Veltify

Terms and Conditions of Use

("Terms of Service")

These Terms govern your use of Veltify websites, services, and applications available at https://app.veltify.com (the "Service"). They apply to all users who access or use the Service. Please read them carefully before using the Service.

By accessing or using the Service, you confirm that you have read, understood, and agree to be bound by these Terms, including that:

  • You are an adult with full legal capacity to enter into binding agreements.
  • You must register an account by creating a username and password; accounts registered by "bots" or other automated methods are not allowed.
  • You agree to provide accurate, complete and up-to-date registration information.
  • You are responsible for keeping your password confidential and secure.
  • One account may only be used by a single natural person.
  • You may create separate user accounts for as many people as are permitted under the paid package you have purchased (as indicated in the Order Form).
  • You are fully responsible for all activities that occur under your account.
  • You will promptly notify us in writing or by e-mail if you become aware of any unauthorized access or use of your account or any breach of these Terms.

If you do not agree to these Terms, you must not use the Service.

These Terms constitute the entire agreement between you and the Service Provider regarding the use of the Service and supersede all prior offers, statements, and agreements relating to the Service.

If you use the Service on behalf of a company or other legal entity (the "Organization"), you represent and warrant that you are authorized to bind that Organization to these Terms, and "you" and "your" will refer to both you personally and that Organization.

1. The Service

1.1. Service Provider

The provider of the Service is:

Veltify sp. z o.o.

with its registered office at: Wolbromska 18/1b, 53-148 Wrocław Poland,

entered into the Register of Entrepreneurs of the National Court Register kept by the District Court in Wrocław,

share capital: 5 000 PLN

(the "Service Provider", "Veltify", "we", "us", "our").

1.2. Business Customers Only

The Service is provided exclusively to legal persons and other entities with legal capacity (B2B). The Service is not intended for consumers / individual customers.

1.3. Nature of the Service

Veltify is a cloud-based platform which may be used, in particular, for:

  • managing an internal talent pool and consultant / employee profiles,
  • generating and managing "Blind CVs" and other CV formats,
  • organizing skills, experience, and project history data,
  • supporting sales processes involving CVs and staffing proposals,
  • providing insights and basic analytics related to profiles and assignments.

The Service is provided on an "as is" basis and may evolve over time as we refine and add features.

1.4. Changes to the Service

We may add, modify, or remove features, functionalities, or tools of the Service at any time at our sole discretion. If we make a material adverse change to the core functionality of the Service, we will notify you by posting an announcement in the Service or sending you an email at least 14 days in advance. In such a case, you have the right to terminate the Agreement within that notice period.

1.5. Access Requirements

Access to the Service is provided over the Internet and is available via supported web browsers (e.g. the latest versions of Google Chrome). You are responsible for obtaining and maintaining your own Internet access and compatible hardware and software.

1.6. Availability and Maintenance

We aim to keep the Service available on a continuous basis. However, we may temporarily suspend access for technical reasons (e.g. breakdowns, maintenance, updates, modernization, or expansion of infrastructure).

If a technical interruption lasts longer than 24 hours, you may request an extension of your subscription free of charge for the number of full days during which the Service was unavailable due to such interruption.

1.7. Third-Party Services

The Service may enable or rely on integrations, communication, or data exchange with third-party websites, services, or applications ("Third-Party Services").

  • We are not responsible for the operation, availability, or content of any Third-Party Services.
  • You are solely responsible for acquiring any necessary rights to use Third-Party Services and complying with their terms and conditions and privacy policies.
  • We do not provide any warranties or representations regarding Third-Party Services.
  • Any interaction or exchange of data between you and a Third-Party Service is solely between you and that third party and is at your own risk.

1.8. Support

We may provide technical or customer support as described in your subscription terms or Order Form. You can contact us at: support@veltify.com.

2. Trial Period

2.1. We may offer a free trial period of the Service ("Trial Period"). The length and specific conditions of any Trial Period will be indicated in the relevant Order Form or in-product information.

2.2. From time to time, we may also offer certain features or versions of the Service as beta or experimental ("Beta"). Beta versions are under development and may be incomplete, contain bugs, or be less stable than the general release. Your use of any Beta is at your own risk and may be subject to additional terms.

2.3. After the Trial Period ends, continued use of the Service requires:

  • completing your company details in the Service, and
  • paying the applicable subscription fees.

If you do not complete these steps, access to the Service may be limited or suspended.

3. Account Registration and Administration

3.1. To use the Service, you must register an account ("Account"). By creating an Account, you become a Veltify customer (the "Customer").

