Version 1.0 Effective from 5 November 2026

This is an English translation provided for convenience. In case of any discrepancy, the Polish version prevails. Wersja polska

Booklio Terms of Service

Version 1.0, effective from 5 November 2026. Source: https://booklio.pl/regulamin

§ 1. General provisions

These terms of service (the “Terms”) set out the rules on which the Provider renders the Booklio service by electronic means, the conditions for concluding and terminating the Agreement, fees, the rights and obligations of the Parties, the scope of the Provider’s liability and the complaints procedure.
The Terms constitute terms of service within the meaning of Article 8 of the Polish Act of 18 July 2002 on the Provision of Services by Electronic Means and a standard form contract within the meaning of Article 384 of the Polish Civil Code.
An integral part of the Terms is Annex No. 1 — Data Processing Agreement, accepted together with the Terms. The processing of personal data for which the Provider is the controller is described in the Privacy Policy.
The Service is intended exclusively for entrepreneurs within the meaning of Article 43¹ of the Civil Code and other entities conducting business or professional activity. The Service is not provided to consumers within the meaning of Article 22¹ of the Civil Code.
The Terms are made available free of charge at https://booklio.pl/regulamin in a manner that allows them to be obtained, reproduced and recorded (printed or saved as a PDF file), including before the Agreement is concluded.

§ 2. Definitions

The terms used in these Terms have the following meaning:

Provider — the entity indicated in § 3.
Client — an entrepreneur (a natural person conducting business activity, a legal person or an organisational unit granted legal capacity by statute) who has concluded the Agreement with the Provider.
Entrepreneur with consumer rights — a Client who is a natural person concluding the Agreement directly related to their business activity where the content of the Agreement shows that it is not of a professional nature for them, resulting in particular from the subject of their business activity disclosed under the provisions on the Central Register and Information on Economic Activity (Articles 385⁵, 556⁵ and 576⁵ of the Civil Code).
User — a natural person whom the Client has allowed to use the Service on its behalf (employee, associate, driver, contractor), using an Account.
Client Administrator — a User with the administrator role in the Service, managing the Accounts and permissions of the Client’s Users.
Account — an individual access of a User to the Service, protected by login credentials.
Service or Booklio — the service provided by the Provider by electronic means consisting in making available software for managing transport, freight forwarding and logistics activities in the SaaS (Software as a Service) model, together with the Mobile Apps and integrations.
Mobile Apps — the Booklio Navigator (for drivers) and Booklio Base (for office staff) applications made available in app stores, forming part of the Service.
Agreement — the agreement for the provision of the Service concluded between the Provider and the Client on the terms of these Terms, Annex No. 1, the Price List and the Order.
Order — the Client’s declaration submitted in the Service, on the website, in a form or in electronic correspondence, specifying the subscription plan, the Billing Period and the scope of the Service.
Price List — the current list of fees for the Service published on the Provider’s website or provided to the Client in an Order or offer.
Subscription — the fee for access to the Service in a Billing Period, according to the Price List or the Order.
Billing Period — a month or a calendar year counted from the day the paid plan is activated, for which the Subscription is charged.
Trial Period — the free period of using the Service referred to in § 6.
Client Data — any data, content, documents and files entered, uploaded, imported or generated in the Service by the Client, the Users or on their instruction, including personal data.
External Services — systems, registers, interfaces and services of third parties to which the Service connects or which it uses (§ 10).
AI Features — Service features using artificial intelligence models, in particular reading documents (invoices, CMR, POD, loading photos), transcription and translation of speech, the voice assistant, suggestions, classifications and proposed content.
Business Day — Monday to Friday excluding public holidays in Poland.
Force Majeure — an external event that could not be foreseen or prevented with due diligence, in particular a natural disaster, war, act of terrorism, epidemic, decision of a public authority, strike, failure of the power or telecommunications grid, or a cyber attack on third-party infrastructure.

