RespondoAi - 24/7 AI Receptionist

TERMS AND CONDITIONS OF THE RESPONDOAI APPLICATION

Effective Date: March 12, 2026 | Version: 3.0

I. Definitions

For the purposes of these Terms and Conditions, the following terms shall have the meanings set forth below:

Application / System — dedicated RESPONDOAI software and service for Partners, operated by RESPONDOAI and distributed under the business name "RESPONDOAI", available on the Internet at the domain https://www.respondoai.com and via mobile applications. The Application allows the establishment of contact between the Partner and the Customer to organize and manage services, Reservations, and AI-powered communications.
AI Services — services provided by RESPONDOAI using artificial intelligence technologies, including but not limited to: AI receptionists, automated communication assistants operating via telephone, WhatsApp, Instagram, Telegram, Messenger, SMS, and other communication channels. AI Services utilize technologies provided by third-party providers, including OpenAI Ireland Limited (natural language processing and text generation), ElevenLabs, Inc. (voice synthesis and speech recognition), Jambonz (SIP/VoIP telephony infrastructure), and other providers selected by RESPONDOAI.
AI Output — any content generated by AI Services, including but not limited to text responses, voice communications, booking confirmations, recommendations, and other automated outputs.
Synthetic Content — audio, text, or other content that has been artificially generated or manipulated using AI technologies, including voice synthesis by ElevenLabs and text generation by OpenAI.
Customer — an individual who is 18 years of age or older, a legal entity, or an organizational unit without legal personality who uses the Customer Application or interacts with AI Services in order to use the Services offered by the Partners.
Customer Application — RESPONDOAI's dedicated software and service for Customers, available on the Internet at the domain https://www.respondoai.com, via mobile applications, and via widgets that can be embedded on Partners' websites or social media profiles. The Customer Application allows Customers to book Partner Services and interact with AI Services.
Partner — an individual, legal entity, or unincorporated organizational unit that uses the Application under the Agreement in connection with its business or professional activity and has created an Account in the Application for itself as an entrepreneur in order to provide Services to Customers.
RESPONDOAI — RESPONDOAI spolka z ograniczona odpowiedzialnoscia, with its registered office at ul. Kowalska 5/203, 20-115 Lublin, Poland, entered in the Register of Entrepreneurs of the National Court Register maintained by the District Court Lublin-Wschod in Lublin with its seat in Swidnik, 6th Commercial Division of the National Court Register under KRS number: 0001202972, NIP: 9462760069, REGON: 543116280, share capital: PLN 5,000.00.
Fee or Fees — the sum of charges payable by the Partner to RESPONDOAI on any account, including in aggregate: the price of the basic subscription ("RESPONDOAI Subscription"), fees for additional users using the Partner's Account ("Additional Employees"), charges for additional services as indicated in the RESPONDOAI Price List ("Additional Services"), and any other fees and commissions payable to RESPONDOAI by Partners in connection with the use of the Application, as provided for in the Agreement.
Payment System — an electronic payment or payment card system available on the Application that allows payment for Services, provided by Stripe, Inc. as the third-party payment operator. Stripe is a PCI DSS Level 1 certified payment processor. RESPONDOAI does not store, process, or have access to users' payment card data (card numbers, CVV codes, expiry dates). By making payments through Stripe, the user accepts Stripe's terms of service and privacy policies, available at: https://stripe.com/privacy.
Partner Account — a part of the Application with IT solutions that allows logged-in users to use the Application.
Profile — a profile created by the Partner on the Application, including but not limited to the Partner's name and address, contact phone number, email address, details of Partner's employees/associates, and information about Partner's Services offered.
Reservation — making a reservation of the Partner Service by the Customer using the Application, indicating the date and time of the Partner Service selected by the Customer.
GDPR — Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016, on the protection of natural persons with regard to the processing of personal data and on the free movement of such data and repealing Directive 95/46/EC (General Data Protection Regulation).
DSA — Regulation (EU) 2022/2065 of the European Parliament and of the Council of 19 October 2022 on a single market for digital services and amending Directive 2000/31/EC (Digital Services Act).
P2B Regulation — Regulation (EU) 2019/1150 of the European Parliament and of the Council of 20 June 2019 on promoting fairness and transparency for business users of online intermediation services.
EU AI Act — Regulation (EU) 2024/1689 of the European Parliament and of the Council of 13 June 2024 laying down harmonised rules on artificial intelligence (Artificial Intelligence Act).
Force Majeure — extraordinary, external events beyond the reasonable control of the parties, which could not have been foreseen or prevented, as further defined in Section XV of these Terms.
Illegal Content — any information which, in itself or by reference to an action, does not comply with the law of the European Union or with Polish law compatible with the law of the European Union, regardless of the specific subject matter or nature of that law.
Partner Content — any content, data, or information provided by the Partner or posted through the Application, including descriptions of services, prices, photos, texts, and other materials.
Prohibited Activities — activities conducted by the Partner in violation of the law, good morals, or rules of social coexistence, as further specified in Section IV of these Terms.
Prohibited Content — content posted by the Partner in the Application that violates the law, good morals, rules of social coexistence, or the provisions of these Terms, as further specified in Section IV of these Terms.
Agreement — an agreement between RESPONDOAI and the Partner regarding the provision of RESPONDOAI Services and the Partner's use of the Application under the terms set forth in these Terms and all other documents required by RESPONDOAI from time to time and accepted by the Partner, concluded either through the Online Agreement or the Offline Agreement.
Online Agreement — conclusion of the Agreement by the Partner independently filling in the registration form available in the Application or on the Website, completed by accepting the content of these Terms and the DPA.
Offline Agreement — conclusion of the Agreement by acceptance of the Service Agreement with all attachments thereto.
Service Agreement — a separate agreement for the provision of services between the Partner and RESPONDOAI, concluded through the Offline Agreement.
DPA (Data Processing Agreement) — the Personal Data Processing Entrustment Agreement pursuant to which the Partner entrusts RESPONDOAI with the processing of personal data, constituting Annex 1 to these Terms.
Website — https://www.respondoai.com.
RESPONDOAI Services — services provided by RESPONDOAI to the Partner, as described in Section III of these Terms.
Partner Service / Partner Services — any services offered by Partners through the Application to the Customer.
Customer Data — all personal data of Customers processed through the Application, including booking records, communication content, and interaction data.
Partner Data — all data uploaded, created, or processed by the Partner through the Application, including Partner Content, employee data, service descriptions, and configuration settings.
Service Data — aggregated, anonymized, and de-identified data derived from the operation of the Application and AI Services that cannot identify any individual Partner, Customer, or natural person.
RESPONDOAI Price List — defines the scope of basic RESPONDOAI Services and the amount of Fees, available at https://www.respondoai.com/en#pricing or in the Partner's Account in the Application.
Seller — an entrepreneur who sells Products as part of its business activity using the Shopping functionality within the Application.
Sales Agreement — a sales agreement concluded between the Seller and the Partner using the Shopping functionality. RESPONDOAI is not a party to Sales Agreements.
Mobile Payments — the system's functionality allowing Customers to make payments for Partner Services through the Payment System.