3.2. The first user who creates an Account is automatically assigned as the Account Administrator ("Admin").

3.3. Admin Role

Each Admin is deemed to be an authorized representative of the Customer. Any decision or action taken by any Admin is considered a decision or action taken by the Customer. An Admin may:

  • add or designate other users as Admins,
  • manage user permissions and roles,
  • purchase, upgrade, or downgrade the Subscription,
  • manage access to Customer Data (including viewing, editing, or deleting it),
  • enable or disable integrations with Third-Party Services.

3.4. Authorized Users

Within an Account there may be different types of users (collectively, "Authorized Users" or "Users"). The features and permissions available to each User depend on:

  • the Subscription Plan applicable to that Account, and
  • the configuration and permissions granted by the Admin.

3.5. Responsibility for Users

The Customer is responsible for all activities conducted by its Users, including external collaborators added to the Account. Any action taken by a User is deemed an action authorized by the Customer.

3.6. Domain-Based Administration

You acknowledge that, if your Account was registered with a company email domain (e.g. @yourcompany.com), ownership and control of the Account may be assumed by a representative of the entity that owns that domain.

4. Pricing and Payment

4.1. Order Form

Orders for the Service are placed using an Order Form, which may be:

  • an online form within the Service,
  • an in-product subscription screen, or
  • an offline document agreed by both parties (including via email).

The Order Form will specify, at minimum:

  • the Service and Subscription Plan,
  • the Subscription Term, and
  • applicable fees (the "Subscription Fees").

The Order Form forms an integral part of the Agreement.

4.2. Subscription Term

The Service is provided on a subscription basis for the term specified in the Order Form (the "Subscription Term") under the agreed subscription plan (the "Subscription Plan"; jointly: the "Subscription").

4.3. Fees and Currency

In consideration for the Service (excluding any Trial Period), the Customer shall pay the Subscription Fees set out in the Order Form. Unless stated otherwise:

  • fees are net of VAT (VAT will be added where applicable),
  • fees may be expressed in EUR, USD, PLN, or another agreed currency.

4.4. Payment Methods

Subscription Fees may be paid by:

  • bank transfer,
  • credit or debit card, or
  • other online payment methods we make available.

4.5. Invoicing and Due Date

Invoices will be issued within 7 days from the start of using the Service or the beginning of the Subscription Term (as applicable) and sent to the email address provided during Account registration. Payment is due within 14 days from the invoice issue date, unless stated otherwise in the Order Form.

4.6. Changes in Number of Users / Resources

If, during the Agreement, you increase the number of Users or managed resources beyond what is included in your Subscription:

  • the Subscription Fee will be adjusted proportionally, and
  • you will be charged for the additional Users/resources for the remaining period until the next billing date.

Further details may be specified in your Order Form.

4.7. Fee Changes

We may change Subscription Fees at any time by giving you at least 30 days' prior written notice (via the Service or e-mail). If you do not agree with the updated fees, you may terminate the Agreement within this 30-day notice period.

4.8. Failure to Pay

If we are unable to collect due Fees within the additional time specified in a written notice (not shorter than 7 days):

  • we may attempt to collect them again at a later time, and/or
  • we may suspend or cancel your Account.

4.9. Automatic Renewal and Termination

If the Subscription Term in the Order Form expires, the Agreement may continue for an indefinite period under the same conditions, unless otherwise agreed. In such a case, the Customer may terminate the Agreement with a 30-day notice period.

4.10. Refunds

Unless explicitly stated in these Terms or the Order Form, Subscription Fees are non-refundable and non-cancelable. Certain refund requests may be considered by us individually and granted at our sole discretion.

5. Public Content

5.1. The Service may allow you to upload, enter, or generate content such as employee profile data, skills and experience descriptions, project history, certificates, languages, notes, and CV templates (collectively, "Customer Content"). Depending on your configuration and user permissions, Customer Content may be shared within your organization's workspace with other authorized Users.

5.2. By submitting Public Content, you grant Veltify a worldwide, non-exclusive, irrevocable, transferable, perpetual, royalty-free license (with the right to sublicense) to:

  • use, copy, store, reproduce, process, adapt, modify, publish, transmit, translate, create derivative works, display, and distribute such Public Content,
  • in connection with operating, improving, and providing the Service,
  • according to your settings and the functionalities you use.

5.3. This license also includes the right to adapt your Public Content for technical reasons (e.g. to transmit it over networks or display it on different devices).

5.4. All Public Content posted on or through the Service is the sole responsibility of the person who originated it. We do not endorse or guarantee the accuracy, completeness, or usefulness of any Public Content.

