Terms of Service

1 Definitions

The terms used in these Terms of Service have the following meanings:

• Provider / Controller — Fajny Marketing Sp. z o.o., NIP 8982314140, REGON 540165591, KRS 0001137411, with its registered office at ul. Szczytnicka 52/2, 50-382 Wrocław.
• Apistool / Application / Service — the web application for managing projects, tasks, communication and email, available at app.apistool.com, together with mobile applications (iOS / Android) and desktop applications (Windows / macOS).
• User — a natural person with full legal capacity, a legal entity, or an organizational unit with legal capacity, using Apistool.
• Consumer — a natural person entering into an agreement for purposes not directly related to their business or professional activity (Article 22[1] of the Polish Civil Code).
• Entrepreneur with Consumer Rights — a natural person entering into an agreement directly related to their business activity, where the content of the agreement indicates that it is not of a professional nature for them (Article 38a of the Polish Act on Consumer Rights).
• Account — the User's individual profile in Apistool, secured with a password or multi-factor authentication.
• Workspace — a team workspace in Apistool with its own kanban board, chat, projects, AI agents, and plan settings.
• User Content — all data entered by the User into Apistool: tasks, projects, comments, files, chat messages, emails, settings.
• Terms — this document.
• Privacy Policy — the document available at apistool.com/en/privacy.html describing the processing of personal data.
• GDPR — Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data.

2 Acceptance of the Terms and Conclusion of the Agreement

2.1. Use of Apistool requires acceptance of these Terms and the Privacy Policy.

2.2. Creating an Account and logging into Apistool for the first time constitutes the conclusion of an agreement for the provision of electronic services on the terms set out in the Terms.

2.3. The agreement is concluded for an indefinite period. Either party may terminate it in accordance with Section 12 of the Terms.

2.4. If you use Apistool as a Consumer, you have the right to withdraw from the agreement within 14 days of its conclusion, without giving any reason — see Section 9.10.

2.5. Acceptance of the Terms takes place by:

• checking the checkbox during account registration, or
• in the case of integration with external services (e.g. Google OAuth) — by continuing the login process after the links to the Terms and Privacy Policy have been presented.

3 Technical Requirements

3.1. Proper use of Apistool requires:

• an active internet connection,
• a modern web browser supporting WebAssembly and ECMAScript 2022 (Chrome ≥ 110, Firefox ≥ 110, Safari ≥ 16, Edge ≥ 110),
• JavaScript, cookies, and local storage (Local Storage / IndexedDB) enabled,
• an active email address for registration and notifications,
• for mobile applications: iOS ≥ 15 or Android ≥ 10.

3.2. The Provider is not liable for technical problems resulting from failure to meet the above requirements or from the configuration of the User's device.

4 User Account

4.1. Registration

An Account may be created by:

• registration with an email address and password — some instances require an invite code,
• login with Google (OAuth) — if Apistool has open registration available at the time.

4.2. Account security

• The User is obliged to keep passwords and authentication tokens secret and not to share them with third parties.
• Apistool stores passwords only in the form of an irreversible hash.
• Apistool provides free two-factor authentication (TOTP) — we recommend enabling it.
• After 7 days of inactivity, the User's session is automatically terminated for security reasons.
• In the event of a suspected account security breach, the User should immediately change their password and notify the Provider at support@apistool.com.

4.3. One User — one account

A User may have only one account. Creating multiple accounts to circumvent the Free plan limits or blocks is not permitted and will result in the removal of all accounts.