II. Preliminary Provisions. Contact Information

These Terms and Conditions (hereinafter: the "Terms") set out the terms and conditions for the provision of electronic services by RESPONDOAI through the Application, in particular the terms and conditions for the use of the Application by Partners and the provision of AI Services.
RESPONDOAI can be contacted:
- (a) by email at: contact@respondoai.com;
- (b) by post at: RESPONDOAI sp. z o.o., ul. Kowalska 5/203, 20-115 Lublin, Poland.
These Terms are available in English and Polish. In the event of any discrepancy between the Polish and English versions, the Polish version shall prevail.
By using the Application, the Partner confirms that they have read, understood, and agree to be bound by these Terms.

III. Types and Scope of RESPONDOAI Services

RESPONDOAI grants Partners access to the Application, allowing direct contact between the Customer and the Partner using AI. Through the Application, Partners can advertise, promote, and offer Partner Services on the Internet and directly to Customers.
RESPONDOAI Services include:
- (a) enabling access to the Application;
- (b) enabling the creation of a Partner Account and Profile;
- (c) enabling the use of the appointment booking calendar, including management of Reservations, personnel, and equipment;
- (d) enabling the sending and receiving of SMS, email, and push notifications;
- (e) allowing Partners to access the Customer Application, a widget on the Partner's profile, and a widget on the Partner's website and mobile application, enabling online Booking and payment for Partner Services;
- (f) providing Partners with AI-powered communication services, including AI receptionists operating via telephone, WhatsApp, Instagram, Telegram, Messenger, SMS, and other communication channels;
- (g) providing Customers with the ability to make payments for Services using the Application;
- (h) enabling integration with third-party services, including Google Calendar, PLMED, FELG, and other systems as made available by RESPONDOAI from time to time.
The functionalities of the System available to the Partner, including the methods and channels for booking Partner Services, as well as the appearance of the Application itself, depend on the current availability of the given solutions and functionalities and may be subject to change for operational and technical reasons. Such changes shall not constitute an amendment to the Agreement.
In order to integrate RESPONDOAI with the messaging platforms the Partner uses (e.g., WhatsApp, Instagram, Messenger, Telegram), the Partner is required to provide RESPONDOAI with the necessary access credentials to enable communication through the respective platform's API.

IV. Account Registration and Partner Obligations

The Partner shall provide RESPONDOAI with complete and truthful personal, invoice, contact, and other data required by RESPONDOAI and shall verify and update such data without any request from RESPONDOAI.
RESPONDOAI sends all notifications regarding the Agreements, RESPONDOAI Services, Partner Account, and Application, as well as invoices, to the data provided by the Partner. RESPONDOAI is not responsible for any damages incurred by the Partner due to the provision of false data, failure to update data, or failure to receive communications.
Establishment of a Partner Account in the Application is tantamount to:
- (a) acknowledgement and acceptance of these Terms and any other documents made available by RESPONDOAI;
- (b) conclusion of the Online Agreement and the DPA;
- (c) making a statement that all data provided to RESPONDOAI is up-to-date and truthful;
- (d) authorizing RESPONDOAI to process the Partner's personal data for the purpose of providing services within the Application and for diagnostic and statistical purposes.
The Partner may post Partner Content on its Profile, including descriptions of services, prices, and texts. Upon posting any Partner Content, the Partner grants RESPONDOAI a non-exclusive, royalty-free, territorially unlimited, and indefinite license to use the Partner Content in the following fields of exploitation:
- (a) recording and reproduction by any technique, including digital, magnetic, and reprographic techniques;
- (b) marketing and circulation of the original or copies;
- (c) public performance, exhibition, display, reproduction, broadcasting and re-broadcasting, and making available to the public in such a way that anyone can access it at a place and time of their choosing, including on the Internet and in the Application;
- (d) use for the purpose of providing services, for informational purposes, and for the promotion or advertising of the Partner, the Application, or RESPONDOAI — including after the Partner's resignation from RESPONDOAI Services.
The Partner may independently post its logotype or company name ("Logo") within the Application. The Partner grants RESPONDOAI permission to use the Logo for the purpose of providing services, informational purposes, and promotion, without time and territorial restrictions.
Prohibited Activities and Prohibited Content. The Partner undertakes not to:
- (a) post content violating the law, contrary to good morals or rules of social coexistence, including pornographic content, content promoting drugs, legal highs, alcohol, gambling, or content of a sexual nature;
- (b) violate the rights and personal rights of third parties;
- (c) violate the rules of fair competition;
- (d) copy, modify, distribute, or reproduce all or part of the Application;
- (e) offer or advertise services or products whose sale or advertising is prohibited or restricted under applicable law;
- (f) give third parties access to the Partner's Account, except for authorized employees and associates;
- (g) use the Application in a manner inconsistent with its intended purpose;
- (h) post false opinions about itself or its services.
The Partner shall be fully liable to RESPONDOAI for any damages arising from the posting of Partner Content and from the acts and omissions of persons with whose help it uses the Application, including its employees and associates.
In the event that any claims are made against RESPONDOAI by third parties in relation to Partner Content, Partner shall indemnify RESPONDOAI from all liability and pay all reasonable costs related thereto.

V. Agreement Formation and Types

The conclusion of the Agreement between RESPONDOAI and the Partner occurs in one of the following ways:
- (a) Offline Agreement — by acceptance of the Service Agreement with all attachments thereto, including the DPA;
- (b) Online Agreement — by the Partner independently filling in the registration form available in the Application or on the Website, completed by accepting these Terms containing the DPA.
If a Partner who has concluded a Service Agreement independently completes the Online Agreement, the Service Agreement shall take precedence.
The date of the Agreement is:
- (a) in the case of the Offline Agreement — the date of acceptance of the Service Agreement;
- (b) in the case of the Online Agreement — the date of acceptance of these Terms in the registration process.
The Agreement is concluded:
- (a) in the case of the Offline Agreement — for the period specified in the Service Agreement (3 or 12 months). After expiration, the Agreement automatically converts into an indefinite-term agreement, unless either party provides notice of termination at least one month prior to expiration;
- (b) in the case of the Online Agreement:
  - (i) for Monthly Subscription and Additional Services — for an indefinite period;
  - (ii) for Long-Term Subscription — for a fixed term consistent with the subscription duration.
Termination rules:
- (a) for the Offline Agreement — after expiration of the initial term, either party may terminate by giving 1 month's notice, effective at the end of the next billing period;
- (b) for the Online Agreement (Monthly Subscription and Additional Services) — either party may terminate by giving 1 month's notice, effective at the end of the next billing period.
Termination notice shall be submitted in writing or in documentary form (email) to the contact information specified in Section II.
Termination of the Agreement does not exclude the Partner's obligations to pay Fees accrued during the term of the Agreement.