§ 3. Provider

The Provider is NORDLOGIS SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ, registered office: ul. Starowiejska 16/2, 81-356 Gdynia, entered in the Register of Entrepreneurs of the National Court Register (KRS) under number [KRS number: to be completed], registry court: [registry court: to be completed], NIP 5862378673, REGON [REGON: to be completed], share capital: [share capital: to be completed], e-mail: [Booklio e-mail address: to be completed].
Contact with the Provider: the postal address indicated in section 1, e-mail [Booklio e-mail address: to be completed], and the support request form available in the Service.

§ 4. Nature of the Service and technical requirements

The Service consists in providing the Client with access to software running on infrastructure used by the Provider, via a web browser and the Mobile Apps. The Provider does not transfer the software or any copy thereof to the Client.
The scope of features depends on the subscription plan and the current version of the Service. Descriptions of features on the website, in materials and in the Service are for information purposes only and do not constitute a representation of properties or a guarantee.
To use the Service the following are required: Internet access; a current version of Google Chrome, Microsoft Edge, Mozilla Firefox or Safari with JavaScript, cookies and browser storage enabled; an active e-mail address; and, for the Mobile Apps, an Android or iOS device in the version indicated in the app store. Some features additionally require consent to access location, camera, microphone or notifications, and the Client’s own permissions and accounts in External Services (e.g. permissions in the National e-Invoice System (KSeF), a mailbox, an account on a freight exchange).
Using services provided by electronic means involves risks, in particular malware, phishing for login credentials, interception of transmission and unauthorised access to an Account. The Client and the Users should use up-to-date software and device protection, strong and unique passwords, available multi-factor authentication and should not log in from untrusted devices.
The Client and the Users are prohibited from providing content of an unlawful nature.

§ 5. Conclusion of the Agreement, Accounts and Users

The Agreement is concluded upon acceptance of the Terms and Annex No. 1 in the Service or in the registration or Order form by a person authorised to represent the Client, unless the Order provides that the Agreement is concluded upon its confirmation by the Provider. The Agreement is concluded for an indefinite period.
The person accepting the Terms on behalf of the Client represents that they are authorised to conclude the Agreement on behalf of the Client. A person acting without authority or exceeding it is liable for the consequences of their actions in accordance with Article 103 of the Civil Code.
The Client represents that it concludes the Agreement in connection with its business or professional activity in transport, freight forwarding, logistics, TSL services or bookkeeping for such activity, and that the Agreement is of a professional nature for it, resulting from the subject of its activity. A Client who is a natural person for whom this representation would be untrue shall promptly inform the Provider before concluding the Agreement.
The Client provides true, complete and up-to-date data and updates it promptly after every change. The Provider may verify the Client’s data in public registers (KRS, CEIDG, VAT taxpayer register, VIES).
The Provider may refuse to conclude the Agreement or to activate an Account without giving reasons, in particular if false data is provided or abuse is reasonably suspected.
The Client Administrator creates User Accounts and grants and revokes roles and permissions. The Client is responsible for the scope of permissions granted, for promptly revoking access of persons who are no longer authorised, and for the acts and omissions of the Users as for its own.
An Account is assigned to one person. Sharing login credentials with other persons and the use of one Account by several persons are prohibited. The Client shall promptly notify the Provider of any suspected unauthorised access to an Account.
Actions performed using a User’s login credentials are deemed to have been performed by the Client, unless the Client proves that they resulted from a security breach attributable solely to the Provider.

§ 6. Trial Period

The Provider may make available to the Client a free Trial Period of 14 days, with the scope of features indicated by the Provider. The Client may use the Trial Period once.
During the Trial Period the Service is made available “as is”, without any guarantees or commitments as to availability, continuity of operation or fitness for a particular purpose. To the fullest extent permitted by law, the Provider is not liable for damage resulting from the use of the Service during the Trial Period, subject to § 12(6).
After the Trial Period ends, access to the Service expires unless the Client places an Order for a paid plan. Client Data entered during the Trial Period may be permanently deleted after 30 days from the end of the Trial Period if the Client does not switch to a paid plan. The Client should export its data beforehand.
The Provider may shorten or end the Trial Period in the event of a breach of the Terms or a reasonable suspicion of abuse.

