Version 1.0 · Valid from 2026-05-30

Action Audit Terms of Service

Last updated: 30 April 2026

1. General Provisions

  1. These Terms of Service (hereinafter: "Terms") set out the rules for using the Action Audit service provided in the SaaS (Software as a Service) model by Ruby Logic Poland Sp. z o.o., with its registered office in Bielsko-Biała (43-300), ul. Aleksandrowicka 35, Poland, entered in the National Court Register (KRS) under number 0000933511, share capital: PLN 50,000, Tax ID (NIP): 5472228121, Statistical ID (REGON): 520477998 (hereinafter: "Provider").

  2. These Terms apply to the use of:

    • a) the Action Audit Web Platform (hereinafter: "Platform"),
    • b) the Action Audit Mobile Application (hereinafter: "Mobile Application"),
    • c) the Action Booth Employee Kiosk (hereinafter: "Booth"),
    • d) all related APIs, e-mail notifications, and websites

(hereinafter collectively: "Service" or "System").

  1. Access to and use of the Service is conditional upon:
    • a) acceptance of these Terms,
    • b) acknowledgement of the Action Audit Service Privacy Policy (separate confirmation),
    • c) acceptance of the Data Processing Agreement (DPA) — in the case of a Client entering personal data into the System.

Confirmation of the above is made by ticking the relevant checkboxes upon account registration or by signing the relevant documents as part of the Licence Agreement.

  1. The Provider has implemented and maintains an Information Security Management System (ISMS) in accordance with the ISO/IEC 27001:2022 standard, covering the processes related to the development, maintenance, and provision of the Service.

2. Definitions

Term Definition
System or Software The Action Audit computer program provided in the SaaS model, comprising the modules: Action Plan (core), Action Audit (audit), Action Kaizen (employee ideas), Action Change (engineering changes), the Action Audit Mobile Application, and the Action Booth Employee Kiosk.
Client An entrepreneur (legal entity, organisational unit, or natural person conducting business activity) using the Service under these Terms, a Licence Agreement, or during the Evaluation Period.
User A natural person holding an Account in the System, using the Service on behalf of the Client.
Client Administrator A User designated by the Client, with privileges to manage Users' Accounts and the Client's resources in the System.
Account A record in the database identified by an e-mail address (Platform) or phone number (Mobile Application), protected by a password, enabling access to the System.
Evaluation Period (trial) A one-time, free-of-charge trial period referred to in Chapter 4.
Licence Period The period of use of the Service under a Licence Agreement, subject to the payment of a Licence Fee.
Licence Fee The subscription fee (monthly or annual) for the use of the Service during the Licence Period.
Licence Agreement A separate agreement concluded between the Provider and the Client, governing the detailed terms of B2B cooperation (scope, limits, SLA, payments).
DPA A Data Processing Agreement compliant with Art. 28 GDPR.
Client Data All data, information, documents, and content entered into the System by the Client or the Client's Users.

3. Terms of Use

3.1 Licence Grant

  1. Subject to acceptance of these Terms and compliance with their provisions, the Provider grants the Client a limited, non-exclusive, non-transferable, and non-sublicensable licence to use the Service:

    • a) within the scope and limits set out in the Offer or Licence Agreement (Licence Period),
    • b) within the scope and limits determined by the Provider (Evaluation Period).

  2. Under the licence, the Client acquires only the right to use the Service — no transfer of copyright to the Software takes place.

3.2 Access to the Service

  1. The Platform is available at https://app.action-audit.com/, https://az.action-audit.com/, https://us.action-audit.com/, https://app.plandzialan.pl, or at an individual address assigned to the Client.
  2. The Action Audit Mobile Application is available for download from the App Store (iOS) and Google Play (Android).
  3. Access to the Service requires an Account and completion of the authentication process.
  4. The Service is a cloud-based solution — the Client obtains access to the current version of the System (as-is).

3.3 Requirements

  1. Use of the Service is permitted only for persons of full legal age (over 18 years of age).
  2. The Client is required to use current versions of web browsers and operating systems supported by the Provider.

4. Evaluation Period (Trial)

4.1 General Rules

  1. Each Client is entitled to a one-time Evaluation Period lasting a maximum of 60 days from the date of account activation.
  2. The Provider determines the limits for using the Service during the Evaluation Period (e.g. number of Users, attachment storage capacity, available modules).
  3. Use of the Service during the Evaluation Period is free of charge.

