1.1 These Terms set out the conditions for providing services via the gabinetonline.com.pl website and form an integral part of the service agreement, regulating its provisions in detail.
1.2 The Terms are made available to Users free of charge via the website in a form that allows them to be downloaded, stored and printed.
1.3 The User is obliged to read the Terms before starting to use the Service. Starting to use the Service is equivalent to full acceptance of the conditions of the Terms.
1.4 The User is obliged to comply with the provisions of the Terms from the moment of Registration.
1.5 GabinetOnline is a SaaS platform (software as a service) intended for hair, beauty and cosmetics salons. The Operator processes the personal data of salon clients as a processor on the basis of a separate Data Processing Agreement concluded with each User.
Whenever the Terms refer to:
the Terms – this means these Terms of Service, constituting an annex to the agreement for the provision of services via the Service.
the Service – this means the gabinetonline.com.pl website enabling the use of the services referred to in point 4.
the Operator – this means the company Rybczak i Wspólnicy spółka z ograniczoną odpowiedzialnością, KRS: 0000361541, VAT ID (NIP): 642-318-72-10, ul. Przyjemna 4, 44-264 Jankowice.
the User – this means a natural person, legal person or organisational unit without legal personality using the Service, running a hair, beauty or cosmetics salon, established in accordance with applicable law.
the Salon Client – this means a natural person who is a client of the User's salon and whose personal data is processed via the Service.
the Agreement – this means the agreement for the provision, via the Service, of the services listed in point 4, concluded between the Operator and the User after the User makes the first payment for use of the Service.
the Entrustment Agreement – this means the personal data processing entrustment agreement concluded between the Operator (as processor) and the User (as data controller) on the basis of Art. 28 GDPR.
the Price List – this means the information published on the main page of the Service in which the Operator has set out the conditions and amount of fees for the Service's services; a change to the Price List does not constitute a change to the Terms.
the Delivery Date – this means the day of sending a statement by email or the 7th (seventh) day from the day of sending a written statement; if that day is a statutory public holiday, the first business day following it is taken as the delivery date.
Access – this means the Operator opening access to the Application for the next billing month.
the Client Panel – this means the part of the Service available after logging in, used to manage the account and settlements with the Service.
the AI Assistant – this means the artificial intelligence module built into the Service, based on external language models, enabling natural-language interaction and automation of selected Service functions.
the AI Provider – this means the external language-model provider used by the AI Assistant, in particular Anthropic PBC (the Claude model) and OpenAI LLC (the GPT model).
3.1 Exclusive copyright to the gabinetonline.com.pl Service belongs to Rybczak i Wspólnicy spółka z ograniczoną odpowiedzialnością, with its registered office in Jankowice. Copyright is protected by the Act on Copyright and Related Rights of 4 February 1994 (Journal of Laws of 1994, No. 24, item 83, as amended).
3.2 The User is not entitled to copy, modify, distribute or use in any way the elements of the Service without the prior written consent of the Operator.
3.3 Data and content entered by the User into the Service remain the property of the User. The Operator acquires no rights to this data beyond the powers necessary to provide the services covered by the Agreement.
Under the Agreement, the Operator, via the Service, undertakes to provide the User with the following services:
4.1 Services related to the storage and processing of the User's documents and data related to their business activity, in particular:
4.2 Informing the User's clients about the status of a service (SMS and email notifications).
4.3 Generating financial reports, statistics and analyses concerning the salon's activity.
4.4 Providing the AI Assistant in accordance with the conditions set out in point 5 of these Terms.
4.5 The scope of services provided depends on the conclusion of the Agreement and the purchased subscription plan.
4.6 Trial period: A newly registered User receives free access to the Service for a period of 14 days (or 30 days with a promotional code) with the full functionality of the selected plan. After the trial period ends, payment is required in accordance with the Price List.
4.7 The Operator reserves the right to change the functionality of the Service, expanding it with new features and improvements, as well as to modify existing functionality, subject to the provisions of point 12.
5.1 The AI Assistant allows the User to interact in natural language with the data stored in the Service, to automate selected activities and to receive analyses and recommendations concerning the salon they run.
