WM Administrator Terms of Service

Service Provider / Operator: Brillnet Piotr Adamski, ul. Henryka Sienkiewicza 73/6, 90-057 Łódź, Polska, NIP 7321779060, REGON 101551294

Service contact: kontakt@wm-admin.pl

Privacy and breach contact: privacy@brillnet-app.com

Website: wm-admin.pl

Version: 2026-10-12-beta.2

This is an informational translation. The Polish version is binding.

1. Scope and nature of the Service

1. These Terms govern electronic provision of “WM Administrator” (the “Service”), entering into and terminating agreements, technical requirements, payments, complaints and the parties' liability.
2. The Service is a software-as-a-service system for residential communities. Depending on the plan and active modules, it supports community, unit and permission registers, charges and balances, documents and cases, communication, meetings and voting, suppliers and orders, reporting, controlled import and full data export.
3. The Service is intended exclusively for:

• businesses professionally managing residential communities; and
• residential communities acting through a duly authorised board or property manager.

1. The Agreement is not entered into with a natural person as a consumer. A person creating an account acts for the Customer and declares authority to do so.
2. The Service is not legal, tax, accounting or technical advice. KSeF, JPK, optical character recognition (OCR), debt collection, voting and settlement features support the user's work but do not replace human verification or Customer obligations.

2. Definitions

• Brillnet — the Service Provider identified at the beginning of this document.
• Customer — the organisational entity entering into the Agreement: a management company or residential community.
• User — a natural person authorised by the Customer to use the Service.
• Community / Tenant — a separate data environment for a specific residential community.
• Customer Data — data entered, submitted, generated or stored by the Customer within Service features.
• Plan — the selected subscription option and limits.
• Module — an optional paid or test feature extending the Service.
• DPA — the personal data processing agreement forming an integral part of the Agreement when Brillnet processes Customer Data as processor.
• Beta — a clearly marked test version of the whole Service or a feature.

3. Entering into the Agreement and representation

1. The Agreement is entered into electronically when the Customer's authorised representative:

• provides complete Customer identification details;
• confirms the basis of authority;
• accepts the Terms and, where applicable, the DPA;
• creates an organisation and selects a Plan.

1. Acceptance is recorded with User and organisation identifiers, UTC date and time, the version and checksum of each document, and evidence of representation. Brillnet makes the accepted documents available in recorded form.
2. A management company confirms that it may entrust Brillnet with processing data for each added Community. A self-managed Community confirms the authority of the person acting on its behalf.
3. Brillnet may request proof of the entity's identity or authority if necessary for security or legal compliance. The document scope will be limited to the necessary minimum.
4. Production registration and entry of real data remain disabled until the complete mechanism in paragraphs 1–2 is implemented.

4. Accounts, roles and security

1. Each User uses an individual account. Sharing an account is prohibited.
2. The Customer manages roles and access in its Communities. It should grant the lowest sufficient permissions and promptly remove unnecessary access.
3. Time-based one-time password (TOTP) multi-factor authentication is mandatory for administration staff, accounting staff and board members. It is available and recommended for owners, residents and other roles.
4. The Customer is responsible for the security of Users' devices, email accounts and credentials, and for reporting suspected account compromise.
5. Brillnet may temporarily block an account or operation on justified suspicion of abuse, a security breach or unlawful activity, informing the Customer unless law or security prevents this.

5. Technical requirements

1. The Service requires a current supported browser with JavaScript, a TLS Internet connection, a working email account and, for roles covered by multi-factor authentication (MFA), a TOTP application.
2. The Service operates as a progressive web application (PWA). Brillnet does not provide native iOS or Android applications.
3. Write operations require an online connection. The Service does not store tenant data in localStorage or IndexedDB and does not queue changes for later background synchronisation.
4. External integrations require separate configuration, credentials, Customer authorisations and the relevant provider's availability.

