Terms of Service

Version 1.0, effective 1 November 2026.

1. Who we are and what this covers

1.1 Firma@KFBase (the Service) is provided by KFBASE LTD, a company registered in England and Wales under company number 17554532, registered office 5 Hereward Close, Impington CB24 9NH, United Kingdom (we, us). Contact: office@kfbase.com.

1.2 These Terms apply between us and the business that creates an account for its company in the Service (the Customer, you). The person who accepts them confirms they may act for the Customer.

1.3 The Service is for businesses only. It is not offered to consumers. By accepting these Terms the Customer confirms that it uses the Service for its business or professional activity, and that the contract has a professional character for it (including, for a sole trader in Poland, within the meaning of art. 385⁵ of the Civil Code). This confirmation describes the Customer’s use; it does not take away rights that the law gives the Customer and that cannot be waived. The Customer also confirms that the business details it records in the Service (Settings → Business: name, registered address, country, tax number) are accurate, and keeps them up to date; they are used in the Data Processing Agreement (Annex 3) and on our invoices.

1.4 The Data Processing Agreement forms part of these Terms. Our Privacy Policy explains how we handle personal data for our own purposes.

2. The Service

2.1 The Service consists of a web application for the office (firma.kfbase.com) and a mobile app for people working in the field (the Worker App). It covers, among other things: clients, quotes, projects, tasks and a calendar; task conversations, chats, photos, videos and files; recording work (start, pause, resume, finish; with location if you turn it on), hours, approval of hours and absences; project finances; reports; and invoices through the Customer’s own invoicing service.

2.2 Users. The Customer decides who uses the Service: office users (owner, admins) and workers. Workers’ phones are connected by a QR code shown in the office application. The Customer is responsible for its users and for keeping access to its accounts secure.

2.3 Integrations. The Service can issue invoices through the Customer’s own account with Fakturownia (Poland, including sending them to KSeF) or Xero (United Kingdom). The Customer has its own contract with that provider. We transmit the data the Customer chooses to send, but the Customer is responsible for the content and legal correctness of its invoices, for its tax settings, and for its KSeF authorisations. We are not responsible for those services’ availability or actions; we remain responsible for transmitting correctly the data you send through the Service.

2.4 Demo. The example company (“Zobacz przykładową firmę”) contains fictional data and is deleted automatically after a short time. Do not enter real personal data into it.

2.5 We develop the Service continually and may change, add or remove features. We will not remove a feature that is essential to the Service without at least 30 days’ notice.

3. Plans and fees

3.1 Free plan: one phone with the Worker App; all other features included.

3.2 Standard plan: the free phone plus each paid phone licence, billed monthly or yearly in advance, at the prices shown on the plan page when you buy (currently 29 zł or £10 per phone per month, 290 zł or £100 per year).

3.3 VAT. No VAT is added to our prices. Invoices to customers in the United Kingdom state: “VAT is not charged as KFBASE LTD is not registered for VAT.” Invoices to business customers in the European Union state: “VAT: Outside the scope of UK VAT. Reverse charge – VAT to be accounted for by the customer under Article 196 of Directive 2006/112/EC.” The wording follows the customer’s country and status as a business. If our VAT position changes, we will tell you beforehand.

3.4 Payments are processed by Stripe. By subscribing, you authorise recurring charges until you cancel. Changes in the number of licences are charged or credited pro rata.

3.5 Cancellation. You can cancel at any time in the Customer portal; the plan then ends at the end of the paid period and the Service returns to the free plan. Fees already paid are not refunded except where the law requires.

3.6 Price changes. We may change prices with at least 30 days’ notice by e-mail and in the Service; the new price applies from your next billing period after that.

3.7 Late payment. If a payment fails, we tell you (in the Service, on the plan page, and by e-mail from us or our payment provider) and the card is retried. If the payment is not settled within 14 days of that notice, phones above the free plan stop sending data until it is; nothing recorded is lost (entries wait on the phones). Everything else in the Service keeps working, and a late payment never limits the data export (4.4) or your switching rights (10A): during a switching period 10A.3A applies.

4. Your data

4.1 You own your data. Everything the Customer and its users put into the Service (the Customer Data) belongs to the Customer. We process it only to provide the Service, on your instructions, as set out in the Data Processing Agreement.

4.2 Your responsibilities as controller. You decide which personal data you put into the Service and why. You are responsible for the purpose of each processing, its legal basis and its necessity, for informing the people concerned — in particular your workers about recording of working time, location, photos and the task log — and for complying with the law of each country where you use the Service, including the employment-law rules on monitoring workers (in Poland, among others, Kodeks pracy art. 22² and 22³). We provide templates (such as a worker information notice) as help only; they are not legal advice and you remain responsible for what you use.