5.2 In order to provide the AI Assistant service, the Operator transfers the content of conversations and the necessary context (including salon client data to the extent required to provide an answer) to external AI Providers – Anthropic PBC and OpenAI LLC – which are sub-processors within the meaning of Art. 28(4) GDPR.
5.3 By using the AI Assistant, the User accepts that the content of conversations and related data may be transferred to the United States on the basis of Standard Contractual Clauses (SCCs) compliant with Art. 46 GDPR. Details of the data transfer are described in the Privacy Policy.
5.4 The Operator undertakes to:
5.5 The User is obliged to:
5.6 Responses generated by the AI Assistant are informational and auxiliary in nature. The Operator is not liable for business decisions made by the User solely on the basis of the AI Assistant's suggestions.
5.7 The Operator reserves the right to improve the AI Assistant's algorithms and models using anonymised and aggregated data on how the Service is used, excluding personal data that can be attributed to specific individuals.
5.8 Use of the AI Assistant is voluntary and is not required to use the other functions of the Service.
6.1 The Operator provides services via the Service using the Internet.
6.2 The User may use the Service via any device with Internet access that meets the following technical requirements:
6.2.1 Using other browsers is possible but may not guarantee the correct operation of all Service functions.
6.3 When starting work in the Service, the User must register in accordance with the Service's instructions.
6.4 For the Service to function correctly, the User should enter data consistent with the actual and legal state of affairs.
6.4.1 During registration the User provides: first name and last name, company name, registered address, VAT ID (NIP), email address. The User is obliged to promptly update this data if it changes.
6.5 During registration the User creates a password. The password must contain at least 8 characters, including at least one uppercase letter and one digit or special character. If the password is forgotten, a "Recover password" function is available.
6.6 The User is responsible for the confidentiality of the password and for all actions taken using their account. In the event of unauthorised access to the account, the User is obliged to notify the Operator immediately.
6.7 The User has a ticketing system available in which they can report questions and faults around the clock:
7.1 The registration date is deemed to be the day on which the User, following the instructions provided in the Service, completes the registration process and gains access to the Service.
7.2 From the registration date, the User receives free trial access to the Service in accordance with point 4.6.
7.3 Making the first payment is equivalent to concluding the Agreement for the provision of services and accepting the Terms and Privacy Policy as in force on the date of payment.
7.4 The User may use the Service on a monthly (Pre-paid) basis or in 6- and 12-month variants:
7.4.1 6-month variant: The User receives 1 free month and an additional package of 250 SMS messages.
7.4.2 12-month variant: The User receives 2 free months and an additional package of 500 SMS messages.
7.4.3 In the 6- or 12-month variants, the Operator sends the Agreement within 7 days of payment.
7.5 The Agreement may be terminated in the following cases:
7.6 The User may terminate the Agreement at any time without giving reasons, subject to a notice period equal to the current billing cycle. Fees paid for an unused period are non-refundable, unless termination occurs due to the Operator's fault.
7.7 The Operator reserves the right to terminate the Agreement with immediate effect if the User:
7.8 After termination of the Agreement, the data of the User and Salon Clients is stored in accordance with points 9.8 and 10.
8.1 Use of the full scope of the Service's services is subject to a fee on the terms set out in the Price List available at gabinetonline.com.pl.
8.2 The fee must be paid in advance on the basis of a pro-forma invoice, by bank transfer to the indicated bank account or using the available electronic payment methods.
8.3 The Operator issues a VAT invoice within 7 days of the payment being booked and makes it available in the Client Panel.
8.4 If a pro-forma invoice is not paid on time, the Operator may:
8.5 If the User has not given notice of resignation, the date of the last login to the system after the payment deadline is taken as the end date of system use. The Operator has the right to issue a VAT invoice and pursue payment for the actual period of use of the Service.
8.6 The Operator reserves the right to change the Price List subject to at least 30 days' notice. A change to the Price List does not constitute a change to the Terms.
9.1 The User's data and the Salon Clients' data entered into the Service are the property of the User and the controller of that data (the salon) respectively. The Operator acquires no rights to it beyond the powers necessary to provide the services.
9.2 The Operator processes the personal data of Users and Salon Clients solely for the proper functioning of the Service and the provision of the agreed services, in particular: handling visits, settlements, SMS/email communication, generating reports and providing the AI Assistant service.
