Calan Online Services

CalanOS Terms and Conditions

1. Introduction

The Regulations for the provision of the online verification of tax data service (hereinafter referred to as the Regulations) specify the type, scope, technical and organizational solutions provided in the field of an accounting online tool by Calan & Associes sp. z o.o. with its registered office in Warsaw and fees for the services provided.

2. Definitions

Regulations – this document called "Regulations for the provision of the accounting toolbox CalanOS".

Provision of electronic services – performance of a service provided without the simultaneous presence of the parties (at a distance), through the transfer of data at the individual request of the Client, sent and received by means of electronic processing devices, including digital compression and data storage, which is entirely transmitted, received or transmitted via a telecommunications network within the meaning of the Act of 16 July 2004 – Telecommunications Law.

Services – services provided electronically in accordance with these Regulations. The services are not intended for consumers and can only be used by entities conducting business activity or their employees/representatives. The conclusion of the contract for Services in the Standard model takes place at the moment of accepting the Regulation and creating an Account by the first User belonging to the Customer's organization. The conclusion of a contract for Services in the Business or Premium model takes place along with the selection and payment of a given model.

Client – an entity using the Services after the conclusion of a contract for the provision of electronic services.

User – a natural person who uses the Services on behalf of the Customer. From 1 to 5 Users may be assigned to one Client.

Service Provider/Calan – Calan & Associes sp. z o.o. with its registered office in Warsaw.

Fees – fees paid for the use of the Business and Premium Services.

Account – an individual User profile necessary to use the Service created for a specific natural person after providing the following data: e-mail address, name, surname, password, telephone number, name of the organization (company).

3. Types and scope of provision of services

a) Checking whether the NIP number is on the so-called white list of VAT taxpayers (module: NIP Checker);
b) Validation of the JPK VAT file (module: JPK Checker);
c) Comparison of two JPK files (module: JPK Comparer).

Services are provided only to the User who created the Account.

To use the services, the User must have access to the Internet and an end device (computer, tablet, smartphone) enabling the processing of files in xml and xls formats.

a. Module NIP Checker

Purpose: we verify the existence of a taxpayer (company, natural person) (after the NIP number) on the white list of VAT taxpayers in Poland.

User uploads: Excel file with 1 column with NIP numbers. Up to 1,000 VAT numbers per file (in the Premium model).

The application generates

- Company name
- Address
- Bank account number
- Official registration date
- Status on the list of VAT payers
- REGON
- KRS

The application retrieves data using the government API (all information comes from here):

https://www.gov.pl/web/kas/api-wykazu-podatnikow-vat

After the User downloads a file, it is archived so that the same (or another authorized) User can download it again at any time.

b. Module JPK Checker

Purpose:we carry out a series of automatic checks of the JPK VAT file in order to check its compliance with legal requirements before the User sends the file to the tax administration. It is a tool for Users to verify whether their JPK VAT file is correct or does not contain significant errors. User uploads: JPK VAT file in XML format.

Test list

• in the Standard version (free) the application verifies 9 criteria (marked in yellow) by conducting 9 tests (about 30% of available tests),
• in the Business (paid version) and Premium (paid version) versions, the application verifies a minimum of 30 criteria and conducts a minimum of 30 tests (all available tests). The entire list of tests conducted is available in the module section in the application.

The application generates: Excel file with a record of the number of errors per test that were found.

Data: we store data (source of JPK + generated Excel file) to enable the User to download again their files or other authorized users in the company to use them.

c. Module JPK Comparer

Purpose: to compare 2 JPK files to see what the differences between them (in the value of records) are.

User uploads: 2 JPK in XML format.

The application generates: an Excel file with a summary of the file in which the differences were found. The Excel file contains 3 different tabs with classified differences.

3 comparisons of uploaded 2 files are made:

a. Differences in value (Różnice_Value)
b. Differences in output tax (Różnice_podatek_nalezny)
c. Differences in input tax (Różnice_podatek_naliczony)

Data: The data is stored to allow the User (or another authorized user) to download the summary file again.

4. User Obligations

The User is obliged to use the Services in a manner consistent with the Regulations.

may not

• use the Services in any way that could disrupt the Services or otherwise negatively affect Calan's business;
• upload, using the Account or otherwise, data that could disrupt the Services or otherwise negatively affect Calan's operations.
• upload using the Account or otherwise data that he obtained illegally or data the submission of which (upload) would constitute a tort, breach of any contract or crime.