VI. Fees, Payment, and Invoicing

In consideration of the use of RESPONDOAI Services, the Partner shall pay RESPONDOAI all Fees in the amount specified in the Agreement or the applicable RESPONDOAI Price List.
RESPONDOAI offers two forms of payment settlement:
- (a) Monthly Subscription — monthly billing;
- (b) Long-Term Subscription — settlement for a period of more than one month and not more than 12 months, paid once in advance.
Long-Term Subscription provisions:
- (a) The fee is calculated as: (Subscription price + Additional Employee fees at activation) multiplied by the number of months;
- (b) Additional services activated after the Long-Term Subscription begins are billed separately on a monthly basis;
- (c) The fee for the Long-Term Subscription is non-refundable, subject to the consumer and quasi-consumer withdrawal rights set forth in Section XVI of these Terms;
- (d) Reduction of the number of Additional Employees does not entitle the Partner to a refund of the proportionate portion of the prepaid subscription.
Stripe Payment Processing. RESPONDOAI uses Stripe, Inc. as its payment operator. Data processed during payments (name, email, payment card data, IP address) is processed exclusively by Stripe. RESPONDOAI does not have access to or store payment card data. Stripe ensures compliance with GDPR requirements and PCI DSS Level 1 security standards. By making a payment through Stripe, the user consents to the processing of personal data necessary for the transaction by Stripe.
The Partner agrees that RESPONDOAI may issue electronic invoices in PDF format and send them to the email address indicated by the Partner. The Partner is responsible for providing an up-to-date invoice email address.
Non-payment consequences. Failure to pay the Fee within the designated time period will result in:
- (a) RESPONDOAI sending a payment reminder to the Partner's email address;
- (b) If payment is not received within 3 business days after the reminder, suspension of all RESPONDOAI Services and blocking of the Partner's Account;
- (c) Services will be resumed within 12 hours on the next business day (Monday-Friday, 9:00 AM-5:00 PM, excluding public holidays) after full payment is confirmed.
If the Partner activates the card payment option for Customers, the Customer's payment will be reduced by applicable fees of payment service providers and RESPONDOAI's commission. An invoice for such fees will be issued after the end of the billing period.

VII. Reservations

Booking is made through the Application by the Customer. Confirmation of the Booking takes place automatically or is done manually by the Partner via the Application. The Reservation and the conclusion of the contract between the Partner and the Customer occurs at the moment of its confirmation. The Application allows management of the Reservation through AI Services.
The terms and conditions under which a Booking is made may be specified by the Partner in the information made available to the Customer in the Customer Application prior to making a Booking.
The Partner may include a redirect to external reservation systems within responses sent by the Application.
The Reservation terms do not exclude or may not limit the rights of the Customer as a consumer under generally applicable laws, in particular the right to withdraw from a contract concluded at a distance.
RESPONDOAI is not a party to any agreement between the Partner and the Customer, particularly in connection with a Reservation. RESPONDOAI shall not be liable for the acts or omissions of the Customer or the Partner in relation to such agreements.

VIII. AI Services Terms

8.1 AI Transparency

In accordance with Article 50 of the EU AI Act, RESPONDOAI designs its AI Services so that natural persons are informed that they are interacting with an AI system. The AI assistant shall clearly identify itself as an artificial intelligence system at the beginning of each interaction on every communication channel, including telephone, WhatsApp, Instagram, Telegram, Messenger, and SMS.
Synthetic Content Disclosure. Voice communications generated by AI Services use AI-synthesized speech (provided by ElevenLabs, Inc.), and text responses are generated automatically by AI language models (provided by OpenAI Ireland Limited). RESPONDOAI discloses that such content is artificially generated.
Machine-Readable Marking. In accordance with Article 50(2) of the EU AI Act, RESPONDOAI implements metadata tagging for synthetic audio outputs and AI-generated text content to ensure they are detectable as artificially generated. Where third-party provider APIs do not support such marking, RESPONDOAI shall implement marking to the extent technically feasible and shall document any limitations.
Partner Obligations as Deployer. Under the EU AI Act, the Partner acts as a deployer of AI systems. The Partner is obligated to:
- (a) inform its Customers that communication may be handled by an AI assistant;
- (b) ensure transparency toward its Customers in accordance with applicable laws, including the EU AI Act;
- (c) comply with any instructions and documentation provided by RESPONDOAI regarding the use of AI Services;
- (d) report to RESPONDOAI any AI-related incidents as specified in Section 8.10.

8.2 AI Output Disclaimers and Accuracy

The Partner acknowledges and agrees that:
- (a) AI-generated content, including text responses, voice communications, booking confirmations, and recommendations, is generated automatically using machine learning models and may contain errors, inaccuracies, or inappropriate content;
- (b) AI outputs do not constitute professional advice of any kind, including medical, legal, financial, or other professional advice;
- (c) the Partner bears sole responsibility for monitoring, reviewing, and approving AI-generated communications sent to or on behalf of the Partner;
- (d) RESPONDOAI does not guarantee the accuracy, completeness, timeliness, reliability, or suitability of any AI-generated output for any particular purpose;
- (e) AI performance may vary based on input quality, language complexity, context, and other factors beyond RESPONDOAI's control;
- (f) AI models are provided by third-party providers, and RESPONDOAI has limited control over the underlying model behavior, updates, or changes made by such providers.

8.3 AI Data Processing and Third-Party Providers

In connection with the provision of AI Services:
- (a) the content of messages, voice recordings, and other communications processed through AI Services may be transmitted to third-party AI technology providers for the purpose of generating responses, including:
  - OpenAI Ireland Limited — for natural language processing and text generation;
  - ElevenLabs, Inc. — for voice synthesis and speech recognition;
  - Jambonz — for SIP/VoIP telephony infrastructure;
- (b) RESPONDOAI ensures that appropriate safeguards are in place for international data transfers in accordance with Chapter V of the GDPR, including the EU-US Data Privacy Framework, Standard Contractual Clauses, or other legally recognized mechanisms;
- (c) voice communications processed through AI Services may be recorded and transcribed for the purpose of providing the service;
- (d) the Partner grants RESPONDOAI the right to process the content of communications handled by AI Services for the purposes of service provision and quality assurance;
- (e) RESPONDOAI may use anonymized and aggregated data derived from AI interactions for the purposes of improving AI models and service quality, provided that such data cannot be attributed to any identifiable individual and meets the anonymization standard set forth in Recital 26 of the GDPR;
- (f) RESPONDOAI does not use identifiable Partner Data or Customer personal data to train general-purpose AI models. OpenAI does not use data submitted via its API to train or improve its models.