§ 7. Fees and payments

For the use of the Service the Client pays the Subscription according to the Price List or the Order, payable in advance for each Billing Period (monthly or annual).
Prices are net amounts and are increased by value added tax at the applicable rate.
The Client consents to invoices being issued and sent electronically, including through the National e-Invoice System (KSeF), and delivered to the Client’s e-mail address or in the Service.
The payment term is 7 days from the invoice date, unless the invoice or the Order states otherwise. The payment date is the day the Provider’s bank account is credited. Bank charges are borne by the Client.
In the event of late payment the Provider is entitled, without a demand, to statutory interest for delay in commercial transactions and to compensation for debt recovery costs in the amount specified in Article 10(1) of the Polish Act of 8 March 2013 on Counteracting Excessive Delays in Commercial Transactions, as well as reimbursement of reasonable recovery costs exceeding that amount (Article 10(2) of that Act).
In the event of default in payment, the Provider may, after the ineffective expiry of an additional period of not less than 7 days set in a demand sent by e-mail, suspend access to the Service entirely or restrict it to reading and exporting data until the arrears are paid. Suspension does not release the Client from paying the Subscription for the period of suspension.
Fees for a commenced Billing Period are non-refundable, in particular if the Client terminates the Agreement, does not use the Service, access is suspended or the Agreement is terminated for reasons attributable to the Client. If the Provider terminates the Agreement without giving reasons (§ 17(2)), the Provider refunds the part of the Subscription attributable to the period after the termination date.
The Provider may change the Price List. The change applies from the next Billing Period beginning no earlier than 14 days after the Client is notified electronically. A Client who does not accept the change may terminate the Agreement with effect at the end of the current Billing Period.
The Client may not set off its claims against the Provider against the Provider’s claims for fees without the Provider’s consent in documentary form.

§ 8. Obligations of the Client

The Client uses the Service in accordance with the Terms, the law and good practice and ensures such use by the Users.
The Client and the Users are prohibited in particular from:
1. making the Service, Accounts or login credentials available to third parties and reselling, renting or otherwise making the Service available outside the Client’s organisation;
2. decompiling, disassembling, reverse engineering or otherwise attempting to reconstruct the source code, except where mandatory provisions of law permit it;
3. circumventing security measures, limits and permissions, carrying out security testing or vulnerability scanning without the Provider’s prior consent in documentary form;
4. overloading the Service, including automated data extraction (scraping) and sending requests in numbers exceeding ordinary use, outside the interfaces made available;
5. introducing malware and content that is unlawful, infringes third-party rights or personal rights;
6. using the Service to create a competing service or for benchmarking made available to third parties.
The Client is responsible for the lawfulness, truthfulness and completeness of the Client Data and for having a legal basis for processing it, in particular personal data of employees, drivers, contractors and their representatives.
When using the location features of the Mobile Apps, trip events, voice recordings and conversations, the Client is responsible for fulfilling its obligations as an employer and data controller, including determining the purpose and scope of monitoring, informing employees and associates in the manner adopted by the Client (Article 22³ of the Polish Labour Code) and fulfilling the information obligations under the GDPR.
The Client is responsible for making its own copies of Client Data using the available export features and for retaining documents (including invoices and accounting records) for the periods required by law. The Service is not a document archive within the meaning of tax and accounting regulations.
The Client shall promptly report to the Provider any errors, irregularities and security incidents it notices.