9.3 The Operator applies the following data protection measures:
9.3.1 Encryption of data transmission using the TLS (SSL) protocol – data transmitted between the User's device and the server is encrypted and practically cannot be intercepted by third parties.
9.3.2 Access control – only authorised Operator staff have access to the data, to the necessary extent, based on the principle of least privilege.
9.3.3 Regular backups – the User's data is regularly archived to prevent its loss in the event of a failure.
9.3.4 Monitoring and auditing – the Operator's systems are monitored for unauthorised access and security incidents.
9.3.5 Physical security – the server infrastructure is protected against unauthorised physical access, fire and other threats.
9.4 The Operator is not liable for the content of the data entered by the User into the Service.
9.5 The User has the right to view their own personal data and their company's data and to modify it at any time via the Client Panel.
9.6 The Operator undertakes not to transfer the data of the User or Salon Clients to third parties, except for:
9.7 Detailed rules for processing personal data, including the rights of data subjects, are set out in the Privacy Policy available at gabinetonline.com.pl/polityka-prywatnosci.html.
9.8 After termination of the Agreement, the User's data is stored for a period of 5 calendar years counted from the first day of the year following the termination date, and is then deleted, unless applicable law requires a longer retention period.
9.9 In the event of a personal data breach, the Operator promptly takes action in accordance with Art. 33–34 GDPR and informs the User of the incident without undue delay.
10.1 To the extent that the User enters Salon Clients' personal data into the Service, the Operator acts as a processor within the meaning of Art. 28 GDPR, and the User acts as the data controller.
10.2 The basis for entrusting data processing is the Personal Data Processing Entrustment Agreement concluded between the Operator and the User. The Entrustment Agreement forms an annex to the service Agreement and is made available to the User in the Client Panel.
10.3 The Operator processes Salon Clients' personal data solely:
10.4 The User, as data controller, is responsible for:
10.5 The Operator undertakes to use the services of sub-processors only after their prior approval or after obtaining the User's general consent. A list of current sub-processors is available in the Privacy Policy. The Operator informs the User of any planned addition of a new sub-processor at least 14 days in advance, giving the User the opportunity to object.
10.6 After the Agreement ends, the Operator will, at the User's request, return or delete Salon Clients' personal data within 30 days, unless the law imposes an obligation to retain it further.
11.1 The Operator makes every effort to ensure the correct functioning of the Service in technical and legal terms.
11.2 The Operator is not liable for:
11.3 The Operator's liability under the Agreement is limited to the amount of fees paid by the User in the last 3 months preceding the event giving rise to the damage, unless the damage resulted from the Operator's intentional action.
11.4 The Operator aims to ensure Service availability of at least 99% of the time per month, excluding planned maintenance breaks, of which Users are informed at least 24 hours in advance.
11.5 Complaints related to the use of the Service can be submitted:
11.6 The Operator examines complaints within 14 business days of receiving them and informs the User of the decision made by electronic or written means.
12.1 The Operator reserves the right to amend the Terms.
12.2 The Terms may be amended in particular in the event of:
12.3 The Operator notifies the User of the intention to amend the Terms:
12.4 An amendment to the Terms takes effect 21 days after the notification referred to in point 12.3. If the Operator receives from the User a statement rejecting the conditions of the new Terms before that deadline, the Agreement is terminated on the day the new Terms take effect, and the User is entitled to a refund of the fee for the unused subscription period.
12.5 Continuing to use the Service after the new Terms take effect is equivalent to accepting them.
13.1 The Terms are governed by Polish law.
13.2 In matters not regulated by these Terms, the provisions of the Civil Code, the Act on the Provision of Electronic Services, the GDPR and other applicable provisions of Polish law apply.
13.3 The parties will endeavour to resolve any disputes arising from the Agreement amicably. In the absence of agreement, disputes will be settled by the court competent for the Operator's registered office.
13.4 If any provision of the Terms proves to be invalid or ineffective, the remaining provisions retain their binding force.
13.5 The Terms are available at gabinetonline.com.pl/regulamin.html in a form that allows them to be downloaded and printed.