8.4 AI Limitations and Liability

The Partner acknowledges and agrees that:
- (a) AI Services are provided "as is" and RESPONDOAI does not guarantee uninterrupted, error-free, or fully accurate AI performance;
- (b) RESPONDOAI shall not be liable for any damages, losses, or claims arising from AI-generated content, including but not limited to incorrect information provided to Customers, missed or incorrectly processed Reservations, or inappropriate responses;
- (c) the Partner is solely responsible for monitoring and reviewing AI interactions with its Customers and for correcting any errors or inaccuracies;
- (d) RESPONDOAI reserves the right to modify, update, or replace AI technologies and models used in the provision of AI Services with reasonable notice, provided that such changes do not materially reduce the overall quality of the service;
- (e) AI Services do not constitute professional advice (medical, legal, financial, or otherwise), and the Partner shall not use or allow AI Services to be used for providing such advice.

8.5 Right to Human Intervention

Customers have the right to request communication with a human representative of the Partner instead of the AI assistant at any time during an interaction.
The Partner is obligated to ensure that the option to reach a human representative is available and clearly communicated to Customers. The AI assistant shall inform Customers of this right.
The Partner shall maintain adequate human support capacity to handle such requests in a timely manner.

8.6 Automated Decision-Making

To the extent that AI Services involve automated decision-making within the meaning of Article 22 of the GDPR, the Partner shall:
- (a) inform its Customers about the existence of automated decision-making;
- (b) provide meaningful information about the logic involved;
- (c) ensure the right to obtain human intervention, express a point of view, and contest automated decisions.
RESPONDOAI shall provide the Partner with reasonable information about the logic of AI processing to enable the Partner to fulfill its obligations under this section.

8.7 Channel-Specific Terms

When AI Services are integrated with third-party communication platforms (WhatsApp, Instagram, Telegram, Messenger, and others):
- (a) the Partner acknowledges that the use of such platforms is subject to the respective platform's terms of service and policies;
- (b) RESPONDOAI is not responsible for any restrictions, suspensions, or terminations imposed by third-party platform operators on the Partner's account;
- (c) the Partner is responsible for ensuring that its use of AI Services through third-party platforms complies with the respective platform's policies regarding automated messaging and bot usage;
- (d) the Partner shall not use AI Services to send unsolicited messages (spam) or to engage in any practice prohibited by the respective platform's terms.

8.8 Telephone Communications

When AI Services are used for telephone communications:
- (a) the AI assistant shall clearly identify itself as an artificial intelligence system at the beginning of each call and inform the caller that the call is being recorded, in accordance with Article 159 of the Polish Telecommunications Law;
- (b) telephone conversations may be recorded and processed for service provision purposes;
- (c) the Partner is responsible for complying with applicable telecommunications and data protection laws regarding call recording in the Partner's jurisdiction;
- (d) RESPONDOAI shall not be liable for the quality of telephone connections, which depends on telecommunications infrastructure beyond RESPONDOAI's control.

8.9 Prohibition on High-Risk Use

The Partner is expressly prohibited from using AI Services for:
- (a) medical triage or assessment of patient symptoms;
- (b) prioritization of patients based on medical urgency or severity;
- (c) diagnostic decisions or medical recommendations;
- (d) any decision that has legal effects or similarly significantly affects an individual without appropriate human oversight;
- (e) any purpose that would classify the AI system as high-risk under Annex III of the EU AI Act.
The Partner is solely responsible for any consequences arising from the use of AI Services in violation of this section and shall indemnify RESPONDOAI in accordance with Section XII.

8.10 AI Incident Reporting

The Partner shall promptly report to RESPONDOAI any AI-related incidents, including:
- (a) serious malfunctions of AI Services;
- (b) instances where AI-generated content has caused or may cause harm to individuals;
- (c) any complaints from Customers regarding AI interactions that raise safety or rights concerns.
Reports shall be sent to contact@respondoai.com with a description of the incident and any available supporting information.
RESPONDOAI shall investigate reported incidents and take appropriate corrective action where warranted.
The Partner and Customers have the right to lodge complaints regarding AI Services with the competent national authority designated under the EU AI Act.

IX. Intellectual Property

RESPONDOAI IP. RESPONDOAI and its licensors own and retain all right, title, and interest in and to:
- (a) the Application, including all software, code, algorithms, user interfaces, and documentation;
- (b) all AI and machine learning models, architectures, training methodologies, weights, and parameters;
- (c) all natural language processing systems, voice synthesis models, speech recognition systems, and related technologies;
- (d) all Service Data;
- (e) all improvements, modifications, derivative works, and enhancements to any of the foregoing, regardless of whether such improvements were suggested or influenced by Partner's use or feedback;
- (f) all trademarks, service marks, trade names, and brand elements associated with RESPONDOAI;
- (g) all patents, patent applications, trade secrets, and know-how related to the Services.
No Rights Transfer. Nothing in this Agreement shall be construed as transferring any ownership rights in RESPONDOAI's intellectual property to the Partner. The Partner's rights are limited to the license expressly granted in these Terms.
License to the Partner. RESPONDOAI grants the Partner a non-exclusive, non-transferable, limited license to use the Application for the term of the Agreement, in accordance with the Application's intended purpose and functionality as specified in these Terms. The license is limited to the territory of the Republic of Poland, taking into account the extraterritorial nature of the Internet.
Feedback. If the Partner provides suggestions, ideas, feedback, or recommendations regarding the Services ("Feedback"), the Partner hereby grants RESPONDOAI a perpetual, irrevocable, worldwide, royalty-free, fully sublicensable license to use, reproduce, modify, create derivative works from, distribute, and otherwise exploit such Feedback for any purpose without obligation or compensation to the Partner.
Reverse Engineering Prohibition. The Partner shall not, and shall not permit any third party to:
- (a) reverse engineer, decompile, disassemble, or otherwise attempt to discover the source code, algorithms, or architecture of the Application or AI models;
- (b) attempt to extract, replicate, or reconstruct AI model weights, training data, or parameters;
- (c) use the Services to build a competing product or service;
- (d) use AI outputs to train, improve, or develop competing AI models or services;
- (e) systematically scrape, harvest, or collect AI outputs for purposes other than the Partner's own business use;
- (f) benchmark the Services or disclose benchmark results without RESPONDOAI's prior written consent.
Third-Party AI Providers. The Partner acknowledges that certain AI components are provided by third-party providers. The Partner's use of the Services is also subject to the acceptable use policies of such third-party providers, as communicated by RESPONDOAI from time to time. RESPONDOAI may change third-party AI providers at its sole discretion.