In the event of a breach of the Regulations by the User, Calan may suspend the User's Account for a definite period, after informing the User about it. Suspension of the Account does not entitle the Customer to request a refund of the fee for using the Service during the period of suspension of the Account.

Calan may delete the User Account, that has been previously suspended, if he violates the Regulations once again. Deletion of the Account does not entitle the Customer to request a refund of the fee for using the Service in the period after the deletion of the Account.

5. Fees

Calan offers three versions of the Services provided: one free of charge with a limited range of Services and two paid ones, which enable the use of the Services in a wider range and on a larger scale.

If Customer choose and pay for the Services in the Premium or Business model, the User uses these models for a period of 1 month and after this period he may resign from the paid model. If the resignation from paid model is submitted, the User returns to the free Standard model.

In the absence of resignation, the paid model chosen by the User will be automatically renewed for the next month (automatic subscription).

Payment for the Services by the user is possible in the form of a bank transfer, using a credit card and other payment methods that Calan may introduce.

Choose a plan	Standard Free	Premium 990.00PLN / Month	Business 1990.00PLN / Month
NIP checks per month	40	10000	20000
Maximum NIP per check	10	100	1000
Company data enrichment
JPK checks per month	1	3	100
JPK manual check		On demand	On demand
JPK comparisons per month	2	6	100
JPK manual comparison		On demand	On demand
Bank Account checks per month	40	10000	20000
Maximum bank account per check	10	100	1000
JPK Sender per month	10	50	100
JPK Sender manual send	On demand	On demand	On demand
Users	1	2	5
File history	30 days	90 days	180 days
Help Center
Priority Support
Calan Dedicated Manager

6. Data processing, including personal data

Services provided by Calan in accordance with these Regulations are provided to Users based on data obtained from them, which are processed in the resources of the Service Provider.

The issue of data processing, including personal data, on end devices has been regulated in the "Privacy Policy".

Calan & Associes sp. z o.o. with its registered office in Warsaw, Ogrodowa 7, 00-893 Warsaw, KRS: 0000079983 NIP: 5272361418, REGON: 017426579, is the administrator of data processed as part of the Services provided. Calan can be contacted at the above address data.

All data, including personal data used as part of the Services, are processed in accordance with these Regulations. The data is not used by the Service Provider for any other purpose than the provision of Services.

The Administrator processes Users' data, including data provided by the User when creating an Account, such as: email address, name, surname, password, telephone number.

7. Liability

1. The Service Provider shall not be liable for temporary or permanent suspension of the availability of the Services, in particular damages or problems resulting from link failure or insufficient bandwidth on the part of the service recipient.
2. Unless otherwise provided for by generally applicable law, in the scope of obligations related to the provision of Services to Users, the Service Provider's liability is limited to damage caused intentionally or due to gross negligence and in no case will it exceed the amount of remuneration received from a given Customer in the last 12 months.
3. The Service Provider shall not be liable for damages resulting from non-compliance by Users with the rules set out in these Regulations.
4. The Service Provider is not responsible for the correctness of the data entered by the User in order to use the Service.
5. The User acknowledges that the Service Provider has exercised due diligence in creating the Services and is working on maintaining the high quality of the Services provided on an ongoing basis, however, it is the User who is responsible for the correctness of the files sent to the tax administration and under no circumstances may claim against the Service Provider for errors in the sent JPK files for which he used the Services.

8. Changes, Dispute Resolution and Governing Law

The provisions of these Regulations may be changed by the Service Provider at any time. Changes introduced to the Regulations are binding for Users and Clients from the beginning of the month following the month of making them available to Users or later if the Service Provider so decides. Niniejszy regulamin podlega prawu polskiemu.

These regulations are governed by Polish law.

9. Complaint procedure

The User may file a complaint using the contact form on the website used to use the Services.

Calan will review the complaint within no more than 14 days from the date of receipt of the complaint. During this period, Calan will provide the applicant with a response in the form of an email to the address indicated when submitting the complaint. In the event of complaints or disputes arising from the use of the Services, the Service Provider will strive for clarification and amicable settlement based on the data and information it has. If the disputes are not resolved through negotiations within 30 days, the dispute will be resolved by the court competent for the Service Provider's registered office.