5 Scope and Service Plans

5.1. Apistool offers the following functionality:

• personal task management (list, calendar, deadlines, recurring tasks),
• kanban and Gantt chart for team projects in a workspace,
• team chat in a workspace with notifications and mentions (@mention),
• email client with IMAP/SMTP support (Gmail via app password, Outlook, custom servers),
• Google Calendar integration (event synchronization),
• Anthropic Claude AI agents (Claude Haiku / Sonnet / Opus models) — in hosted mode by the Provider (with limits) or BYOK (Bring Your Own Key),
• agent skills — built-in capabilities config (e.g. status summary, email draft),
• public consultation booking pages (Consultations / Booking) with automatic .ics email invitations, Google Calendar event creation, Google Meet link generation, 24h and 1h reminders, and cancellation and rescheduling handling,
• time tracking (task timer) together with reports per project / client and project profitability,
• project files with an inline Word/Excel editor in the browser, automatic versioning, and AI agent permissions per folder,
• external task sources — bidirectional synchronization with Notion and Todoist (optional, OAuth),
• white-label client portal (read-only link without login, agency's own branding),
• generation of a daily brief (digest) for the team.

5.2. Plans

Apistool is available in the following plans: Starter, Studio, Agency. Each plan is paid. The detailed scope of features and limits (including the number of workspaces, number of team members, monthly AI cost limit, size of stored files) is set out in the pricing list available at apistool.com. The following summary is indicative:

• Starter (PLN 99 / user / month): kanban, calendar Gantt, recurring tasks, calendar + Google Calendar synchronization, time tracking, project dashboard, team chat, templates, command palette (Ctrl+K), project files + Office editor (100 MB), Consultations (public booking pages).
• Studio (PLN 159 / user / month): everything in Starter + project Gantt (dependencies, critical path), team dashboard, time reports, no-code automations, Slack / Discord integrations, Notion / Todoist integrations (bidirectional task synchronization), 500 MB files.
• Agency (PLN 189 / user / month): everything in Studio + AI agents with skills, profitability and margin per project, retainers, white-label client portal, Anthropic BYOK, 1 GB files, file versioning.

5.2a. Trial period

A new User receives a 14-day free trial of the Studio plan. The Starter and Agency plans are activated immediately, with the fee charged at purchase (no trial). The trial requires payment details (credit or debit card) at activation — during this period no charge is made to the card. After 14 days, the card is automatically charged the fee for the first month of the Studio plan, unless the User cancels the subscription earlier from the Settings. The trial is available only once per User and once per payment card.

5.3. Limits and cost control

Some features (chat with AI agents, digest generation, automatic event creation) may be subject to monthly limits within the plan. Once the limit is exhausted, the feature is blocked until the end of the billing period, or the User may change the plan / add their own Anthropic API key (BYOK).

5.4. Updates and changes

The Provider may modify, add, or remove Apistool features. The Provider will notify Users of significant changes affecting the scope of the service at least 14 days in advance by email or in the application.

6 Permitted and Prohibited Use

6.1. Permitted use

Apistool may be used for lawful purposes related to project management, communication, and email of the User and their team.

6.2. Prohibited use

It is prohibited to use Apistool in a manner that:

• violates Polish law, European Union law, or the rights of third parties,
• enables the distribution of spam, fraud (phishing), or malicious software,
• causes infrastructure overload (including AI integration abuse, data scraping, DoS/DDoS attacks),
• involves attempts to circumvent authentication, authorization, or plan limit mechanisms,
• uses Apistool to store or transmit content prohibited by law (including child pornography, terrorist content, materials infringing copyright),
• aims to decompile, reverse engineer, or modify the source code of Apistool or its components (except to the extent permitted by law),
• involves sharing the account with third parties for commercial purposes (e.g. reselling access).

6.3. Consequences of violation

In the event of a violation of the above rules, the Provider has the right to suspend or delete the User's Account without refund of fees. Serious violations (content prohibited by law) may be reported to the relevant state authorities.

7 User Content and Intellectual Property

7.1. Ownership of User Content

All User Content (tasks, projects, emails, files, messages) remains the exclusive property of the User. The Provider does not acquire any rights to it beyond the scope necessary to provide the Service (storage, transmission, backups, internal indexing).

7.2. License to provide the service

The User grants the Provider a non-exclusive, royalty-free, worldwide license to: store User Content, transmit it between system components, display it in the application interface, and create backups. The license is valid for the duration of the agreement and expires upon deletion of the Account.