X. Warranty Disclaimers

THE APPLICATION AND ALL RESPONDOAI SERVICES, INCLUDING AI SERVICES, ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, RESPONDOAI DISCLAIMS ALL WARRANTIES, INCLUDING BUT NOT LIMITED TO:
- (a) implied warranties of merchantability, fitness for a particular purpose, and non-infringement;
- (b) any warranty that the Application will be uninterrupted, error-free, secure, or free of viruses or other harmful components;
- (c) any warranty regarding the accuracy, completeness, reliability, or quality of AI-generated content;
- (d) any warranty that AI Services will produce specific results, meet the Partner's requirements, or be suitable for any particular purpose;
- (e) any warranty regarding the availability or performance of third-party services integrated with the Application.
Beta and Preview Features. Features designated as "beta," "preview," "early access," or similar are provided without any warranty or support commitment and may be modified or discontinued at any time without notice or liability.
Mandatory Law Carve-Out. Nothing in this section excludes or limits any warranty or protection that cannot be excluded or limited under mandatory provisions of Polish law, including the Polish Civil Code (in particular Article 473), or EU consumer protection law where applicable.

XI. Limitation of Liability

RESPONDOAI'S TOTAL AGGREGATE LIABILITY arising out of or related to this Agreement, from all causes of action and under all theories of liability, shall not exceed the total Fees actually paid by the Partner to RESPONDOAI in the three (3) month period immediately preceding the event giving rise to the claim.
IN NO EVENT SHALL RESPONDOAI BE LIABLE FOR:
- (a) any indirect, incidental, special, consequential, or punitive damages;
- (b) loss of profits, revenue, data, business opportunities, or goodwill;
- (c) cost of procurement of substitute services;
- (d) damages arising from AI-generated content or communications;
- (e) damages arising from the Partner's reliance on AI outputs;
- (f) damages caused by third-party service providers (including AI providers, telecommunications operators, and payment processors);
- (g) damages resulting from unauthorized access to the Partner's Account;
- (h) damages arising from the Partner's failure to maintain adequate backup of data;
- (i) the content of opinions published by Customers;
- (j) the effectiveness of marketing activities carried out by Partners through the Application.
These limitations apply regardless of the theory of liability (contract, tort, strict liability, or otherwise) and even if RESPONDOAI has been advised of the possibility of such damages.
Mandatory Carve-Outs. Nothing in this Agreement excludes or limits RESPONDOAI's liability for:
- (a) death or personal injury caused by RESPONDOAI's negligence;
- (b) fraud or fraudulent misrepresentation;
- (c) damages caused by willful misconduct (wina umyslna) in accordance with Article 473 of the Polish Civil Code;
- (d) any liability that cannot be excluded or limited under applicable mandatory law, including EU consumer protection law where applicable.
RESPONDOAI shall be liable to the Partners only for damages that were caused solely by RESPONDOAI's actions.

XII. Indemnification

The Partner shall defend, indemnify, and hold harmless RESPONDOAI, its officers, directors, employees, agents, affiliates, successors, and assigns from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees and court costs) arising out of or related to:
- (a) Partner Content — any content posted by the Partner, including claims of intellectual property infringement, defamation, or violation of privacy rights;
- (b) AI Configuration and Use — the Partner's configuration, training data, prompts, instructions, or use of AI features, including damages arising from AI-generated communications shaped by the Partner's configuration;
- (c) Partner Services — any claims by Customers related to the Partner's services, including quality of service, cancellations, refunds, personal injury, or property damage;
- (d) Legal Compliance — the Partner's violation of any applicable law, regulation, or industry standard, including consumer protection laws, health and safety regulations, professional licensing requirements, and GDPR obligations where the Partner acts as data controller;
- (e) Terms Violation — any breach of the Partner's obligations under this Agreement;
- (f) Third-Party Claims — any claims by third parties arising from the Partner's use of the Application;
- (g) Tax Obligations — any tax liability arising from the Partner's services;
- (h) Employee and Contractor Claims — claims by the Partner's employees, contractors, or associates relating to their use of the Application;
- (i) Communication Compliance — the Partner's failure to obtain necessary consents for communications sent via the Application, including violations of anti-spam laws, telecommunications regulations, or messaging platform terms of service;
- (j) AI Misuse — any misuse of AI capabilities, including using AI to generate misleading, fraudulent, or discriminatory content.
Indemnification Procedure. The indemnified party shall: (a) promptly notify the indemnifying party of any claim; (b) provide reasonable cooperation in the defense of the claim; (c) give the indemnifying party sole control of the defense and settlement of the claim, provided that the indemnifying party shall not settle any claim that imposes liability on the indemnified party without the indemnified party's prior written consent.
This indemnification obligation shall survive the termination of the Agreement for a period of 3 (three) years.

XIII. Suspension and Termination

Suspension. RESPONDOAI may immediately suspend the Partner's access to all or part of the Services, without prior notice and without liability, if:
- (a) the Partner fails to pay any Fees when due and such failure continues for more than 3 business days after written notice;
- (b) RESPONDOAI reasonably believes the Partner's use poses a security risk to the Application or third parties;
- (c) the Partner's use may adversely impact the Application or other Partners' use of the Services;
- (d) the Partner's use may subject RESPONDOAI to liability;
- (e) the Partner is in breach of any material term of this Agreement;
- (f) RESPONDOAI is required to do so by law, regulation, or court order;
- (g) the Partner's AI usage generates content that violates applicable law, third-party rights, or messaging platform policies;
- (h) the Partner's usage exceeds reasonable limits or constitutes abuse;
- (i) the Partner integrates the Services with unauthorized third-party services;
- (j) the Partner's Account shows signs of unauthorized access;
- (k) RESPONDOAI's third-party AI providers suspend or restrict RESPONDOAI's access due to the Partner's usage patterns.
Suspension shall not relieve the Partner of payment obligations. RESPONDOAI shall use reasonable efforts to notify the Partner of the reason for suspension.
Termination for Cause. RESPONDOAI may terminate this Agreement immediately upon written notice if:
- (a) the Partner commits a material breach that is not cured within 14 days of written notice specifying the breach;
- (b) the Partner commits a breach that is incapable of cure;
- (c) the Partner becomes insolvent, files for bankruptcy, enters liquidation, or has a receiver appointed;
- (d) the Partner fails to pay Fees for more than 30 days after the due date;
- (e) the Partner engages in Prohibited Activities;
- (f) the Partner's use of AI features causes reputational harm to RESPONDOAI or violates third-party AI provider terms.
Effects of Termination:
- (a) all rights and licenses granted to the Partner immediately cease;
- (b) the Partner shall immediately cease all use of the Application;
- (c) all outstanding Fees become immediately due and payable;
- (d) the Partner may request export of Partner Data within 90 days after termination (applies to account data, profile data, and any AI data not yet deleted under the applicable retention schedule; data already deleted per Partner-configured retention periods is not recoverable);
- (e) after the 90-day export period, all Partner Data will be permanently deleted, except as required by law;
- (f) anonymized, aggregated Service Data derived prior to termination may be retained indefinitely.
Surviving Provisions. The following sections shall survive termination of the Agreement: IX (Intellectual Property), X (Warranty Disclaimers), XI (Limitation of Liability), XII (Indemnification), XVIII (Confidentiality), and XXII (Governing Law and Dispute Resolution).