Location at work is off until you turn it on. The owner or an administrator turns it on in Settings, or when connecting the first phone, and confirms that the business has set the purpose and a legal basis, that location is necessary for it, that the business will inform its workers before they use the app and that it complies with the monitoring rules of its country. We keep a record of who confirmed this and when. The confirmation records your decision; it does not by itself make the monitoring lawful, and we do not assess whether it is. Country-specific guidance shown in the Service (such as Poland’s two weeks’ notice) is information only. While it is on, a phone records its position only at the moment the person presses START, RESUME or FINISH; never continuously, never in the background and never outside these moments. When it is off, phones do not ask for location and the Service does not store positions.

Indemnity. Your responsibilities under this clause are covered by the customer indemnity in clause 9A.

4.3 Permanent task log. Entries in task conversations and the work log cannot be edited or deleted by design, so that they remain reliable evidence. Corrections are made by new entries. Take this into account in what you write. To erase a person or a client, the Service replaces their name with a label and removes their contact details everywhere it is shown; this does not by itself remove everything that could identify them (for example text written about them, photos or voice notes). Where you instruct us to erase such content (for example to answer a data subject’s request), we delete or redact the specific entries, messages or files as an exception to the permanent log, and record that we did. Another exception: positions (GPS) in work entries are kept for 36 months by default; after that the Service asks the owner and admins in Settings to delete them or keep them for 12, 24 or 36 months more. Deleting removes only the coordinates; the entries and their times stay.

4.4 Export. The owner can download all of the business’s data at any time, free of charge, in one machine-readable file (Settings → Data export; photos and files as links valid for 7 days), for an archive or to move to another service. What it contains is set out in section 10A.

4.5 Deletion. When you close the business, you can still restore it and export its data for 30 days (the retrieval period, section 10A.6). After that we delete the Customer Data from the Service, and it disappears from backups within a further 30 days, unless the law requires us to keep it. See the Data Processing Agreement 10.

4.6 Where your data is. Customer Data is stored and processed in the European Union: the application server and database at Hetzner in Germany, files and backups in Cloudflare R2 with EU jurisdiction. Providers outside the EU only receive what their service needs (for example a notification to a phone) under the safeguards in the Data Processing Agreement; the list is public at kfbase.com/en/subprocessors/. KFBASE LTD is established in the United Kingdom. If a public authority of a country outside the EU asks us for Customer Data that is not personal data, we disclose it only under a legally binding request that we have assessed under the law that applies, we challenge requests we consider unlawful or that would conflict with EU or Member State law, we disclose the minimum required and we tell you first unless the law forbids it; the same measures protect access to the data (encryption in transit, access limited to authorised staff and logged, Data Processing Agreement Annex 2). We publish this information at kfbase.com/en/data-export/.

5. Acceptable use

You must not: use the Service unlawfully or to store unlawful content; try to access other customers’ data or our systems without permission; disrupt the Service or overload it; resell it without our written consent; or upload malware. We may suspend access that breaches this section after warning you, or immediately if needed to protect the Service or others.

6. Availability and support

6.1 We aim to keep the Service available and back up the database continuously, but we do not guarantee uninterrupted availability. Planned maintenance is announced where practical.

6.2 Support is provided by e-mail (office@kfbase.com) and through “Zgłoś problem lub pomysł” in the application, in Polish or English, on working days.

6.3 Support access. To resolve problems you report, and where needed to keep the Service secure, our authorised staff may view your business in the Service in a read-only mode, for sessions of at most one hour. Every session is logged and limited to what is needed (Data Processing Agreement 5).

7. Intellectual property

The Service, its software and its design belong to us or our licensors. We grant you a non-exclusive, non-transferable right to use the Service for your business while these Terms apply. Ideas you send us may be used freely to improve the Service.

8. Confidentiality

Each party keeps the other’s non-public information confidential and uses it only for these Terms, except where disclosure is required by law.

9. Limitation of liability

9.1 General cap. To the maximum extent permitted by applicable law, KFBASE LTD’s total aggregate liability arising out of or in connection with these Terms and the Data Processing Agreement, other than liability under clause 9.2, shall not exceed the greater of (a) the fees paid or payable by the Customer during the twelve (12) months preceding the event giving rise to the claim and (b) £1,000 (or its equivalent in the currency of the Customer’s plan).

