk set out in these Terms.
8. 8.
   A separate Order may establish a different liability cap for enterprise Customers, professional services, or individually negotiated service levels.

§29. Customer responsibility for claims

1. 1.
   The Customer is responsible for losses, costs, and third-party claims resulting from:

   1. a.unlawful Customer Data;
   2. b.the Customer’s breach of these Terms;
   3. c.fraudulent or unlawful invoices or documents issued through the Account;
   4. d.infringement of third-party rights by Customer Data;
   5. e.failure to obtain required permissions or lawful bases;
   6. f.unauthorized instructions given through the Account; or
   7. g.the Customer’s use of Outputs without appropriate review.
2. 2.
   Where a third party brings such a claim against TAXNXT, the Customer will reasonably cooperate in the defence and reimburse TAXNXT for reasonable losses and costs finally awarded by a competent court or agreed in a settlement approved by the Customer.
3. 3.
   TAXNXT must:

   1. a.notify the Customer of the claim without undue delay;
   2. b.provide reasonable information concerning the claim; and
   3. c.not agree to a settlement imposing non-financial obligations on the Customer without the Customer’s consent.

§30. Complaints

1. 1.
   Complaints concerning Bilantio may be submitted by email to support@taxnxt.eu, or by post to TAXNXT sp. z o.o., ul. Toruńska 15/77, 80-747 Gdańsk, Poland.
2. 2.
   A complaint should include:

   1. a.the Customer’s name and company details;
   2. b.the email address associated with the Account;
   3. c.a description of the issue;
   4. d.the relevant date and time;
   5. e.affected documents, transactions, or functions;
   6. f.screenshots or error messages, where available; and
   7. g.the requested resolution.
3. 3.
   The Customer must not include passwords, full authentication secrets, or unnecessary personal data in a complaint.
4. 4.
   TAXNXT will acknowledge or respond to a properly submitted complaint within 14 calendar days.
5. 5.
   If the matter requires additional technical investigation, TAXNXT may inform the Customer that additional time is required and provide an expected further-response date.
6. 6.
   Submitting a complaint does not suspend payment obligations unless TAXNXT agrees otherwise or mandatory law requires suspension.
7. 7.
   Complaints concerning professional services provided under a separate agreement will be handled under that agreement.

§31. Changes to Bilantio and these Terms

1. 1.
   TAXNXT may develop, update, modify, replace, or discontinue functions to:

   1. a.improve the Services;
   2. b.respond to legal or regulatory changes;
   3. c.address security risks;
   4. d.adapt to third-party systems;
   5. e.introduce new technologies;
   6. f.prevent misuse; or
   7. g.maintain commercial viability.
2. 2.
   TAXNXT may amend these Terms for similar reasons.
3. 3.
   For material changes adversely affecting existing Customers, TAXNXT will normally provide at least 15 days’ advance notice.
4. 4.
   A longer notice period may be provided where reasonable, including for material pricing or product changes.
5. 5.
   Changes may take effect immediately where necessary to:

   1. a.comply with law or an authority’s order;
   2. b.address an urgent security threat;
   3. c.prevent fraud or abuse; or
   4. d.respond to an event outside TAXNXT’s reasonable control.
6. 6.
   If the Customer does not accept a material change, it may terminate the affected subscription before the change takes effect.
7. 7.
   Continued use after the effective date constitutes acceptance of the updated Terms.
8. 8.
   Changes will not retroactively remove rights already accrued by the Customer.

§32. Communications

1. 1.
   TAXNXT may communicate with the Customer through:

   1. a.email;
   2. b.Account notifications;
   3. c.in-app messages;
   4. d.notices on bilantio.com; or
   5. e.other contact details provided by the Customer.
2. 2.
   Operational, billing, security, legal, and product notices are part of the Services and may be sent even if the Customer has opted out of marketing communications.
3. 3.
   The Customer must keep its contact information current.
4. 4.
   A notice sent to the email address associated with the Account is considered received when it enters the recipient’s mail server, unless the sender receives a delivery-failure notice.
5. 5.
   Formal notices concerning termination, material breach, or legal claims should also be sent to support@taxnxt.eu or to TAXNXT’s registered address.

§33. Governing law and disputes

1. 1.
   The Agreement is governed by Polish law.
2. 2.
   Before beginning court proceedings, the parties should attempt in good faith to resolve the dispute through written negotiations.
3. 3.
   A party should provide a description of the dispute and the requested resolution. The parties should allow at least 30 days for negotiations unless urgent interim relief is required.
4. 4.
   Disputes involving a Customer that is an entrepreneur will be submitted to the court having jurisdiction over TAXNXT’s registered office, unless an individually negotiated Order provides otherwise.
5. 5.
   Paragraph 4 does not limit any mandatory right of a consumer or an individual entrepreneur entitled to consumer-like protection under applicable law.
6. 6.
   Either party may seek urgent injunctive or protective relief where necessary to protect confidential information, intellectual property, data, systems, or security.

§34. Miscellaneous provisions

1. 1.
   Neither party is liable for delay or failure caused by events outside its reasonable control, including natural disasters, war, terrorism, civil unrest, epidemics, strikes, energy failures, telecommunications failures, cyberattacks by third parties, government action, or failure of critical external infrastructure.
2. 2.
   The affected party must take reasonable steps to reduce the effect of such an event.
3. 3.
   The Customer may not assign the Agreement without TAXNXT’s written consent, except as part of a merger, restructuring, or sale of substantially all of its business, provided the successor is not a direct competitor and is capable of performing the Agreement.
4. 4.
   TAXNXT may assign the Agreement as part of a merger, restructuring, financing, sale of Bilantio, or transfer to an affiliated company, provided the Customer’s material rights are not reduced.
5. 5.
   TAXNXT may use subcontractors but remains responsible for its contractual obligations to the extent provided by law and the Agreement.
6. 6.
   The parties are independent contractors. The Agreement does not create a partnership, agency, employment relationship, fiduciary relationship, or joint venture.
7. 7.
   Failure to enforce a provision does not waive the right to enforce it later.
8. 8.
   If a provision is invalid or unenforceable, it will be modified to the minimum extent necessary, and the remaining provisions will continue to apply.
9. 9.
   Headings are for convenience and do not affect interpretation.
10. 10.
    Words such as “including” or “for example” do not limit the general meaning of the preceding words.
11. 11.
    The Agreement constitutes the entire agreement concerning the Services and replaces previous discussions or representations concerning the same subject, except in cases of fraud.
12. 12.
    Different language versions may be published. Unless a particular Order states otherwise, the version expressly identified by Bilantio as governing at the time of acceptance will prevail in case of inconsistency.

§35. Contact

Questions concerning these Terms or the Services may be directed to:

TAXNXT sp. z o.o.Owner and operator of Bilantioul. Toruńska 15/7780-747 GdańskNIP: 6783218496REGON: 529197763KRS: 0001117478PolandBilantio: bilantio.comTAXNXT: taxnxt.euEmail: support@taxnxt.eu