XIV. Complaints and Dispute Resolution (DSA Compliance)

Any complaints related to the malfunctioning of the Application or RESPONDOAI Services may be reported by email to contact@respondoai.com.
Complaints will be processed within 30 days from the date of receipt. In complex cases, RESPONDOAI reserves the right to extend the processing time.
RESPONDOAI reserves the right to require additional information or clarification when investigation of the complaint requires it. Such information should be provided within 30 days. Failure to comply entitles RESPONDOAI to leave the complaint unprocessed.
Anyone can report to RESPONDOAI information they consider to be Illegal Content.
Within six months from the date RESPONDOAI notifies its decision, the applicant or Partner may file a free complaint at contact@respondoai.com regarding:
- (a) decisions regarding the notification of Illegal Content;
- (b) decisions to remove information or prevent access to it;
- (c) decisions to suspend or terminate the service;
- (d) decisions to suspend or close the Partner's Account;
- (e) matters referred to in the P2B Regulation.
The Partner shall have the option to use any certified out-of-court dispute resolution bodies.
DSA Hosting Provider Liability. In accordance with Article 6 of the DSA, RESPONDOAI is not responsible for content stored in the System after it has been entered by the Partner, provided that RESPONDOAI: (a) does not have actual knowledge of illegal activity or illegal content; or (b) upon obtaining such knowledge, acts promptly to remove or prevent access to the illegal content.

XV. Force Majeure

Neither party shall be liable for any failure or delay in performing its obligations under this Agreement (excluding payment obligations) to the extent such failure or delay results from a Force Majeure Event.
"Force Majeure Event" means any event beyond the reasonable control of the affected party, including but not limited to:
- (a) natural disasters (earthquakes, floods, hurricanes, volcanic eruptions);
- (b) acts of war, terrorism, civil unrest, or armed conflict;
- (c) epidemics, pandemics, or public health emergencies;
- (d) government actions, sanctions, embargoes, or regulatory changes;
- (e) power outages or failures of national electrical grids;
- (f) telecommunications or internet infrastructure failures not specific to one party;
- (g) cyberattacks of a scale beyond reasonable prevention measures;
- (h) failures or disruptions of third-party cloud infrastructure providers, AI service providers (including OpenAI, ElevenLabs), or telecommunications operators;
- (i) failures or disruptions of messaging platforms (WhatsApp, Instagram, Telegram) including API changes, outages, or policy enforcement;
- (j) telecommunications carrier outages affecting VoIP/SIP services;
- (k) strikes or labor disputes (except those involving the affected party's own employees);
- (l) changes in law or regulation that render performance impossible or commercially impracticable.
The affected party shall: (a) notify the other party promptly of the Force Majeure Event and its expected duration; (b) use commercially reasonable efforts to mitigate the impact and resume performance; (c) resume performance promptly when the Force Majeure Event ceases.
If a Force Majeure Event continues for more than 90 consecutive days, either party may terminate this Agreement by written notice, without liability to the other party. In such event, the Partner shall be entitled to a pro-rata refund of prepaid Fees for the period of non-performance, less the value of any Services actually provided.

XVI. Consumer and Quasi-Consumer Rights

Scope. This section applies to Partners who are:
- (a) consumers within the meaning of Article 22(1) of the Polish Civil Code; or
- (b) natural persons entering into this Agreement directly related to their business activity, when the Agreement does not have a professional character for such person, as determined based on the subject of their business activity registered in the Central Register and Information on Economic Activity (CEIDG) ("Quasi-Consumer").
Right to Withdraw. Eligible Partners have the right to withdraw from this Agreement within 14 days of its conclusion, without giving any reason, by submitting a withdrawal statement to RESPONDOAI.
Withdrawal Methods. The withdrawal statement may be sent:
- (a) by email to: contact@respondoai.com;
- (b) by post to: RESPONDOAI sp. z o.o., ul. Kowalska 5/203, 20-115 Lublin, Poland. The Partner may use the model withdrawal form attached as Annex 2, but is not required to do so.
Effects of Withdrawal:
- (a) RESPONDOAI shall refund all payments received from the Partner, using the same means of payment, within 14 days of receiving the withdrawal statement;
- (b) if the Partner has consented to commence provision of Services before the end of the withdrawal period, the Partner shall pay RESPONDOAI an amount proportional to the Services provided until the time of withdrawal.
Loss of Withdrawal Right. The right of withdrawal does not apply if RESPONDOAI has fully performed the Service with the Partner's express prior consent and the Partner has acknowledged that the right of withdrawal is lost upon full performance.
Long-Term Subscription. Notwithstanding Section VI(3)(c), consumers and Quasi-Consumers who exercise their right of withdrawal within the 14-day period are entitled to a pro-rata refund of the Long-Term Subscription fee.
Abusive Clause Protection. For Partners who are consumers or Quasi-Consumers, the provisions of Articles 385(1) through 385(3) of the Polish Civil Code regarding prohibited contractual provisions (klauzule niedozwolone) shall apply. Any provision of this Agreement that would be considered an abusive clause shall not be binding on such Partner.

XVII. Data Processing and Privacy

The privacy policy of RESPONDOAI, including detailed information about personal data processing, is available at: https://www.respondoai.com/policy.
RESPONDOAI and the Partner process Customers' personal data for their own purposes and are therefore separate controllers of Customer personal data.
Upon confirmation of the Reservation, a contract between the Customer and the Partner is concluded. RESPONDOAI provides the Partner with the Customer's personal data needed for the Partner to provide the Services. The Partner becomes the controller of such Customer's personal data and is obliged to comply with the GDPR.
In order to enable RESPONDOAI to provide Services to the Partner, the Partner entrusts RESPONDOAI with the processing of personal data under the DPA (Annex 1 to these Terms). Acceptance of these Terms constitutes conclusion of the DPA.
The Partner is aware that termination of the DPA will result in RESPONDOAI's inability to provide Services requiring the processing of data controlled by the Partner. In accordance with Article 475 paragraph 1 of the Polish Civil Code, RESPONDOAI's obligations in this regard shall cease.
RESPONDOAI processes data only to the extent necessary for proper service provision and Agreement performance. RESPONDOAI is not responsible for the scope of Customer personal data collected by Partners or the legality of such collection.