9.2 Data protection and confidentiality. KFBASE LTD’s total aggregate liability arising out of or in connection with any breach of its confidentiality or data protection obligations (including under the Data Processing Agreement), whether in contract, tort (including negligence), breach of statutory duty or otherwise, shall not exceed the greater of (a) three (3) times the fees paid or payable by the Customer during the twelve (12) months immediately preceding the first event giving rise to the claim and (b) £10,000 (or its equivalent in the currency of the Customer’s plan). All claims and losses arising out of the same incident, or a series of incidents arising from the same cause, whenever and by whomever made (including by multiple data subjects or claimants), are treated as a single claim for the purposes of this cap. For such claims this cap replaces, and is not added to, the cap in clause 9.1.

9.3 What the caps cover. The caps in clauses 9.1 and 9.2 apply only to KFBASE LTD’s liability. They do not apply to the Customer’s liability under the indemnity in clause 9A, or to the Customer’s obligation to pay fees.

9.4 No limitation where the law forbids it. Nothing in these Terms shall exclude or limit liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability which cannot lawfully be excluded or limited (including, where it cannot lawfully be limited, liability for wilful misconduct or damage caused intentionally).

9.4A Statutory rights. The caps govern liability between KFBASE LTD and the Customer. They do not limit the statutory rights of data subjects or the powers of supervisory authorities.

9.5 Indirect loss. To the extent permitted by applicable law, neither party shall be liable for indirect or consequential loss, loss of profits, loss of business or loss of anticipated savings. This clause does not limit the amounts recoverable under the indemnity in clause 9A, including amounts paid to third parties, penalties to the extent legally recoverable, and legal and professional costs.

9.6 We are not responsible for invoices, tax filings or KSeF submissions made through your Fakturownia or Xero account (see 2.3), or for decisions you take based on reports.

9.7 Price and allocation of risk. The Customer acknowledges that the limits in this clause 9 reflect the price of the Service (including its free plan) and that it has considered them reasonable for the Service as priced.

9A. Customer indemnity

9A.1 The Customer shall indemnify, defend and hold harmless KFBASE LTD, its affiliates and their respective directors, officers, employees and agents against all claims, demands, actions, proceedings, damages, losses, liabilities, penalties (to the extent the law allows them to be recovered), costs and expenses (including reasonable legal and professional fees) arising out of or in connection with:

(a) the Customer’s material breach of these Terms or the Data Processing Agreement;

(b) the Customer’s failure to establish or maintain a lawful basis for processing personal data, or to provide required notices or obtain required authorisations (including the notices and rules on monitoring workers, clause 4.2);

(c) personal data or processing instructions supplied by or on behalf of the Customer that infringe applicable law or third-party rights;

(d) the Customer’s unlawful or unauthorised use of the Service, including its instructions to KFBASE LTD to process personal data; or

(e) any claim by a data subject, worker, contractor, client or other third party arising from the Customer’s acts or omissions in connection with its use of the Service.

9A.2 The indemnity applies only to the extent the claim, loss or cost is caused by the matters in clause 9A.1. It does not apply to the extent caused by KFBASE LTD’s breach of these Terms or the Data Processing Agreement, its negligence or wilful misconduct, or its processing outside the Customer’s lawful documented instructions. KFBASE LTD’s own obligations as a processor under data protection law are not transferred to the Customer by this clause, and the indemnity does not cover any fine or penalty imposed on KFBASE LTD for its own acts or omissions.

9A.3 KFBASE LTD shall notify the Customer of an indemnified claim within a reasonable time; a late notice reduces the Customer’s obligation only to the extent the delay materially prejudiced it. KFBASE LTD shall provide reasonable cooperation at the Customer’s expense and allow the Customer to control the defence and settlement, except that KFBASE LTD may take part with its own advisers, and may itself control the matter where there is a conflict of interest, an investigation by a supervisory authority or another regulator, or a material risk of serious damage to its reputation or business. The Customer may not settle a claim in a manner that imposes liability, an admission or a non-monetary obligation on KFBASE LTD without KFBASE LTD’s prior written consent.

9A.4 The Customer’s liability under this clause is not subject to the caps in clause 9. Instead, the Customer’s total aggregate liability under this clause shall not exceed the greater of (a) the fees paid or payable by the Customer during the twenty-four (24) months preceding the first event giving rise to the claim and (b) £250,000 (or its equivalent in the currency of the Customer’s plan), except where the law does not allow it to be limited.

10. Term and termination

10.1 These Terms apply from acceptance until the account is closed.

10.2 You may close your account at any time. We may end these Terms with 30 days’ notice, or immediately if you materially breach them and do not remedy the breach within 14 days of notice.