7.3. Apistool intellectual property

Apistool, including its source code, layouts, trademarks, logos, and documentation, is protected by copyright and related rights. The Provider is the exclusive owner of all rights to Apistool.

7.4. Data export

At the User's request (sent to support@apistool.com), the Provider will provide an export of the User's Content within 14 days in a structured format (JSON / CSV).

8 External Integrations

Apistool enables connection to the following external services:

8.1. Google Calendar and Google sign-in

• Connecting Google Calendar requires OAuth 2.0 authorization using the following scopes: openid, email and https://www.googleapis.com/auth/calendar. Apistool does not request any Gmail API scopes — email (including Gmail) is handled exclusively via the IMAP/SMTP protocol with an app password (see section 8.3).
• The refresh token is stored in encrypted form (AES-GCM) and used solely to fulfill the User's requests.
• Apistool uses Google data in accordance with the Google API Services User Data Policy and the Limited Use requirement. Details in Section 4 of the Privacy Policy.
• The User may disconnect their Google account at any time from the Apistool settings or via myaccount.google.com/permissions.

8.2. Anthropic Claude (AI)

• AI agents in Apistool use Anthropic Claude models (Haiku / Sonnet / Opus).
• User message content transmitted to the Anthropic API includes only the scope necessary to fulfill the request (system prompt, task content, optional tools).
• Anthropic, in accordance with its own privacy policy, does not use customer data to train models (since April 2024).
• In BYOK (Bring Your Own Key) mode, the User's Anthropic API key is stored in encrypted form and used solely for calls initiated by the User.

8.3. Mail servers (IMAP / SMTP)

• Apistool may connect to any IMAP/SMTP server specified by the User (Gmail, Outlook, custom server).
• Authentication credentials (app password) are stored solely in encrypted form (AES-GCM).
• Connections require SSL/TLS encryption — IMAP port 993, SMTP ports 465/587.

8.4. Resend (transactional email delivery)

Delivery of system notifications (booking confirmations, reminders, magic-link login) is handled by Resend Inc. as a processor. Resend operates in accordance with the GDPR.

8.5. Slack / Discord / Microsoft Teams (optional)

If the User connects a webhook or OAuth of these platforms, Apistool may send notifications about tasks and mentions. Configuration is entirely optional.

8.6. Notion and Todoist (external task sources)

• Apistool offers optional connection of Notion (Notion Labs, Inc., USA) and Todoist (Doist Inc., USA / Portugal) accounts as external task sources.
• Connection takes place via the OAuth 2.0 protocol — the User grants consent on the side of the external provider.
• Synchronization is bidirectional (opt-in) — before enabling writeback to Notion / Todoist, the User receives an explicit warning ("A task completed in Apistool will be archived in Notion/Todoist").
• The User's data (task content, project / database identifiers) is transferred to these services in accordance with their privacy policies: Notion, Todoist.
• Feature available in the Studio and Agency plans (feature gate integrations).
• The User may disconnect a source at any time in Settings → Integrations → "Task sources".

8.7. Fakturownia (VAT invoicing and submission to KSeF)

• The issuance of VAT invoices and their submission to the Polish National e-Invoice System (KSeF) is carried out by Fakturownia Sp. z o.o. (Warsaw, Poland) as a processor on behalf of the Provider.
• Data transferred to Fakturownia includes: buyer's name / company name, NIP (if provided), address, email, and invoice line items.
• Details of settlements, archiving, and KSeF handling — see Section 9.6 of the Terms.

9 Payments, Invoices and Refunds

9.1. Pricing

The current pricing list for the plans is available at apistool.com. Prices in the Provider's panel are stated in PLN and are gross prices (including VAT in accordance with applicable regulations, where applicable). For Users outside Poland, the VAT taxation rules are set out in Section 9.7.