XVIII. Confidentiality

Each party acknowledges that in the course of the Agreement, it may receive confidential business and technical information of the other party ("Confidential Information").
Confidential Information includes, but is not limited to: business plans, financial data, customer lists, pricing information, technical specifications, algorithms, source code, trade secrets, and any other information designated as confidential or that a reasonable person would understand to be confidential.
Exclusions. Confidential Information does not include information that: (a) is or becomes publicly available through no fault of the receiving party; (b) was already known to the receiving party before disclosure; (c) is independently developed by the receiving party without use of the disclosing party's Confidential Information; (d) is lawfully received from a third party without restriction; (e) is required to be disclosed by law, regulation, or court order, provided the receiving party gives prompt notice to the disclosing party.
AI Data Carve-Out. Anonymized, aggregated Service Data is not considered Confidential Information of either party.
Each party shall: (a) protect the other's Confidential Information with at least the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care; (b) use the Confidential Information only for purposes related to the Agreement; (c) restrict access to Confidential Information to those who need to know.
This confidentiality obligation shall survive the termination of the Agreement for a period of 3 (three) years.

XIX. Service Level and Availability

RESPONDOAI shall use commercially reasonable efforts to make the Application and AI Services available 24 hours a day, 7 days a week, subject to the exclusions set forth below.
RESPONDOAI does not guarantee any specific level of service availability or uptime percentage unless expressly agreed in a separate Service Level Agreement executed by authorized representatives of both parties.
The following shall not constitute a breach of any availability commitment:
- (a) scheduled maintenance, provided RESPONDOAI uses reasonable efforts to notify the Partner in advance;
- (b) emergency maintenance required for security, stability, or regulatory compliance;
- (c) unavailability caused by factors outside RESPONDOAI's reasonable control, including Force Majeure events and third-party service disruptions;
- (d) unavailability of third-party AI services (OpenAI, ElevenLabs), telecommunications providers, or messaging platforms;
- (e) unavailability of third-party payment processing services (Stripe);
- (f) issues arising from the Partner's equipment, software, or network connections;
- (g) features designated as beta, preview, or similar.
In the event of AI Service disruption, the Partner shall have the ability to manage Reservations and Customer communications manually through the Application.

XX. Technical Requirements

In order to use the Application, the following technical requirements must be met:
- (a) Phone: Android operating system version 10 or newer;
- (b) Tablet: Android operating system version 10 or newer;
- (c) PC: minimum 1.4 GHz processor, 4.0 GB RAM, Google Chrome browser recommended, Internet access.
Use of the Application requires an active Internet connection. The Partner shall ensure that technical requirements are met at its own expense and risk.
RESPONDOAI uses cookies to collect information related to the use of the Application. Details are provided in the Privacy Policy.

XXI. Changes to Terms

RESPONDOAI reserves the right to amend these Terms for a valid reason, including:
- (a) compliance with generally applicable laws or authority interpretations;
- (b) issuance of a judgment, decision, or similar act by a court or authorized body;
- (c) prevention of violations or abuse, and removal of ambiguities;
- (d) changes in company data or contact information;
- (e) changes in the technical parameters or functionality of the System;
- (f) changes in the scope, form, terms, or price of RESPONDOAI Services.
RESPONDOAI will notify the Partner of any changes via email sent to the email address associated with the Partner's Account at least 15 days prior to their effective date, in accordance with Article 3(2) of the P2B Regulation.
The Partner may choose not to accept the changes, in which case the Partner has the right to terminate the Agreement with immediate effect by submitting a written or documentary statement within 15 days of receiving the notification.
RESPONDOAI may amend the Terms without observing the notice period in the event that RESPONDOAI: (a) is subject to a legal or regulatory obligation requiring amendment in a manner that prevents meeting the notification period; or (b) must exceptionally amend the Terms to address an unforeseen and imminent threat to protect Services, Customers, or Partners from fraud, malware, spam, data breaches, or other cybersecurity threats.

XXII. Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the Republic of Poland, without regard to its conflict of law provisions.
For disputes arising with Partners established in the European Union, the provisions of Regulation (EC) No 593/2008 (Rome I) regarding applicable law shall apply.
Amicable Settlement. The parties shall attempt to resolve any dispute through good faith negotiations for a period of 30 days from the date of written notice of the dispute.
Mediation (P2B Regulation). In accordance with Article 12 of the P2B Regulation, RESPONDOAI identifies the following mediators willing to engage in out-of-court settlement of disputes with business users:
- (a) Centrum Mediacji przy Krajowej Radzie Radcow Prawnych (Mediation Center at the National Council of Legal Advisors);
- (b) Centrum Mediacji Sadu Arbitrazowego przy Krajowej Izbie Gospodarczej w Warszawie (Mediation Center of the Court of Arbitration at the Polish Chamber of Commerce in Warsaw).
RESPONDOAI will engage in good faith in any mediation attempt and will bear a reasonable share of the costs of mediation.
Jurisdiction. Subject to mandatory consumer protection provisions, any disputes that cannot be resolved through negotiation or mediation shall be submitted to the exclusive jurisdiction of the courts competent for RESPONDOAI's registered office in Lublin, Poland.
For Partners qualifying as consumers under applicable law, jurisdiction shall be determined in accordance with mandatory provisions of applicable law, including Regulation (EU) No 1215/2012 (Brussels I bis).
Online Dispute Resolution. In accordance with Regulation (EU) No 524/2013, the European Commission provides an online dispute resolution platform available at: https://ec.europa.eu/odr. RESPONDOAI's email for ODR purposes: contact@respondoai.com.
Language. In the event of any discrepancy between the Polish and English versions of this Agreement, the Polish version shall prevail.

XXIII. Miscellaneous

Severability. If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. The parties shall use their best efforts to replace the invalid provision with a valid one as close as possible to the original intent.
Assignment. The Partner may not assign or transfer this Agreement or any rights or obligations hereunder without RESPONDOAI's prior written consent. RESPONDOAI may assign this Agreement upon reasonable notice to the Partner.
Entire Agreement. This Agreement, together with its Annexes, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements, understandings, and communications.
No Waiver. The failure of either party to enforce any provision of this Agreement shall not constitute a waiver of such provision or the right to enforce it at a later time.
Notices. All notices under this Agreement may be sent by email to the email addresses specified in Section II (for RESPONDOAI) or the email address associated with the Partner's Account (for the Partner). Email notices are deemed received on the day of sending.
Independent Contractors. The relationship between RESPONDOAI and the Partner is that of independent contractors. Nothing in this Agreement creates a partnership, joint venture, agency, or employment relationship.

Annex 1: Personal Data Processing Entrustment Agreement (DPA)

Paragraph 1. Definitions

All capitalized terms used in this DPA shall have the meanings given in Section I of the Terms, unless otherwise defined herein.
Additional definitions:
- (a) Administrator (Controller) — a natural or legal person, public authority, entity, or other body that, alone or jointly with others, determines the purposes and means of processing Personal Data;
- (b) Personal Data — any information about an identified or identifiable natural person;
- (c) Processor — an entity that processes Personal Data on behalf of the Administrator;
- (d) Data Subject — an identified or identifiable natural person to whom Personal Data relates.