10.3 On termination, sections 4.4–4.6, 8, 9, 9A, 10A and 12 continue to apply.

10A. Switching to another service and leaving (EU Data Act)

10A.1 Scope. This section gives you the rights of a customer switching between data processing services under Chapter VI of the EU Data Act (Regulation (EU) 2023/2854). We apply it to all customers, in the EU and elsewhere. Nothing in it limits your rights under data protection law.

10A.2 Starting and notice period. You can at any time ask to move to another provider of a similar service or to your own systems, or simply to have your data deleted, by e-mail to office@kfbase.com. In your request you choose when the transitional period starts: at once, or on a date of your choice no later than two months after the request (the notice period). Without a date it starts at once. You can also simply export (section 4.4) and close the business (Settings → Close the business).

10A.3 Transitional period. The transitional period starts when you chose in 10A.2 (at once, or on your chosen date, which ends the notice period) and normally lasts 30 days, or longer if you ask. If moving within 30 days is technically impossible we tell you within 14 working days of your request, with the reasons, and set a longer period of no more than 7 months. During the notice and transitional periods (together, the switching period) we: keep providing the Service as agreed, with the same functions, security and continuity; help you and the destination provider in good faith with the switching (information about the Service and the export, answers to reasonable questions, which serves as our support for your exit strategy); and keep the export available.

10A.3A Plan and fees during switching. Your current plan and all its features, including the number of paid phone licences, remain available for the whole switching period, even if you cancel or downgrade the plan in the meantime: a cancellation or downgrade takes effect only when the switching period ends, and the restrictions of the free plan do not apply before then. Normal subscription fees for your plan continue during the switching period (section 3). There is no separate charge for the switching assistance described in this section. Additional, optional migration help beyond it (for example converting data for a particular destination system) may be charged only if agreed with you in writing in advance and where the law allows.

10A.4 Exportable data. All data and digital assets the business and its users put into or created in the Service, and the metadata the Service keeps about them, are included in the export: the sections listed in the published format description (kfbase.com/en/data-export/): the business and its settings, people, clients and their contacts, projects, project teams, billing and costs, tasks and assignments, the task log (work entries with times and, where location was on, positions; notes; office changes), conversations (the company’s and the projects’) and their messages, photos, videos, voice notes and other files (original files), quotes and their lines, invoices issued through the Service and orders sent to the invoicing service, the connected invoicing account, hourly rates, absences, approvals of hours, the plan, acceptances of these Terms and of the location statements, and problem reports.

10A.5 Not exported. This list is exhaustive: (a) secrets and means of access — sign-in sessions, phone pairing codes, push notification tokens, the invoicing service’s access tokens and the secret links of quote and invoice pages — because they would give access to the account or to your other services and cannot be used elsewhere; (b) data specific to the internal functioning of the Service — synchronisation counters, storage keys, background jobs, calendar event links, read markers, our security logs and the audit log of support access. Invoice documents are kept by your invoicing service (Fakturownia or Xero), from which you export them directly.

10A.6 Format and retrieval period. The export is one JSON file (structured, commonly used and machine-readable), with files in their original formats; the published description lists its data structures, formats and the standards used, and we keep it up to date. After the switching period you can retrieve your data for at least 30 days: when you close the business it can be restored and exported for 30 days (the businesses page → Closed businesses); ask us before closing if you need longer.

10A.7 Erasure and end. After the retrieval period we erase all exportable data and digital assets (from backups within a further 30 days, section 4.5) and on request confirm it in writing. The contract ends when the switching or the deletion is complete, and we tell you.

10A.8 No switching charges. We do not charge for switching, for exporting or for transferring data out of the Service (data egress), now or later. Normal subscription fees (10A.3A) and optional migration help agreed in advance are not switching charges.

10A.9 Interface. The export is available free of charge through the same HTTPS interface the Service uses (signed in as the owner), documented in the published format description. The owner downloads the file and gives it to the destination provider, which can read it using that description; on request we answer the destination provider’s technical questions about the format.

11. Changes to these Terms

We may change these Terms. We will tell you about material changes at least 30 days in advance by e-mail and in the Service. If you do not agree, you may close your account before they apply.

12. Law and disputes

12.1 Governing law. These Terms and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with them or their subject matter or formation shall be governed by and construed in accordance with the law of England and Wales.

12.2 Jurisdiction. Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with these Terms or their subject matter or formation. The parties intend this to be an exclusive choice of court agreement within the meaning of the Hague Convention of 30 June 2005 on Choice of Court Agreements.

12.3 Nothing in this section prevents either party from seeking urgent interim or injunctive relief from any competent court.

12.4 These Terms are written in English. Translations are for convenience; if they differ, the English text prevails.

12.5 If any part of these Terms is invalid, the rest remains in force.