5.5. We are not obligated to back up any Public Content. Your Public Content may be deleted at any time without notice. You are responsible for maintaining your own backups if you wish to keep copies.

5.6. Your use of or reliance on any Public Content is at your own risk. Veltify will not be liable for any loss or damage arising from your use of Public Content.

6. Privacy

6.1. The Service Provider cares about your privacy. We collect and process personal data in connection with registration, use of the Service, billing, support, communication, and marketing. Details are provided in our Privacy Policy and, where applicable, our Data Processing Agreement (DPA).

6.2. Roles under GDPR

  • For data processed for our own purposes (e.g. user registration, billing, communication), Veltify acts as Data Controller.
  • For data you enter or upload into the Service on behalf of your Organization (e.g. employee data, skills, CVs, project history) ("Customer Data"), we act as Data Processor and your Organization remains the Data Controller.

6.3. We process personal data in particular to:

  • provide and improve the Service,
  • perform contracts and manage accounts,
  • handle support requests,
  • ensure security and detect abuse,
  • conduct direct marketing of our own products and services where permitted.

Legal bases include Article 6(1)(b), (c), and (f) GDPR, and where required, your consent under Article 6(1)(a) GDPR.

6.4. Providing personal data is generally voluntary, but necessary to use the Service. Failure to provide required data may make it impossible to register or use certain features.

6.5. Personal data is kept for the period necessary to:

  • perform the Agreement and provide the Service, and
  • thereafter, for the limitation period of potential claims (as required by applicable law).

Data processed based on consent is kept until such consent is withdrawn.

6.6. Personal data may be shared with:

  • entities supporting us in providing the Service (hosting, payment processors, email providers, etc.),
  • entities cooperating with us in the development of the Service,
  • public authorities, where required by law.

All such entities are bound by appropriate confidentiality and data protection obligations, including data processing agreements where required.

6.7. Your GDPR rights include, in particular:

  • access to your personal data,
  • rectification and erasure,
  • restriction of processing,
  • data portability,
  • the right to object to processing,
  • the right not to be subject to decisions based solely on automated processing, including profiling (where applicable).

You also have the right to lodge a complaint with the supervisory authority, which in Poland is the President of the Personal Data Protection Office.

6.8. Details of data processing, hosting locations, and subprocessors are described in our Privacy Policy and DPA, which form an integral part of the Agreement.

7. License to Use the Service

7.1. Subject to these Terms and payment of applicable fees, Veltify grants you a personal, limited, non-exclusive, non-transferable, non-sublicensable, worldwide license to use the Service for your internal business purposes and in accordance with the scope of your activity.

7.2. All rights not expressly granted to you are reserved by the Service Provider.

7.3. We may suspend or terminate your license and/or access to the Service if you breach these Terms. If termination results from your breach, you are not entitled to any refund of prepaid fees.

8. Your Conduct

8.1. You are responsible for your use of the Service and for any content you upload, enter, or share.

8.2. By submitting content, you represent and warrant that you have all necessary rights and legal bases (including any employee consent or other lawful ground under GDPR) to process and share such data via the Service.

8.3. You agree not to post or submit content that:

  • violates any law or rights of others (including privacy and intellectual property rights),
  • is unlawful, harmful, abusive, defamatory, harassing, hateful, or otherwise objectionable,
  • exploits or seeks to harm minors,
  • discloses personal data of third parties without a legal basis,
  • you do not have the right to make available under contractual or legal obligations.

8.4. We reserve the right, but are not obliged, to remove content that violates these Terms or applicable law.

8.5. You are solely responsible for your conduct and for ensuring you have the necessary permissions to use any data in the Service.

9. Data Backup and Recovery

9.1. We perform regular backups of the Service data on third-party servers. The frequency and technical details of backups are determined by us and may change over time.

9.2. While we use reasonable efforts to protect and recover data, we do not guarantee that no data loss will ever occur. You are encouraged to maintain your own backups of critical information where feasible.

10. Confidential Information

10.1. In connection with the Agreement and use of the Service, each party ("Disclosing Party") may disclose to the other party ("Receiving Party") non-public information such as business, product, technical, financial, organizational, or customer information ("Confidential Information").

10.2. Customer Data is considered the Customer's Confidential Information. The Service, underlying technology, documentation, and performance data are considered the Service Provider's Confidential Information.

10.3. Confidential Information does not include information that:

  • is or becomes publicly available without breach of these Terms,
  • was lawfully known to the Receiving Party before disclosure,
  • is received from a third party without breach of any obligation,
  • is independently developed without use of Confidential Information.