Paragraph 2. Subject Matter

Pursuant to this DPA, the Partner (acting as Administrator) entrusts RESPONDOAI (acting as Processor) with the processing of Personal Data in accordance with Article 28(3) of the GDPR, to the extent specified in Paragraph 3.

Paragraph 3. Scope of Processing

The subject of the entrustment includes any Personal Data that the Partner, as Administrator, processes in the Application using RESPONDOAI Services.
Categories of Personal Data include:
- (a) Personal Data of the Partner's customers, employees, or associates: name, surname, email address, telephone number, tax identification number, PESEL number;
- (b) Personal Data resulting from the specifics of RESPONDOAI Services, including Booking history, activity in the Application, and communication content;
- (c) Personal Data entered by Customers or the Partner into the Application;
- (d) Personal Data belonging to special categories referred to in Article 9(1) of the GDPR, but only if entered by the Partner or Customer and necessitated by the specifics of the Partner's Services.
Categories of Data Subjects: Customers, employees and associates of the Partner, and other persons whose data is entered into the Application by the Partner.

Paragraph 4. Purpose, Nature, and Duration

RESPONDOAI processes Personal Data at the documented direction of the Partner for the following purposes:
- (a) conclusion and performance of agreements between Partners and Customers;
- (b) managing Reservations and the Partner's calendar;
- (c) communicating with Customers via AI Services and other channels;
- (d) marketing of Partner Services;
- (e) direct marketing of Partner Services (where consent obtained);
- (f) profiling and grouping for service personalization;
- (g) preference surveys;
- (h) fulfilling the Partner's legal obligations;
- (i) creation of analyses and statistics for the Partner's internal needs.
Processing is carried out in a fully or partially automated manner, in electronic form, for the duration of the Agreement.

Paragraph 5. Rights and Obligations

The Partner declares that all Personal Data entrusted to RESPONDOAI has been obtained and is processed in accordance with applicable law, in particular the GDPR. The Partner has a legal basis for processing under Article 6(1) or Article 9 of the GDPR.
Information Obligation. Where the Customer's Personal Data is shared with the Partner through the Application (e.g., upon Booking), RESPONDOAI will, on behalf of the Partner, perform the information obligation under Articles 13 and 14 of the GDPR. Where the Customer's data is entered by the Partner, the Partner shall independently perform the information obligation.
Consent Collection. RESPONDOAI will, on behalf of the Partner, collect consent from Customers for commercial communications, where applicable. Where the Customer's data is entered by the Partner, the Partner shall independently collect such consent.
RESPONDOAI shall assist the Partner, through appropriate technical and organizational measures, in fulfilling obligations to respond to Data Subject requests under Chapter III of the GDPR.
RESPONDOAI shall assist the Partner in complying with obligations under Articles 32-36 of the GDPR.
Upon notification by a Data Subject of a request to delete Personal Data, RESPONDOAI shall, after notifying the Partner within 7 days, be entitled to delete the Personal Data from all media and systems.
RESPONDOAI may transfer Personal Data outside the European Economic Area provided it complies with Chapter V of the GDPR, including using appropriate legal mechanisms (adequacy decisions, Standard Contractual Clauses, or similar instruments).
The Partner shall notify RESPONDOAI within 5 days of becoming aware of any proceedings, administrative decisions, or audits concerning the processing of entrusted Personal Data.

Paragraph 6. Audit

RESPONDOAI shall provide the Partner with all information necessary to demonstrate compliance with Article 28 of the GDPR and shall allow audits, including inspections.
Audits may only be conducted during RESPONDOAI's business hours (Monday-Friday, 9:00 AM-5:00 PM) and may not interfere with RESPONDOAI's work or lead to disclosure of trade secrets.
The Partner shall notify RESPONDOAI of a planned audit at least 14 days in advance.
The Partner shall bear all costs associated with the audit.
If the Partner uses an authorized auditor, RESPONDOAI may require a confidentiality agreement.

Paragraph 7. Sub-Processors

The Partner grants general consent under Article 28(2) of the GDPR for RESPONDOAI to use further processors (sub-processors). The same data protection obligations shall be imposed on sub-processors.
RESPONDOAI shall inform the Partner of any intended changes regarding sub-processors via the Application or email.
The Partner may object to changes in writing within 7 days of receiving notification, with justification. Absence of objection within this period constitutes consent to the change.
If the Partner objects, RESPONDOAI may terminate this DPA without notice if the objection makes it impossible to process Personal Data for the specified purposes.

Paragraph 8. Technical and Organizational Measures

RESPONDOAI ensures that persons authorized to process entrusted Personal Data are bound by confidentiality obligations.
RESPONDOAI applies technical and organizational measures adequate to the identified risk, in accordance with Article 32 of the GDPR, including:
- (a) encryption of data in transit (TLS 1.2+) and at rest;
- (b) access controls and multi-factor authentication;
- (c) regular security monitoring and vulnerability assessments;
- (d) data backup and recovery procedures;
- (e) incident detection and response capabilities.

Paragraph 9. Data Breach Notification

RESPONDOAI shall notify the Partner of any Personal Data breach without undue delay, and no later than 24 hours after becoming aware of the breach.
The notification shall include: (a) the nature of the breach and categories of data affected; (b) approximate number of data subjects and records concerned; (c) likely consequences of the breach; (d) measures taken or proposed to address the breach and mitigate its effects.

Paragraph 10. Data Return and Deletion

Upon termination of this DPA, RESPONDOAI shall, at the Partner's choice, return or delete all entrusted Personal Data within 30 days, except where retention is required by applicable law.
RESPONDOAI shall provide written confirmation of deletion upon request.

Paragraph 11. Liability

Each party shall be liable for damages caused by processing that infringes the GDPR, in accordance with Article 82 of the GDPR. The Processor shall be liable only for damage caused by processing where it has not complied with obligations specifically directed to processors or where it has acted outside or contrary to lawful instructions.

Paragraph 12. Term

This DPA shall remain in effect for the duration of the Agreement. Termination of the Agreement automatically terminates this DPA, subject to the data return and deletion obligations of Paragraph 10.

Annex 2: Model Withdrawal Form

(This form should be completed and sent only if you wish to withdraw from the Agreement)

To: RESPONDOAI sp. z o.o., ul. Kowalska 5/203, 20-115 Lublin, Poland Email: contact@respondoai.com

I/We () hereby give notice that I/We () withdraw from the contract for the provision of the following services:

Service name: RESPONDOAI Application Services
Date of contract conclusion: _______________
Name of the consumer(s): _______________
Address of the consumer(s): _______________
Date: _______________
Signature of the consumer(s) (only if this form is sent on paper): _______________

(*) Delete as applicable.

Annex 3: RESPONDOAI Price List

The current RESPONDOAI Price List is available at:

Website: https://www.respondoai.com/en#pricing
Partner Account: available in the Application under Settings > Subscription

The RESPONDOAI Price List forms an integral part of these Terms and Conditions.

Termos e condições