10. Termination of Business or Cessation of Services

The Service Provider may at any time decide to discontinue the provision of one, several or all Services. The Service Provider will strive to terminate the provision of the Service or Services at the end of the month.

In the event of cessation of the provision of the Services described in these Regulations, the Service Provider will make every effort to inform about it in advance and limit the difficulties for Users.

User may choose to delete the account at any time. In the event of deletion of the accounts of all Users assigned to a given Client, the contract for the provision of services concluded with this Client shall be terminated. The contract with a given Client shall be terminated on the date of removal of the last User Account or at the end of the monthly subscription period of the Premium or Business model, whichever occurs later.

Privacy Policy

Calan & Associes sp. z o.o. (Calan) fully respects the right to privacy and protection of technological data. This document sets out the principles of confidentiality, i.e. how we treat your personal data and personal data processed as part of the service we provide.

Each User should read this document carefully before using the Services. By using the Services, you confirm your acceptance of these terms.

By using the services offered by Calan, consisting of online tax data verification service, you confirm your acceptance of the "Regulation sfor the provision of online tax data verification service".

DEFINITIONS

Administrator – Calan & Associes spółka z o.o. with its registered office in Warsaw (00-893), Ogrodowa 7, KRS: 0000079983, NIP: 5272361418, REGON: 017426579

Services

a) Checking whether the NIP number is on the so-called white list of VAT taxpayers (module: NIP Checker);
b) Checking the correctness of the JPK file (module: JPK Checker);
c) Comparison of two JPK files (module: JPK Comparer).

Cookies – means IT data, in particular small text files, saved and stored on devices through which the User uses the Services.

System log – this is the information that the User's computer provides to the server at each connection, it may contain various data (e.g. IP number), from which it is possible to more or less accurately determine where the connection came from,

IP address – an individual number, which usually has every computer connected to the Internet, the IP number can be permanently associated with a given computer (static) or assigned to it for a given connection (dynamic),

Device – means an electronic device through which the User accesses the Services.

User – means a natural person representing an entity for which, in accordance with the Regulations, electronic services may be provided, with which an Agreement for the provision of electronic services may be concluded.

DATA SECURITY

We use personal data to enable the operation of the website and the services provided by it, to ensure its security and to guarantee the provision of services to Users at the highest level.

Taking care of the protection of personal data processed by Calan, we use appropriate organizational and technical solutions to prevent interference with the privacy of Users by third parties.

Communication between your computer and our server takes place in an encrypted manner using the SSL (Secure Socket Layer) protocol, which is a special standard for data transfer, which significantly increases the protection of data transmission in the network.

The data is stored in a database protected against access by third parties and only authorized persons related to the provision of the Services have access to them and are obliged to keep the information obtained confidential.

INFORMATION OBLIGATION

The Website through which the Services are provided is administered b the Administrator, which provides services electronically, stores and obtains access to information provided by the User, processes personal data concerning the User obtained e.g.. as part of the provision of Services.

If you have any questions, comments or requests regarding this Privacy Policy, you can contact us at the following email address dpo@calan.com

DATA COLLECTION AND PROCESSING

• the public IP address of the terminal equipment from which the request came;
• user's station name – identification carried out by the http protocol, if possible;
• the time of arrival of the inquiry;
• the first line of the http request;
• http response code
• the number of data sent by the server;
• URL address of the page previously visited by the User (so-called referer link) – if the website was accessed via an external link;
• information about the User's browser;
• information about errors that occurred during the execution of the http transaction.

The above-mentioned data are not associated with specific persons browsing the Website.

The Website does not automatically collect any information except for the information contained in Cookies The information collected in this way is used, e.g. to manage the Services as well as to identify possible security threats, and in the case of the so-called "advertising" cookies, this will enable us to provide personalized advertising content - each User can accept cookies, or he has the option of disabling them in the browser, so that no information will be collected.

1) address email
2) name
3) surname
4) password
5) telephone number
6) Name of the organization (company).

Providing these ch data is voluntary, but without providing them you may not be able to use the Services.