4.2 Special Conditions

  1. The Service during the Evaluation Period is provided "as-is", without any warranties — in particular without warranties of availability, completeness of features, fitness for a particular purpose, or continuity of service.
  2. The Provider shall not be liable for any damages arising from the use of the Service during the Evaluation Period, including loss of data, interruptions in availability, or functional limitations.
  3. The Provider reserves the right to refuse access for the Evaluation Period in justified cases, including suspected abuse, corporate espionage, or multiple registrations.

4.3 Personal Data During the Evaluation Period

  1. The Client acknowledges that where personal data is entered into the System during the Evaluation Period, the provisions of the DPA accepted upon registration shall apply.
  2. The Client is responsible for the scope of personal data entered into the System and undertakes to have an appropriate legal basis for their processing.

4.4 End of the Evaluation Period

  1. Upon expiry of the Evaluation Period:

    • a) the Client's access to the Service shall be blocked,
    • b) the Provider shall effectively delete Client Data, i.e. erase data from production databases as well as backups (unless subject to legal proceedings), within 30 days of access being blocked, unless the Client enters into a Licence Agreement.

  2. The Provider shall notify the Client of the approaching end of the Evaluation Period at least 7 days before its expiry, by electronic means.

  3. Transition from the Evaluation Period to the Licence Period takes place on the basis of a Licence Agreement or acceptance of an Offer — Client Data collected during the Evaluation Period shall be retained.

  4. During the Evaluation Period, the Provider does not provide a data export function. The Client acknowledges and accepts that data entered during the Evaluation Period can only be recovered by entering into a Licence Agreement before the deadline referred to in paragraph 1(b).

5. Licence Period

5.1 General Rules

  1. Use of the Service during the Licence Period takes place on the basis of a Licence Agreement or acceptance of an Offer presented by the Provider.
  2. Detailed terms of cooperation, including the scope of available modules, resource limits, SLA parameters, and the amount of the Licence Fee, are set out in the Licence Agreement or the Offer.

5.2 Fees

  1. The Client undertakes to make timely payments of Licence Fees on the terms set out in the Licence Agreement or the Offer.
  2. The Licence Fee is payable in advance on the basis of a VAT invoice to the bank account indicated by the Provider.
  3. Invoices are issued and made available via the National e-Invoice System (KSeF) in accordance with applicable regulations. Where the regulations permit an alternative form, the Provider may alternatively deliver the invoice in electronic form (PDF) to the e-mail address specified by the Client.
  4. In the event of late payment, the Provider reserves the right to:
    • a) charge statutory interest for late payment in commercial transactions,
    • b) temporarily or permanently suspend the provision of the Service — after prior notice to pay within 7 days.

5.3 Termination

  1. The rules for termination of cooperation during the Licence Period are set out in the Licence Agreement.
  2. After the end of the Licence Period, the provisions on data export and deletion set out in the DPA and the Licence Agreement shall apply.

6. Client's Rights and Obligations

6.1 Client's Obligations

  1. The Client undertakes to:

    • a) maintain the confidentiality of authentication credentials (passwords) and not disclose them to third parties,
    • b) promptly notify the Provider of any unauthorised use of an Account,
    • c) designate a Client Administrator responsible for managing Users' Accounts,
    • d) revoke access for Users who have lost their entitlement to use the System,
    • e) make timely payments of Licence Fees (during the Licence Period),
    • f) use the Service in compliance with applicable law and these Terms.

  2. The Client shall be liable for all activities carried out under its Users' Accounts.

6.2 Prohibited Activities

The Client and Users undertake not to engage in the following activities:

7. Provider's Rights and Obligations

7.1 Provider's Obligations

  1. The Provider undertakes to:
    • a) ensure the functioning of the Service with the availability parameters set out in the Licence Agreement or SLA (during the Licence Period),
    • b) take care of the security and integrity of Client Data,
    • c) inform the Client of planned maintenance windows with at least 48 hours' notice,
    • d) inform the Client of security incidents concerning Client Data in accordance with the provisions of the DPA,
    • e) pursue a policy of continuous improvement of the System.

7.2 Exclusions of Liability

  1. The Provider shall not be liable for the non-functioning or malfunctioning of the Service if the cause lies:

    • a) with third-party service providers (hosting, DNS, cloud infrastructure),
    • b) in the Client's equipment, software, or network,
    • c) in actions of the Client or Users in breach of these Terms,
    • d) in force majeure.

  2. The Provider shall not be liable for:

    • a) data and content entered into the System by Users,
    • b) damages arising from the Client's failure to comply with security rules,
    • c) loss of data resulting from Users' actions.