§ 9. Nature of the tool and its results

Booklio is a tool supporting the Client’s work. Within the Service the Provider does not provide tax, accounting, legal, insurance or transport advice, and the Service does not replace the Client’s professional judgement.
The Client independently and at its own responsibility verifies, before use, sending, booking or disclosure to third parties, all data, documents and results obtained in the Service, in particular:
1. invoices, corrections, notes and other sales and purchase documents, their numbering, tax rates, amounts and exchange rates;
2. the submission of documents to the National e-Invoice System (KSeF), their statuses, numbers, official receipts and deadlines;
3. JPK files, returns and other data submitted to authorities;
4. bank reconciliations, matching and suggested allocation of transfers, balances of receivables and payables, payment demands and reminders;
5. exchange rates and conversions, including those obtained from the National Bank of Poland;
6. DeCA control documents, consignment notes and other transport documents;
7. routes, kilometres, road tolls, travel times, estimated times of arrival (ETA) and drivers’ working time;
8. GPS positions, trip events and information from the Mobile Apps;
9. results of analyses, reports and assessments, including margins, profitability, contractor ratings, carrier risk assessment (Shield), empty runs, quotes and forecasts;
10. content, readings and proposals generated by the AI Features, including document readings, transcriptions and translations — they may contain errors and must not be the sole basis for decisions;
11. e-mails and documents sent from the Service to contractors, carriers and other persons — their content and recipients.
Decisions taken on the basis of data and results from the Service and their consequences are borne solely by the Client.
Automatic actions (schedules, notifications, automatic proposals, allocations and dispatches) are performed according to the configuration set by the Client or on its instruction; the Client is responsible for that configuration.
The Provider is not the Client’s attorney before administrative authorities, including in the National e-Invoice System (KSeF), unless the Parties conclude a separate agreement. Permissions in KSeF and External Services are granted and revoked by the Client.

§ 10. External Services

The Service uses or enables the use of External Services, in particular: the National e-Invoice System (KSeF) and other systems of the Ministry of Finance, the VAT taxpayer register (the “white list”), the VIES system, Statistics Poland (GUS) registers, the CEPiK system and the Vehicle History service, National Bank of Poland exchange rate tables, banking systems and statement files, the Speed ERP system, HERE services (maps, routing, geocoding), OpenAI services (AI Features), Google services (including Gmail and Firebase), Apple services (notifications), the TIMOCOM and Trans.eu freight exchanges, MET Norway forecasts and OpenStreetMap data.
The Provider is not liable for the operation, availability, changes to interfaces, terms and prices, correctness of data or interruptions of External Services, nor for the consequences of decisions of their providers. The Provider may change, restrict or disable an integration with an External Service if required by a change on the provider’s side, the law or security.
The use of some External Services requires the Client to conclude a separate agreement with their provider and accept its terms. The Client is responsible for having such agreements, permissions and access credentials and for using them in accordance with their terms.

§ 11. Availability of the Service

The Provider exercises due diligence to ensure that the Service operates continuously and correctly, but does not guarantee any specific service level (SLA), unless the Parties agree one in a separate agreement concluded in written or documentary form.
The Provider may carry out service, maintenance and update works causing temporary unavailability of the Service. Planned works are, where possible, carried out outside 8:00–18:00 on Business Days and announced in the Service; urgent works may be carried out without notice.
The Provider may develop and change the Service, including adding, changing and withdrawing features, the interface and integrations. If a change materially restricts the core features covered by the paid plan, the Provider informs the Client in advance and the Client may terminate the Agreement with immediate effect.
The Provider may temporarily restrict access to the Service or to an Account if the security of the Service, data or other clients is at risk, and at the request of a competent authority.
The Provider is not liable for unavailability of the Service caused by Force Majeure, failure of third-party infrastructure (including hosting, power and network providers), a cyber attack or an act or omission of the Client.