10.4. The Receiving Party will:

  • use Confidential Information only for purposes related to the Agreement,
  • protect it with at least reasonable care,
  • limit access to individuals and entities on a "need-to-know" basis who are bound by confidentiality obligations at least as protective as those in these Terms.

10.5. Confidential Information may be disclosed if required by law or court order, provided that (where legally permitted) the Disclosing Party is notified without undue delay to allow it to seek protective measures.

10.6. Confidentiality obligations survive for 5 years after termination or expiry of the Agreement.

11. Intellectual Property and Feedback

11.1. The Service, including all software, interfaces, designs, brand elements, logos, and related intellectual property, are owned by the Service Provider or its licensors and are protected by applicable laws.

11.2. Using the Service does not transfer to you any ownership of intellectual property rights. You only obtain a limited license as described in Section 7.

11.3. Nothing in these Terms gives you the right to use Veltify's name, logos, or trademarks, except as necessary to use the Service in accordance with these Terms.

11.4. Any feedback, suggestions, or ideas you provide about the Service may be freely used by us, without any obligation or compensation to you.

12. Acceptable Use

You must not:

  • use the Service for unlawful purposes or to promote illegal activities,
  • upload or share more personal data than is necessary for the intended business use,
  • attempt to gain unauthorized access to the Service or related systems,
  • interfere with or disrupt the Service or its users (e.g. by distributing malware, overloading systems, or sending spam),
  • circumvent security or authentication measures,
  • use the Service via automated means not provided or authorized by us (e.g. scraping where not permitted),
  • impersonate others or misrepresent your affiliation.

We may investigate and/or suspend your Account if you violate these rules.

13. Copyright / DMCA Notice

If you believe that content available through the Service infringes your copyright or other intellectual property rights, please notify us at: privacy@veltify.com.

Your notice should contain all information required under applicable law so that we can assess and, if necessary, remove or restrict access to the allegedly infringing content.

14. Third-Party Links

The Service may contain links to third-party websites or services. We do not control and are not responsible for:

  • the content of such websites or services,
  • any products or services offered there, or
  • any damage or loss resulting from your use of them.

Your use of third-party sites and services is at your own risk and subject to their own terms and privacy policies.

15. Indemnity

To the maximum extent allowed by law, you agree to indemnify and hold harmless the Service Provider, its affiliates, officers, employees, agents, and partners from any claims, losses, liabilities, damages, and expenses (including reasonable legal fees) arising out of:

  • your use of the Service contrary to these Terms, or
  • your violation of applicable law or the rights of third parties.

16. Security

We use technical and organizational measures designed to protect your data, including:

  • SSL/TLS encryption for data in transit,
  • secure server infrastructure,
  • restricted access to payment information handled by authorized payment processors.

However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

17. Entire Agreement

These Terms, together with the Order Form, Privacy Policy, and (where applicable) Data Processing Agreement, constitute the entire agreement between you and the Service Provider regarding the Service.

If any provision of these Terms is held invalid or unenforceable, the remaining provisions will remain in full force and effect. The invalid provision will be replaced by a valid provision that best reflects the original intent.

18. No Warranty

The Service is provided on an "as is" and "as available" basis. To the fullest extent permitted by law, we disclaim all warranties, whether express, implied, or statutory, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement.

We do not warrant that:

  • the Service will meet your expectations,
  • the Service will be uninterrupted, error-free, or fully secure,
  • any defects will be corrected within a particular time.

You are responsible for determining whether the Service meets your needs.

19. Limitation of Liability

To the fullest extent permitted by law:

  • the Service Provider will not be liable for any indirect, incidental, special, consequential, or punitive damages, loss of profits, loss of data, or business interruption, even if advised of the possibility of such damages;
  • our aggregate liability for any claims related to the Service will not exceed the higher of:
    • 500 USD (or equivalent in other currency), or
    • the total amount paid by you to us for the Service during the three (3) months preceding the event giving rise to the claim.

Nothing in these Terms limits liability where it cannot be limited under applicable law (e.g. for intentional misconduct).

20. Notices

We may send you notices:

  • via email to the address associated with your Account,
  • via in-product notifications, or
  • by posting information on our website.

Notices are deemed delivered when sent or posted, unless applicable law requires otherwise.

You may send notices to the Service Provider at the registered office address indicated in Section 1 or at legal@veltify.com.

21. Governing Law and Jurisdiction

These Terms and any disputes arising out of or in connection with them shall be governed by Polish law, without regard to its conflict-of-law rules.

Any disputes shall be submitted to the courts competent for the registered office of the Service Provider, unless mandatory provisions of law require otherwise.

22. Contact Us

If you have any questions about these Terms, please contact us at: contact@veltify.com or at our registered office address.