7.3 Changes to the Service

  1. The Provider reserves the right to introduce changes to the scope of the Service, including adding, modifying, or disabling features.
  2. The Provider shall inform the Client of material changes that may affect the manner of using the Service with at least 14 days' notice.

8. Personal Data Protection

8.1 Dual Role of the Provider

The Provider performs two distinct roles with respect to personal data protection:

Data scope Provider's role Description
User account data (first name, surname, e-mail, phone number) Data Controller The Provider independently determines the purposes and means of processing this data — it is necessary for maintaining accounts and providing the Service.
Client Data (content entered into the System by Users: tasks, audits, ideas, comments, attachments, etc.) Data Processor on behalf of the Client The Provider processes this data solely for the purpose of providing the Service, on documented instructions of the Client (controller).

8.2 User Account Data

  1. The Provider is an independent controller of Users' personal data solely with respect to data necessary for maintaining the Account and providing the Service (first name, surname, e-mail address, phone number).
  2. Processing of this data is carried out in accordance with the Action Audit Service Privacy Policy. The Client acknowledges the Privacy Policy upon registration (separate checkbox), and Users — upon their first login to the System.

8.3 Client Data (Content in the System)

  1. With respect to Client Data entered into the System by Users, the Provider acts as a data processor on behalf of the Client (controller) within the meaning of Art. 28 GDPR.
  2. The terms of data processing are set out in the Data Processing Agreement (DPA), a separate document accepted by the Client upon registration or signed as part of the Licence Agreement.

8.4 Client's Obligations

  1. The Client is responsible for the scope of personal data entered into the System and undertakes to have an appropriate legal basis for their processing.
  2. The Client undertakes to fulfil the information obligation towards data subjects whose data is entered into the System (Art. 13–14 GDPR).

9. Intellectual Property Rights

  1. The Action Audit Software is a computer program within the meaning of the Polish Act of 4 February 1994 on Copyright and Related Rights and is subject to legal protection.
  2. All intellectual property rights to the Service, including source code, graphic design, trademarks, documentation, and names, belong to the Provider or its licensors.
  3. The Client retains all rights to Client Data entered into the System.

10. Liability

  1. The Provider's liability under these Terms and the Service — during the Licence Period — is limited to the amount of the net Licence Fee paid by the Client for the licence period in which the damage occurred, unless the damage resulted from wilful misconduct or gross negligence.
  2. During the Evaluation Period, the Provider's liability is excluded to the fullest extent permitted by law.
  3. The Provider shall not be liable for lost profits, indirect, consequential, or special damages.
  4. The limitations of liability do not apply to liability for personal data breaches governed by the DPA.

11. Final Provisions

11.1 Amendments to the Terms

  1. The Provider reserves the right to amend these Terms.
  2. The Provider shall inform Clients of amendments with at least 14 days' notice, by electronic means.
  3. Continued use of the Service after the amendments enter into force constitutes acceptance of the amended Terms. In the event of non-acceptance, the Client has the right to terminate the cooperation with effect from the date the amendments enter into force.

11.2 Governing Law

  1. These Terms are governed by Polish law.
  2. In matters not regulated herein, the provisions of the Polish Civil Code, the Act on Copyright and Related Rights, and the Act on Provision of Electronic Services shall apply.

11.3 Dispute Resolution

Any disputes arising from these Terms shall be resolved amicably, and in the event that an amicable resolution is not possible within 30 days — by the common court having jurisdiction over the Provider's registered office (Bielsko-Biała).

11.4 Language

The original language of these Terms is Polish. In the event of discrepancies between language versions, the Polish version shall prevail, unless mandatory provisions of law provide otherwise.

11.5 Contact

Ruby Logic Poland Sp. z o.o.
ul. Aleksandrowicka 35, 43-300 Bielsko-Biała, Poland
E-mail: [email protected]
Website: https://action-audit.com

11.6 Related Documents

Document Description
Privacy and Cookie Policy — action-audit.com website Processing of data of website visitors, contact form, newsletter
Action Audit Service Privacy Policy Data processing rules for logged-in users of the Platform, Mobile Application, and Kiosk
Data Processing Agreement (DPA) Terms of personal data processing commissioned by the Client
Privacy and Cookie Policy — action-audit.com website Data processing and cookie rules on the website
Action Audit End User Terms Rules for using the Service by Users
Licence Agreement Detailed terms of B2B cooperation

12. Effective Date

These Terms enter into force on 30 May 2026 (14 days from the date of publication).