Terms and documents

This page contains the documents of the koniksystem.com website. The website is operated by Konik System Sp. z o.o., with its registered office in Gdańsk.

Contents

1. koniksystem.com terms of service
2. Privacy and cookie policy
3. Legal notice and company details
4. Terms of the "Collaboration Voucher" promotion
5. Deletion of account and data (KONIK app, Konik CRM, partner panel)

Earlier versions of the documents: Terms of service, Privacy policy, Cookie policy.

1. koniksystem.com terms of service

§ 1. Service provider

The website available at koniksystem.com (the "Website") is operated by Konik System Sp. z o.o., with its registered office in Gdańsk, ul. Jaśkowa Dolina 29 lok. 31, 80-286 Gdańsk, entered in the register of entrepreneurs of the National Court Register (KRS) by the District Court for Gdańsk-Północ in Gdańsk, 7th Commercial Division of the National Court Register under KRS number 0001144320, tax ID (NIP) 9571182157, REGON 540418046, share capital PLN 5,000.00 (the "Service Provider", "we"). The Service Provider runs the brands KONIK (Konik Systems), mrtiq and Xpunkt.

Contact: e-mail howdy@koniksystem.com; personal data matters: rodo@koniksystem.com; correspondence address: the same as the registered office.

§ 2. Definitions

• User: anyone who uses the Website.
• Consumer: a natural person who uses the Website for a purpose not directly related to their business or professional activity.
• Entrepreneur with consumer rights: a natural person running a sole proprietorship for whom the contract is not of a professional nature.
• Services: the services provided by electronic means described in § 3.

§ 3. Services on the Website (free of charge)

• Browsing content: the contract is concluded when you enter the website and ends when you leave it.
• Contact or enquiry form (e.g. KONIK Diagnosis, partner form): sending a message and data so that we can respond. The contract is concluded when the form is sent and ends when we respond or earlier, at the User's request.
• Event registration: under the terms of the event.

We provide paid services (implementation of KONIK systems, mrtiq training, Xpunkt services) under separate contracts and terms, which we provide before they are concluded.

§ 4. Technical requirements

All you need is a device with internet access, an up-to-date browser (Chrome, Firefox, Safari or Edge in a version released within the last 2 years) with JavaScript enabled and, for forms, an active e-mail address. 3D animations require WebGL support.

§ 5. Risks and cookies

1. Using the internet involves typical risks: malware, phishing and interception of transmissions. The Website uses an encrypted connection (HTTPS). We never ask for passwords or payment card details by e-mail.
2. The Website stores cookies and similar data on the User's device. We store strictly necessary ones without consent and all others only with consent. Details are set out in the Privacy and cookie policy.

§ 6. Rules of use

1. The User shall not submit unlawful content, in particular content that infringes the rights of third parties, is offensive or contains malware.
2. Special categories of data (e.g. health data), passwords and the data of third parties must not be entered into forms without a legal basis.
3. Automated downloading of Website content (scraping) and attempts to circumvent security measures are prohibited.

§ 7. Rights to Website content

1. Website content (texts, graphics, animations, 3D models, code, layout and graphic marks) is protected by copyright and belongs to the Service Provider or is used under licence.
2. Names and logos of other entities belong to their owners. Displaying them does not imply partnership or endorsement unless expressly stated.
3. Website content may not be copied or distributed without our consent beyond permitted use.

§ 8. KONIK systems described on the Website

1. On the Website we describe KONIK systems (Konik CRM, Konik Cortex, RevOS and modules) and the KONIK Diagnosis. The description is not an offer within the meaning of the Polish Civil Code.
2. Accounts in KONIK systems, licences and implementation services are governed by separate terms and a contract, which we provide before the contract is concluded.
3. Calculators (e.g. ROI) show estimates based on assumptions. They are not a promise of results.
4. The partner programme form is used only to establish contact. The terms of the programme are set out in the partner agreement.

§ 9. Complaints

1. Complaints about the operation of the Website can be submitted by e-mail to the address given in § 1. Please describe the problem and give an address for our reply.
2. We respond within 14 days of receiving the complaint.
3. A Consumer may use out-of-court dispute resolution methods, e.g. the assistance of a municipal or district consumer ombudsman or the Voivodeship Inspectorate of Trade Inspection. Information: uokik.gov.pl.

§ 10. Personal data

The data controller is the Service Provider. The rules are set out in the Privacy and cookie policy.

§ 11. Consumers and entrepreneurs with consumer rights

1. The services in § 3 are free of charge and you can stop using them at any time, without giving a reason and at no cost.
2. These Terms do not limit the rights that Consumers and entrepreneurs with consumer rights have under provisions of law that cannot be excluded by contract.