9.2. Payment operator

Payments are processed by Stripe Payments Europe Limited (Dublin, Ireland) as a payment processor. The Provider does not have access to full payment card data — it stores only the customer ID and the last 4 digits of the card provided by Stripe in order to identify the payment method. An additional operator (e.g. PayU for BLIK) may be introduced in the future.

9.3. Trial period and first payment

• A new User receives 14 days of free access to the Studio plan (in accordance with Section 5.2a). The Starter and Agency plans are purchased without a trial — the fee is charged at purchase.
• Trial activation requires payment card details. No charge is made to the card during the trial period.
• After 14 days, Stripe automatically charges the fee for the first month of the subscription for the selected plan, unless the User cancels the subscription earlier in Settings.
• The trial is available only once per User. An attempt to use it again (e.g. a second account with the same email or payment instrument) results in no trial — the first payment is charged immediately.

9.4. Recurring subscription

• Paid plans are billed monthly in advance. The fee is charged automatically every 30 days to the card specified by the User (recurring model).
• The subscription renews automatically until it is canceled by the User in Settings or by the Provider for the reasons described in Section 6.3 or 12.
• The User consents to recurring charges to the card in accordance with the selected plan.
• Plan price change — the Provider notifies the User at least 30 days in advance by email. The User may cancel the subscription before the new price takes effect at no cost.

9.5. Non-payment (card declined)

• In the event of a failed payment attempt, Stripe performs 3 automatic retries over 14 days (Smart Retries) and sends the User an email with a link to update the card.
• For 3 days from the first failed attempt, the account continues to work normally, with a visible banner requesting a card update (grace period). If any of Stripe's automatic retries succeeds during this time, access continues uninterrupted.
• After the 3-day grace period, the account is blocked. The User's data is retained for 30 days — during this period the User may restore access by updating the card or purchasing a plan again. After 30 days, the data is irreversibly deleted (except for data subject to retention obligations, including invoices — see Section 9.6).
• There is no Free plan — a lack of payment does not result in a plan downgrade but in access being blocked.

9.6. VAT invoices and KSeF

• After each successful payment, a VAT invoice (or a receipt, for natural persons not conducting business activity) is issued automatically and sent to the User's email address in PDF format.
• VAT invoices issued to buyers who are Polish VAT taxpayers (B2B PL) may be submitted to the Polish National e-Invoice System (KSeF) in accordance with the KSeF rollout schedule under applicable regulations (Act of 16 June 2023 amending the Act on Goods and Services Tax and certain other acts). Where an invoice is submitted to KSeF, the UPO number (Official Receipt Confirmation) is available to the User on request.
• To receive invoices with a NIP number, the User should provide the buyer's NIP during subscription activation or in Settings. Without a NIP provided, a receipt / personal invoice is issued.
• Invoices are archived by the Provider for the period required by tax regulations (currently 5 years from the end of the year in which the tax obligation arose).
• The operator issuing VAT invoices is Fakturownia Sp. z o.o. (Warsaw, Poland) as a processor on behalf of the Provider. Fakturownia supports KSeF integration; submission of B2B PL invoices to KSeF takes place in accordance with the rollout schedule — the Provider does not have access to the end User's qualified certificates or KSeF tokens.

9.7. Cross-border VAT (Users outside Poland)

The method of VAT taxation depends on the User's place of business / residence:

• Poland, natural person (B2C): 23% VAT included in the price, receipt / personal invoice on request.
• Poland, company (B2B with NIP): 23% VAT included in the price, VAT invoice with the buyer's NIP, submission to KSeF in accordance with the KSeF rollout schedule.
• EU, company with an active EU VAT number (B2B): invoice with a 0% rate (reverse charge — Article 28b of the Polish VAT Act, Article 196 of VAT Directive 2006/112/EC). The buyer settles VAT in their own country.
• EU, natural person or company without an EU VAT number (B2C): VAT calculated at the rate of the User's country (EU VAT OSS procedure — electronic services). The invoice includes a note on the country of taxation.
• Outside the EU: no Polish VAT (NP — export of electronic services outside the EU). The User is obliged to settle tax in accordance with the regulations of their country.

