Terms of Service

1.1 The Service is for businesses and other organizations, to document their processes. It is not intended for consumers.

1.2 An organization in the Service is a workspace with its own processes, versions, changes and members. The person who creates an organization accepts these Terms on behalf of the company or other entity it represents (the “Customer”) and confirms that they are authorised to do so. If you create an organization only for yourself, you are the Customer.

1.3 A user is a person with an account. Users act within the organizations they belong to, with the role the organization gives them. Each user accepts these Terms when creating an account.

2.1 You must give accurate information, keep your password confidential, and use your own account only. Tell us without delay if you suspect your account has been misused.

2.2 You must be at least 16 years old to create an account.

2.3 Organization owners and admins decide who belongs to their organization and with which role. The Customer is responsible for what its users do in the Service.

3.1 The Service is currently offered free of charge as early access.

3.2 During early access, the usage limits shown in the Service apply, currently 10 members (including pending invitations) and 15 processes per organization, and one organization created per user. We may change these limits; we will not reduce them below what an organization already uses.

3.3 We may introduce paid plans later. We will tell the owners of every organization by e-mail at least 30 days before any charge would apply. Nothing will be charged without the Customer actively choosing a paid plan. A Customer who does not want to pay can export its data and stop using the Service.

4.1 Content is everything the Customer and its users store in the Service: process diagrams and their versions, comments, the change register, instances, systems and settings.

4.2 The Customer keeps all rights to its Content. It grants us only the rights needed to host, store, display, copy (for backups) and process the Content in order to provide the Service.

4.3 The Customer is responsible for its Content, including that it has the right to store it and that it does not infringe anyone’s rights or the law.

4.4 We process personal data contained in the Content on the Customer’s behalf, under the Data Processing Agreement at processtrace.app/dpa, which forms part of these Terms. For data about users themselves (accounts, sign-in), we are the controller, as described in our Privacy Policy.

4.5 We do not use the Content for any purpose other than providing the Service. We do not sell it, use it for advertising, or use it to train machine-learning models.

You must not:

• use the Service to break the law or to store unlawful content;
• try to access other organizations’ data, other accounts, or parts of the Service you are not allowed to use;
• test the Service for vulnerabilities, scan it, or put an unreasonable load on it, unless we have agreed to it in writing (we welcome responsible reports of vulnerabilities at [email protected]);
• create accounts or organizations automatically, or to get around the usage limits;
• use the invitation function to send unwanted e-mails;
• resell the Service or offer it to third parties as your own service.

6.1 We aim to keep the Service available and secure, but during early access we give no guarantee of availability and no fixed response times. Maintenance and changes may cause interruptions; where we can, we announce larger ones in advance.

6.2 Support is provided by e-mail at [email protected], on a best-effort basis.

6.3 We may change, add or remove features. If we remove a feature that is essential to the Customer’s use, the Customer can export its data and end the agreement at any time.

7.1 We keep backups of the database (currently a change history of 7 days and daily snapshots kept for up to 30 days) to restore the Service after errors or failures. Backups are not an archive for the Customer: the Customer should export the data it wants to keep.

7.2 Owners and admins can download all of the organization’s data at any time (Settings → Organization → Download all data), as BPMN files and machine-readable JSON.

7.3 Owners can delete the organization, and every user can delete their account, at any time in the Service. Deleted data is removed at once and disappears from backups within 30 days.

8.1 The agreement runs for an indefinite period, from the creation of the account or organization.

8.2 The Customer can end it at any time by deleting its organization; a user by deleting their account.

8.3 We can end the agreement with 30 days’ notice by e-mail to the organization’s owners, for example if we stop offering the Service. During the notice period the Customer can export its data.

8.4 We can suspend or delete an account or organization without notice if it seriously or repeatedly breaches Section 5, or if this is necessary to protect the Service, other customers or third parties. Where possible, we first warn the owners and give them the chance to export their data.

8.5 After the agreement ends, we delete the Customer’s data as described in Section 7.3 and the Data Processing Agreement.

9.1 The Service is provided free of charge during early access, “as is”, without any warranty that it will be uninterrupted, error-free or fit for a particular purpose. The statutory warranty for defects (rękojmia) is excluded to the extent permitted by law.

9.2 We are liable without limitation for damage caused intentionally and in all other cases where the law does not permit limiting liability.

9.3 In all other cases, our liability is excluded, in particular for lost profits, loss of data the Customer could have prevented by exporting it, and indirect damage. Where liability cannot be excluded entirely, it is limited to EUR 100 in total.

9.4 The Customer is liable for its Content and for its users’ breaches of these Terms.

10.1 We may change these Terms, for example because of new features, paid plans or legal changes. We will tell the owners of every organization by e-mail at least 30 days before a change takes effect, and show the change in the Service.

10.2 If the Customer does not agree, it can end the agreement before the change takes effect by deleting its organization, after exporting its data. Continuing to use the Service after that date means accepting the new Terms.

10.3 Changes required by law, or that only benefit users, can take effect sooner.

11.1 These Terms are governed by Polish law, excluding the UN Convention on Contracts for the International Sale of Goods.

11.2 The courts competent for our registered office have jurisdiction over disputes.

11.3 If a provision of these Terms is invalid, the rest remains in force; the invalid provision is replaced by the valid one that comes closest to its purpose.

11.4 The Terms are available in English, German, Spanish, French and Polish. If the versions differ, the English version prevails.

11.5 Notices to us go to [email protected]. We send notices to the e-mail address of the user’s account, or for an organization to its owners.