6. Plans, prices and billing

1. Current net prices are shown before ordering at wm-admin.pl and in Stripe Checkout. VAT is added according to law.
2. The published offer includes these core plans:

1. Optional modules in the published offer: accounting and OCR — PLN 30 net/month, voting — PLN 20 net/month, orders and suppliers — PLN 20 net/month. The OCR plan includes 300 OCR units; excess usage costs PLN 0.10 net per unit. A document of up to 10 pages counts as one OCR unit. An additional 10 GB of storage costs PLN 10 net/month.
2. Annual billing equals 10 months' price and is payable in advance unless Checkout states otherwise. Exact limits and prices in the order summary take precedence over marketing descriptions.
3. The first 14 days are a trial. A payment method is provided in Stripe Checkout, but charging occurs only after the trial ends unless the subscription was cancelled beforehand.
4. Stripe handles payments and subscriptions. A signed Stripe webhook is the authoritative payment status source; a browser message alone does not confirm payment.
5. After a failed payment, the Customer receives a 30-day remedy period. After it expires, Brillnet may restrict features to read-only access and export. Restriction does not release the Customer from paying amounts due.
6. A price change applies to the next billing period after prior notice. It does not change a prepaid annual period.

7. Customer Data and Customer obligations

1. The Customer retains rights to Customer Data and determines its purposes of use.
2. The Customer is responsible for:

• the lawfulness, accuracy and currency of Customer Data;
• an appropriate legal basis, information obligations and retention periods;
• authorising Users and configuring roles;
• substantive approval of OCR-extracted data, declarations, charges, JPK/KSeF files, resolutions and communications before use;
• creating an export copy before irreversible changes where required by Customer procedures.

1. Using the Service for unlawful content, infringing third-party rights, bypassing security, testing vulnerabilities without written consent, sending spam or accessing another Community is prohibited.
2. Detailed restrictions are in the Acceptable Use Policy.

8. Integrations and third-party services

1. KSeF, banking, payment operator, Google Calendar and email integrations operate only within the scope selected and configured by the Customer.
2. Brillnet does not initiate bank transfers, provide open banking services, apply qualified electronic signatures or guarantee a document's legal or tax effect.
3. Integration availability depends on the external provider. That provider's terms may apply directly to the Customer.
4. The Service does not use generative artificial intelligence to process Customer Data. OCR is a recognition mechanism whose output requires human approval.

9. Personal data

1. For account, billing, security, contact and its own compliance data, Brillnet is controller under the Privacy Policy.
2. For residents, owners, tenants, suppliers and other people recorded by the Customer in a Community, Brillnet acts as processor under the DPA.
3. The list of subprocessors and recipients is available in Subprocessors.

10. Availability, support and backups

1. No guaranteed service level agreement (SLA) or service credits apply during the Beta. After formal general-availability launch, the operational target will be 99.5% monthly availability, with exclusions described in the launch announcement.
2. Standard support operates on Polish business days, 08:00–16:00. For a critical incident, the target is a first response within one business day; this does not guarantee resolution within that time.
3. Recovery targets after formal launch: recovery point objective (RPO) 24 hours and recovery time objective (RTO) 24 hours.
4. Logical D1 backups run daily to R2 with EU configuration and a 90-day deletion lock; D1 Time Travel has a 30-day window. Backups remain in the same Cloudflare account and are not independent of the cloud provider.
5. Planned maintenance will be announced with reasonable notice where possible. Emergency security work may start without advance notice.

11. Export, Agreement termination and data deletion

1. Full Customer Data export is a core feature, not a paid module. The Customer may initiate exports during the active Agreement.
2. The Customer may cancel the subscription before the next billing period. Cancellation does not produce a refund for a period already started unless law or the offer states otherwise.
3. After the Agreement ends, the environment remains read-only with export for 90 days. Production data is then deleted, and residual data expires in backups within a cycle of up to 90 days. A legal obligation or justified legal preservation hold may extend this period.
4. Brillnet does not charge for standard self-service export. Additional migration work is quoted separately after Customer approval.
5. See Export, service exit and provider switching rules.

12. Suspension and termination

1. The Customer may terminate in the subscription panel or in writing/by email, effective at the end of the paid period.
2. Brillnet may terminate immediately if the Customer grossly infringes law, security or other tenants' rights, or fails to remedy a material Terms breach within at least 14 days of notice. No remedy period is required where delay risks damage or a legal violation.
3. Brillnet may discontinue the Service with at least 90 days' notice, providing standard export and a proportional refund for the unused paid period.

13. Complaints

1. Send complaints to kontakt@wm-admin.pl, identifying the Customer, Community, description, event date, expected result and, if available, correlation identifier. Do not send unencrypted special categories of data.
2. Brillnet will acknowledge receipt and generally respond within 14 calendar days. A complex case or one requiring external-provider information may take longer; Brillnet will explain the reason and new deadline.
3. Report security incidents under the Data breach procedure.