§ 12. Liability

The Provider’s liability towards the Client for non-performance or improper performance of the Agreement and on any other legal basis, including tort, is limited to actual loss (damnum emergens). The Provider is not liable for lost profits (lucrum cessans), indirect and consequential damage, in particular loss of profits, revenue, clients, contracts, goodwill, business interruption and loss of or damage to data.
The Provider is not liable in particular for:
1. penalties, fines, administrative sanctions, late-payment interest on tax arrears, additional tax liabilities and other public-law charges imposed on the Client;
2. third-party claims arising from the Client Data or from the way the Service is used by the Client or the Users;
3. the consequences of errors, incompleteness or obsolescence of the Client Data and of decisions taken on the basis of the data and results referred to in § 9;
4. the operation, data and unavailability of External Services;
5. the consequences of access to an Account by an unauthorised person who used a User’s login credentials.
The Provider’s total liability towards the Client on all grounds related to the Agreement is limited to an amount equal to the sum of net fees actually paid by the Client for the Service in the 3 months preceding the event giving rise to the damage.
The Provider’s liability under statutory warranty for defects is excluded (Article 558 § 1 of the Civil Code), subject to § 21.
The Client shall indemnify the Provider and satisfy claims of third parties, including authorities and data subjects, brought against the Provider in connection with the Client Data or a breach of the Terms or the law by the Client or the Users, and cover the costs incurred by the Provider, including awarded damages, penalties, costs of proceedings and reasonable legal defence costs. The Provider shall promptly notify the Client of such a claim and allow it to participate in the defence.
The limitations and exclusions of liability set out in the Terms do not apply to damage caused to the Client intentionally (Article 473 § 2 of the Civil Code) or to the extent that mandatory provisions of law do not allow them.

§ 13. Intellectual property

The software of the Service and the Mobile Apps, its code, databases to the extent prepared by the Provider, graphic layout, documentation, the “Booklio” designation and other designations and all modifications thereof are subject to the rights of the Provider or of entities that have licensed them to it, and are protected by law.
For the term of the Agreement the Provider grants the Client a non-exclusive, non-assignable, non-transferable licence without the right to sublicense to use the Service solely for the purposes of the Client’s own business, by the Users and to the extent resulting from the subscription plan. The licence expires upon termination of the Agreement.
The Client Data belongs to the Client. For the term of the Agreement and the period referred to in § 17(4), the Client grants the Provider a non-exclusive and free-of-charge authorisation to process the Client Data to the extent necessary to provide the Service.
The Provider may create and use anonymised and aggregated data that does not allow the identification of the Client or natural persons, including Service usage statistics, for the purposes of maintaining, securing, analysing and developing the Service.
The Provider may use comments, suggestions and proposed changes submitted by the Client or the Users without restriction and without remuneration.

§ 14. Client Data

The Provider has no obligation to check the Client Data. The Provider may disable access to Client Data upon receiving an official notification or credible information of its unlawful nature.
The Client may export the Client Data at any time using the Service’s features. At the Client’s request the Provider may perform an additional export in an agreed format for remuneration according to the Provider’s rates.

§ 15. Confidentiality

The Parties shall keep confidential the information of the other Party obtained in connection with the Agreement, marked as confidential or whose confidential nature results from its nature, including technical, commercial and security information, during the term of the Agreement and for 3 years after its termination.
The confidentiality obligation does not apply to information that is publicly known, disclosed with the other Party’s consent, obtained from a third party without a confidentiality obligation, or whose disclosure is required by law or by a request of a competent authority.
A Party may disclose confidential information to its employees, associates, advisers and subcontractors to the extent necessary to perform the Agreement, provided that they are bound by confidentiality.

§ 16. Personal data

With respect to personal data contained in the Client Data, the Provider acts as a processor on behalf of the Client as the controller, on the terms of Annex No. 1 — Data Processing Agreement, concluded together with the Agreement.
With respect to Users’ personal data related to the operation of Accounts, billing, correspondence and the security of the Service, the Provider is the data controller on the terms described in the Privacy Policy. The Client informs the Users of the Privacy Policy.

§ 17. Term and termination of the Agreement

The Client may terminate the Agreement at any time with effect at the end of the paid Billing Period by submitting a statement in the Service or by e-mail to [Booklio e-mail address: to be completed].
The Provider may terminate the Agreement without giving reasons with 30 days’ notice.
The Provider may terminate the Agreement with immediate effect if the Client or a User materially breaches the Terms or the law, including § 8(2), or if the Client is in default of payment for more than 30 days.
After termination of the Agreement the Client has 30 days to export the Client Data in a mode restricted to reading and exporting. After that period the Provider permanently deletes the Client Data, except for data whose retention is required by law or necessary to establish, pursue or defend claims. Data in backups is deleted in the backup overwrite cycle, no later than after [number of days backups are retained: to be completed] days.
Termination of the Agreement does not affect the obligation to pay amounts due for the period until termination or the provisions which by their nature are to survive termination, in particular § 12, § 13, § 15 and § 20.