VAT classification takes place automatically based on the data provided at subscription activation (country, VAT number) and may be updated at any time in Settings. The User's EU VAT number is subject to automatic verification in the VIES database.

9.8. Plan change (upgrade / downgrade)

• The User may change the plan at any time from Settings.
• Upgrade (to a higher plan) takes effect immediately — Stripe proportionally charges the difference for the remaining time of the current billing period (proration). The corrective invoice contains two items: a refund for the unused part of the old plan and a charge for the new plan.
• Downgrade (to a lower plan) takes effect from the next billing period — in the current period, the User retains access to the features of the higher plan they have already paid for.

9.9. Subscription cancellation

• The User may cancel the subscription at any time from Settings → Subscription → "Manage subscription" (the link leads to the Stripe panel).
• After cancellation, the User retains access to the plan until the end of the paid billing period.
• After the end of the billing period, the account enters a blocked state — analogously to Section 9.5 (data retained for 30 days, then irreversibly deleted).
• No refunds for unused time of the current billing period (analogously to standard SaaS practice and subject to Section 9.10).

9.10. Right of withdrawal from the agreement — Consumers and Entrepreneurs with Consumer Rights

This section applies to Consumers (natural persons entering into an agreement not directly related to their business or professional activity) and Entrepreneurs with Consumer Rights (sole traders entering into an agreement not related to the professional nature of their activity — Article 38a of the Polish Act on Consumer Rights).

• In accordance with Article 27 of the Act of 30 May 2014 on Consumer Rights and Directive 2011/83/EU, the Consumer has the right to withdraw from an agreement for the provision of a digital service within 14 days of its conclusion, without giving any reason.
• The trial period does not constitute a paid agreement — during the 14-day free trial period, a paid agreement has not yet been concluded. During this time, the Consumer may cancel the subscription without any consequences and without the need to submit a withdrawal statement.
• A paid agreement is concluded at the moment of the successful collection of the first payment (after the end of the trial). From that moment, the 14-day withdrawal period begins.
• The withdrawal statement should be sent to support@apistool.com (the withdrawal form template is provided in Appendix 1 to the Terms).
• The refund is made within 14 days of receipt of the statement, using the same method by which the payment was made (to the card).
• Loss of the right of withdrawal (Article 38(13) of the Polish Act on Consumer Rights): if the Consumer, during subscription activation, expressly consents to the commencement of the service before the end of the 14 days (checkbox "I consent to the immediate commencement of the service and acknowledge that I will lose the right of withdrawal after payment") and acknowledges the loss of the right of withdrawal, that right expires upon commencement of the service.
• In the event of withdrawal, the refund is made in an amount proportional to the unused period of the service, unless the Consumer has not used the service at all — in which case a full refund is made.

9.11. Technical support (response SLA)

Technical support requests (application problems, questions about features) should be directed to support@apistool.com. The Provider undertakes to provide a first response within the following timeframes (business days, 9:00 AM – 5:00 PM Polish time):

• Starter plan — first response within 48 business hours;
• Studio plan — first response within 24 business hours;
• Agency plan — first response within 12 business hours;
• Each request will be confirmed by an automatic message with a ticket number within a few minutes of submission.

The above timeframes apply to the first substantive response, not to the full resolution of the problem. The resolution time depends on the complexity of the request. The response SLA does not apply to holiday breaks and weekends.

10 Liability and Disclaimers

10.1. Availability

The Provider makes every effort to ensure that Apistool is available 24/7; however, it does not guarantee uninterrupted availability. Scheduled maintenance windows are announced at least 24 hours in advance.

10.2. Disclaimers of liability

The Provider is not liable for:

• loss of profits, business data, or commercial opportunities resulting from interruptions in access to Apistool,
• the actions of third parties (including Google, Anthropic, hosting providers),
• content generated by AI agents — the agents are an assistive tool and their results require verification by the User,
• data loss caused by unauthorized access to the User's account resulting from negligence (including sharing the password, lack of 2FA),
• content sent by the User via integrated email services,
• events of force majeure (including natural disasters, failures of internet infrastructure, decisions of state authorities).