• name and surname;
• e-mail address (e-mail address);
• telephone number;

Providing the data indicated above is voluntary, however, without providing them, it may not be possible to use the website in this respect – without this information we will not be able to contact you.

• to better tailor Services to your needs;
• in order to consider complaints or objections submitted by the User;
• in order to create statistics on the use of the Services,

Your personal data collected and processed by the Administrator for purposes related to the use of the Services, including data obtained via contact forms, are processed for the purpose and period necessary for the proper performance of the Services and until the end of the limitation period for possible claims and possibly activities related to the pursuit of the conclusion of the contract and its implementation. Depending on the type of Service, the data may be processed for purposes resulting from activities related to its implementation, from legitimate interests pursued by the Administrator, as well as on the basis of the User's consent – for purposes consistent with the content of the consent granted (legal basis Article 6 paragraph 1 letters a), b) and f) of the GDPR).

In the scope of the Services, the Administrator processes data, including personal data contained in files sent to the Administrator's resources by website Users who want to use the Services and these are the data included in the JPK files provided. The scope of data entrusted for processing depends only on the Users. Users using the service available to the general public by uploading files that will be processed for the purpose of the Service do so by accepting these Terms of Service and the Privacy Policy.

By using Services you send files that will be processed in order to obtain the result of verification – you do this by accepting the Terms of Service and the Privacy Policy of the Administrator.

The processed documents as part of the service are stored by us for a certain period of time in order to allow you to use them again. The maximum retention time of the data is 6 months (for the Premium model – please refer to Terms of Service).

DATA RECIPIENTS

The recipients of data, including personal data, to which the Administrator may entrust data, will be providers of legal and IT services, including entities dealing with hosting, storage) of data for the Administrator. The recipients of data to whom the Administrator may share the data are public authorities.

The data we collect, including personal data, is not transferred to international organizations. Data may be transferred to third countries, such as the United States of America and the Republic of India, which results from the use of IT companies with branches in these countries. Personal data may be processed by other entities in accordance with European Union or national law.

USER RIGHTS

• access to data;
• rectification of data;
• withdrawal of consent to data processing;
• erasure or restriction of processing;
• lodge a complaint with the supervisory body in the field of personal data protection – the President of the Office for Personal Data Protection;

If you would like to exercise your rights regarding your personal data, please contact us via the contact form available on the website or write to the following e-mail address: dpo@calan.com

COOKIES

Each User can independently change the settings for Cookies in his web browser, e.g. he can partially limit or completely disable the possibility of saving cookies. If you do not change the settings in the above scope, cookies will be saved in the memory of your Device. Changing the settings of Cookies may limit the functionality of the Services.

• facilitate the User's use of the Services while browsing,
• subsequent association of the User in the event of re-connection of the Website with the device on which they were saved;
• adjusting the content of websites on which the Services are provided to the User's preferences and optimizing the use of websites;
• create statistics that help to understand how Users use websites, which allows improving their structure and content;
• provide personalized advertising content.

• Session cookies: they are stored on the User's Device and remain there until the end of the browser session. The saved information is then permanently deleted from the Device's memory. The mechanism of session cookies does not allow to download any personal data or any confidential information from the User's Device;
• Persistent cookies: they are stored on the User's Device and remain there until they are deleted. Ending the session of a given browser or turning off the Device does not remove them from the User's Device. The mechanism of persistent cookies does not allow to download any personal data or any confidential information from the User's Device.

a. "necessary" cookies, enabling the use of services available as part of the Services,
b. cookies used to ensure security,
c. "performance" cookies, enabling the collection of information on the use of the website;
d. "functional" cookies, enabling "remembering" the settings selected by the User and personalizing the User's interface;
e. "advertising" cookies, enabling Users to provide advertising content more tailored to their interests. Advertising messages tailored to the User's preferences using Google Adwords analytical tools – Cookie administrator: Google Inc. based in the USA
f. cookies used for analysis and research as well as audience audit – collecting general and anonymous static data, creating anonymous statistics via analytical tools (Google Analytics – Cookie administrator: Google Inc. based in / s in the USA).

CHANGES TO THE PRIVACY POLICY

Calan reserves the right to change the privacy policy and any changes to it will be made available on the website by publishing a new edition of the privacy policy and are binding from the day following the day of publication.

Terms & Privacy