§ 12. Amendments and final provisions

1. We may amend these Terms for important reasons, e.g. a change in legislation, in the services or in the Service Provider's details. We publish the new version with its effective date at least 7 days in advance. Amendments do not apply to services already performed.
2. These Terms are available free of charge on the Website.
3. Matters not regulated here are governed by Polish law. Disputes with entrepreneurs are resolved by the court with jurisdiction over the Service Provider's registered office, and disputes with Consumers by the court with jurisdiction under the general rules.

2. Privacy and cookie policy

1. Who the controller is

The data controller is Konik System Sp. z o.o., with its registered office in Gdańsk, ul. Jaśkowa Dolina 29 lok. 31, 80-286 Gdańsk, entered in the register of entrepreneurs of the National Court Register (KRS) under number 0001144320 (District Court for Gdańsk-Północ in Gdańsk, 7th Commercial Division of the National Court Register), tax ID (NIP) 9571182157, REGON 540418046, share capital PLN 5,000.00. The company runs the brands KONIK, mrtiq and Xpunkt.

Contact for data matters: rodo@koniksystem.com or by post to the registered office address.

2. Purposes, legal bases and retention periods

• Contact form, enquiry, KONIK Diagnosis, e-mail, phone: responding and preparing an offer; Art. 6(1)(b) GDPR (steps taken before entering into a contract) or point (f) (legitimate interest: responding to an enquiry); up to 12 months without further contact; after a conversation or an offer, up to 24 months from the last contact.
• Partner programme form: assessing the application; point (b) or (f); up to 12 months from the decision; once a contract is concluded, as for the contract.
• Partner account and panel: running the account, recording referrals, settling commissions; points (b) and (c); for the life of the account; billing data for 5 years from the end of the tax year.
• Data of a person referred by a partner: contacting the referred company; point (f); we inform that person at the first contact (Art. 14 GDPR); up to 12 months without a reply; deleted immediately after an objection.
• Concluding and performing a contract: providing services, settlements; points (b) and (c); for the term of the contract, then until claims become time-barred and for the period required by tax law.
• Event registration: as set out in the information next to the event form.
• Newsletter and commercial information: consent (point (a)) and consent under Art. 398 of the Polish Electronic Communications Law; until consent is withdrawn.
• Server logs (IP address, date, page address, browser): website security and abuse detection; point (f); for the short period needed for that purpose.
• Contacting people at companies (B2B): establishing cooperation; point (f); Art. 14 information at the first contact; up to 12 months without a reply.
• Claims: establishing, pursuing and defending claims; point (f); until the claims become time-barred.

3. Who we share data with

We share data with providers who process it on our behalf under data processing agreements: the provider of the server the website runs on; Supabase Inc. (database and sign-in to the partner panel); our CRM system, which receives form submissions; e-mail providers; our accounting firm. Data may also be received by a law firm and by public authorities where the law requires it. We provide the full list of providers on request.

Where data from this website is stored. The koniksystem.com website and the form handling run on a Hetzner Online GmbH VPS in a data centre in Nuremberg (Germany, EU). Form submissions are sent over an encrypted connection (HTTPS) to our KONIK OPS CRM system (crm.koniksystem.com), which runs on a Hetzner Online GmbH server in a data centre in Helsinki (Finland, EU). E-mail is handled by LH.pl Sp. z o.o. (Poland). The form on this website does not itself use AI models.

4. Transfers of data outside the European Economic Area

Some providers may be based in the USA or have access to data there. We transfer data only on the basis of a European Commission decision finding an adequate level of protection (for the USA: the EU-US Data Privacy Framework, if the recipient is on the official list) or standard contractual clauses. A copy of the safeguards is available on request.

5. Your rights

• access to your data, rectification and erasure;
• restriction of processing and data portability;
• objection to processing based on legitimate interest (always effective against marketing);
• withdrawal of consent at any time (without affecting the lawfulness of processing carried out before withdrawal);
• a complaint to the President of the Polish data protection authority (UODO), ul. Stawki 2, 00-193 Warsaw.

We respond within one month.

6. Do you have to provide data

Providing data is voluntary. Without the data marked as required, we cannot respond to an enquiry, open an account or conclude a contract.

7. Automated decisions

We do not make decisions about you based solely on automated processing that produce legal effects concerning you or similarly significantly affect you.

8. Where we get data from (when not from you)

We receive the data of a referred person from the partner who referred them. The contact details of people at companies come from public sources, e.g. company websites and registers. In both cases we inform the person of this at the first contact.

9. Security

We use encrypted connections (HTTPS) and access control.