10.3. Limitation of liability

To the extent permitted by law, the Provider's total liability under the agreement in a given billing period is limited to the amount of the fees paid by the User for the service in the 12 months preceding the occurrence of the damage.

The above limitations do not apply to Consumers to the extent that they are inconsistent with mandatory provisions of consumer protection law.

10.4. Backups

The Provider creates daily database backups retained for 30 days, together with an encrypted offsite copy within the EU retained for 30 days (with a 14-day write lock). However, the Provider does not guarantee the ability to restore the individual data of specific Users on request.

11 Data Protection and Privacy

The rules for processing Users' personal data are set out in detail in the Privacy Policy, which forms an integral part of these Terms.

12 Termination and Account Deletion

12.1. Termination by the User

The User may terminate the agreement at any time by deleting their Account from Settings or by sending a request to support@apistool.com. After account deletion, all User Content is irreversibly deleted within 30 days (except for data subject to retention obligations under tax regulations — including invoices).

12.2. Termination by the Provider

The Provider may terminate the agreement with a 30-day notice period by sending notification to the User's email. In the event of a serious breach of the Terms (Section 6.2) — termination with immediate effect.

12.3. Effects of termination

After the end of the agreement, the User loses access to the Account and User Content. Data export is possible until the end of the agreement.

13 Complaints

13.1. Complaints regarding the operation of Apistool, payments or invoices may be submitted to support@apistool.com.

13.2. A complaint should include:

• the email address associated with the Account,
• a description of the problem together with the date and time of occurrence,
• (optionally) screenshots or a session identifier.

13.3. Complaints are reviewed within 14 days of their receipt. Failure to respond within this period means the complaint is deemed justified (in accordance with Article 7a of the Polish Act on Consumer Rights). The response is sent to the email address indicated in the complaint.

14 Changes to the Terms

14.1. The Provider reserves the right to amend the Terms. Changes take effect 14 days after their announcement in the application and notification to the User by email.

14.2. A User who does not accept the changes has the right to terminate the agreement without giving any reason within 14 days of the announcement of the changes.

14.3. Continued use of Apistool after the changes take effect constitutes acceptance of them.

15 Dispute Resolution

15.1. Governing law

This agreement is governed by Polish law.

15.2. Mediation and ADR

In the event of a dispute, the Parties undertake to seek an amicable resolution. The Consumer may use out-of-court forms of dispute resolution — lists are available on the UOKiK website.

15.3. Competent court

Disputes arising from an agreement with a Consumer are resolved by the court having local jurisdiction over the Consumer's place of residence. Disputes with Entrepreneurs are resolved by the court having jurisdiction over the Provider's registered office (Wrocław).

16 Final Provisions

16.1. These Terms are effective as of June 5, 2026.

16.2. If any provision of the Terms proves to be invalid or ineffective, the remaining provisions remain in force.

16.3. In matters not regulated by the Terms, the provisions of Polish law apply, in particular the Civil Code, the Act on the Provision of Electronic Services, and the Act on Consumer Rights.

16.4. The Terms are drawn up in the Polish language. Translations into other languages are for informational purposes only.

17 Contact

For matters concerning the Terms and the use of Apistool, please contact:

A1 Appendix 1 — Withdrawal Form Template

This form should be completed and returned only if you wish to withdraw from the agreement. It fulfills the obligation under Article 30(1) of the Act of 30 May 2014 on Consumer Rights.

The form may be submitted:

• by email to: support@apistool.com (the form text in the body of the message or as a PDF is sufficient),
• by regular mail to the Provider's registered office address given above.

The withdrawal deadline is met if the statement is sent before the end of the 14-day period from the date of conclusion of the paid agreement (i.e. from the date of collection of the first payment after the end of the trial).