§ 18. Complaints

The Client submits complaints concerning the Service by e-mail to [complaints e-mail address: to be completed] or through the support request form in the Service, within 14 days of the event giving rise to the complaint or of the day on which the Client, exercising due diligence, could have become aware of it.
A complaint should contain the Client’s data, a description of the event, its date and time and the expected resolution.
The Provider handles the complaint within 30 days of its receipt and sends the reply by e-mail. If the complaint needs to be supplemented, the period runs from the day the supplement is received.

§ 19. Changes to the Terms

The Terms are versioned; the version number and effective date are given at the beginning of the Terms, and earlier versions are available in the version archive.
The Provider may change the Terms for important reasons, in particular a change in the law, court rulings or decisions of authorities, a change in the scope or manner of providing the Service, the introduction of new features, changes to External Services, the need to improve security or to remove ambiguities.
The Provider notifies the Client of a change to the Terms by e-mail or in the Service at least 14 days before it takes effect. A change resulting from the law, a decision of an authority or a security threat may take effect within a shorter period where necessary.
A Client who does not accept the change may terminate the Agreement before the change takes effect, with effect on that date. Continued use of the Service after the change takes effect, including acceptance of the new version in the Service, constitutes acceptance of the amended Terms.

§ 20. Governing law and dispute resolution

The Agreement is governed by Polish law.
Disputes related to the Agreement shall be resolved by the common court having jurisdiction over the Provider’s registered office.
The Terms and Annex No. 1 have been drawn up in Polish. Versions in other languages are for information purposes only; in case of discrepancies, the Polish version prevails.

§ 21. Provisions concerning Entrepreneurs with consumer rights

If, despite the representation referred to in § 5(3), the Agreement is not of a professional nature for a Client who is a natural person, the following apply to that Client — solely to the extent required by mandatory provisions of law — Articles 385¹–385³ of the Civil Code on prohibited contractual clauses, Articles 556⁵ and 576⁵ of the Civil Code and the provisions of the Polish Act of 30 May 2014 on Consumer Rights referred to in Articles 7aa and 38a of that Act, including those concerning conformity of a digital service with the contract and the right to withdraw from a distance contract within 14 days.
Provisions of the Terms excluding or limiting the Provider’s liability or the Client’s rights do not apply to the Client referred to in section 1 to the extent they would contradict the provisions indicated in section 1.
A Client referred to in section 1 who requests that the provision of the Service begin before the withdrawal period expires and then withdraws from the Agreement shall pay for the Service provided until the moment of withdrawal.

§ 22. Final provisions

If any provision of the Terms proves invalid or ineffective, the remaining provisions remain in force, and the Parties shall replace it with a valid provision as close as possible to the purpose of the original provision.
The Terms together with Annex No. 1, the Price List and the Order constitute the entire agreement of the Parties concerning the Service. The Client’s different standard terms, including general purchasing conditions, do not bind the Provider.
The Provider may transfer its rights and obligations under the Agreement to a third party, in particular in connection with a transformation, merger or sale of the enterprise or an organised part thereof, after notifying the Client; in such a case the Client may terminate the Agreement with effect at the end of the Billing Period. The Client may transfer its rights and obligations under the Agreement only with the Provider’s consent in documentary form.
The Provider may entrust the performance of the Service to subcontractors and is liable for their actions as for its own within the limits set out in the Terms.
The Parties communicate electronically at the e-mail addresses indicated in the Service or in the Order. Statements of the Parties concerning the Agreement require at least documentary form, unless the law requires a special form.
Annex: No. 1 — Data Processing Agreement.