10. Cookies and similar technologies

The website stores small files and data on your device (cookies, localStorage, sessionStorage). Strictly necessary ones (website operation, security, sign-in) do not require consent (Art. 399(3) of the Polish Electronic Communications Law, PKE). We store analytics and marketing ones only after you give consent; the website does not currently use them.

• theme (localStorage): remembers the light or dark theme; kept until you delete it.
• konik-boot (sessionStorage): shows the start-up animation once per session; kept until the tab is closed.
• sb-… (Supabase cookies, partner panel): keeps you signed in; for the duration of the session.
• cf_gate (password-protected page): access after entering the password; 30 days.

You can delete cookies or block them in your browser settings. Blocking strictly necessary cookies may make it harder to use the website.

External content. Some pages show previews of our clients' websites (iframes) or links to messaging apps (e.g. WhatsApp). When you view or click such content, its provider may process your IP address under its own rules.

11. KONIK mobile app (iOS, Android)

The KONIK app (developer: Konik System Sp. z o.o.) gives you access to the Konik CRM system (crm.koniksystem.com) on your phone. Accounts are created by the administrator of the company that uses Konik CRM. For data in the company's system, that company is the controller and we process the data on its behalf (data processing agreement). For the account data of KONIK team users and the app's technical data, we are the controller.

• Account and sign-in data: name, e-mail, phone, role; passkeys. Face ID / Touch ID works on your phone; we do not receive any biometric data.
• Content in the CRM: tasks, messages, documents and, in company modules, also client, employee and invoice data entered by the user.
• Camera, photos, files, scanner: only when you choose a photo or file or scan a document yourself; these go to the CRM as attachments.
• Microphone: only when you use voice commands; we convert the recording of the command to text on our server and keep it only in memory for the duration of that operation (no file is saved).
• Notifications: a device token (Apple Push Notification service, Firebase Cloud Messaging) used to send notifications from the CRM; we delete it when you sign out or delete your account.
• AI features: the Konik Cortex assistant and other AI features send the content of your command and the selected CRM data to Anthropic's Claude model (via our server) or to a local model. The app asks for your consent before data is first sent to Anthropic; without consent, the AI features are disabled. You can withdraw consent in Settings → Privacy and account. Anthropic may process data in the USA, on the terms set out in section 4.
• No tracking: the app contains no ads or tracking tools and does not combine data with other companies' data for advertising purposes.

We store data on Hetzner Online GmbH servers in the EU and transfer it over an encrypted connection. You can delete your account and data by following the instructions on the Deletion of account and data page.

12. Changes

We announce changes to this policy on this page, together with the date of the update.

3. Legal notice and company details

This website is owned and operated by Konik System Sp. z o.o., with its registered office in Gdańsk. The company runs the brands KONIK, mrtiq and Xpunkt (KONIK Group).

Copyright. The texts, graphics, animations, 3D models, code and layout of the website are protected by copyright. They belong to Konik System Sp. z o.o. or are used under licence. They may not be copied or distributed without our consent beyond permitted use.

Other companies' marks and names. The names and logos of tools and companies we work with or whose technology we use belong to their owners. Displaying them does not imply partnership, certification or endorsement unless expressly stated.

Figures and results. Client results depend on each client's situation and are not a guarantee. Estimates (e.g. in the calculator) are assumptions, not a promise of results.

AI content. Some of the graphics and content on this website are created with the help of AI tools and are reviewed by our team.

Liability. The content of the website is for information only and is not an offer within the meaning of the Polish Civil Code. Only an offer and a contract provided by our team are binding.

Prices. Prices on this website are for information only and do not constitute an offer within the meaning of Article 66 § 1 of the Polish Civil Code. They are an invitation to enter into negotiations (Article 71 of the Polish Civil Code). This material is addressed to businesses. Prices are shown net and gross (23% VAT). Only the price and scope set out in an individual offer or agreement are binding. We reserve the right to change prices, the scope of services and the content of this website, and to correct errors. Descriptions, examples and calculations, including calculators, are illustrative and do not guarantee results.

4. Terms of the "Collaboration Voucher" promotion (Bon na współpracę)

We redeem the voucher from the flyer under the terms of the "Collaboration Voucher" promotion. We will e-mail you the full terms on request: howdy@koniksystem.com or tel. +48 502 417 719.

Key terms. The voucher cannot be combined with other promotions or discounts. It cannot be exchanged for cash or a cash equivalent. Each business (one tax ID) may use one voucher. The voucher is valid for 60 days from the date it is issued. We may refuse to redeem a voucher in case of abuse, for example copied vouchers or one business trying to use several vouchers.