14. Intellectual property

1. Brillnet retains rights to the Service, code, interface, documentation and branding. The Customer receives a non-exclusive, non-transferable right to use the Service for the Agreement's duration.
2. Rights to Customer Data remain with the Customer or the relevant third parties.
3. Product feedback may be used to develop the Service without disclosing Customer Data or confidential information.

15. Liability

1. Each party is liable for actual loss adequately causally connected with its culpable breach.
2. Subject to mandatory law, Brillnet's aggregate contractual liability in a 12-month period is limited to the net Service fees paid by the Customer during those 12 months.
3. The limitation does not cover intentional harm or liability that cannot be excluded. It also does not limit DPA obligations to return or delete Customer Data.
4. Brillnet is not liable for the Customer's substantive decisions, incorrect source data, missing authorisations, the Customer's systems or external-provider outages beyond Brillnet's reasonable control, without prejudice to its duty to select and supervise subprocessors.

16. Document changes

1. Changes material to rights or fees are announced at least 30 days before taking effect. Subprocessor changes are announced at least 14 days in advance, except for an urgent security or continuity need.
2. An urgent change required by law or security may take effect sooner; Brillnet will state the reason and scope.
3. A Customer who does not accept a material change may terminate before it takes effect and export data.
4. Each version has a permanent identifier, date and checksum. Details: Document and subprocessor change rules.

17. Governing law and final provisions

1. Polish law and directly applicable European Union law govern the Agreement.
2. Disputes are heard by the court competent under general rules after an attempt to resolve the matter amicably.
3. In case of conflict, precedence is: individual order, DPA for entrusted processing, Terms, detailed policies.
4. The Terms are provided free of charge before the Agreement is entered into, in a format that can be stored and reproduced.

Contact, content notices and content decisions

For content stored at a customer’s request, we apply the DSA notice and action procedure. A closed organisation space is not intended to disseminate customer content to the public. We impose no general obligation to monitor all content.

Authorities and service recipients can contact a human electronically: WM Administrator — kontakt@wm-admin.pl. Communication is accepted in Polish and English. Reporting illegal content or challenging a decision requires neither an account nor a fee. A notice should explain the alleged illegality, identify the exact location (such as a URL or object and organisation identifiers), give the notifying person’s name or entity name and email, and state a good-faith belief that the information is accurate and complete. Identity details may be omitted under the exception in DSA Article 16(2)(c) for offences referred to in Directive 2011/93/EU Articles 3–7. Do not send third-party data or a copy of the material where a reference is sufficient.

Where electronic contact details are provided, we acknowledge receipt without undue delay and communicate the decision and available remedies. We assess notices promptly, diligently, objectively and without arbitrariness. Measures are proportionate: removing or restricting specific content, functionality or access as required. In cases covered by DSA Article 17, we give the recipient a statement of reasons no later than when the restriction is imposed, including the facts, legal or contractual basis, scope, duration, any use of automation and ways to challenge the decision. A complaint may be submitted free of charge to the same address and is reviewed by a human. Access to courts and complaints to the competent coordinator remain available. Suspected crimes threatening a person’s life or safety are handled under DSA Article 18; an authorised human decides on the required notification.

Statutory protection for an individual entrepreneur

The offer remains directed to businesses and organisations. An individual entering a contract directly related to their business may have rights under Polish Civil Code Article 385⁵ and Consumer Rights Act Article 7aa where the contract is not professional in nature for that individual. We assess its terms and actual purpose, including the business activity recorded in CEIDG. If the contract does not establish that nature, a declaration is voluntary and is not a condition of concluding the contract. Selecting B2B does not waive statutory rights.

Where statute grants withdrawal from a distance contract, the standard period is 14 days from conclusion, subject to statutory extensions and exceptions. An unambiguous statement to the service contact in these terms is sufficient; no form or account is required. We acknowledge an electronic statement. Starting a continuing digital service alone does not extinguish the right. Payment for performance started at an express request and refunds follow only the conditions permitted by statute. Liability limits and jurisdiction clauses apply within mandatory law.

Switching providers — Data Act

For a data processing service covered by Regulation (EU) 2023/2854, we apply switching and export rights. From 12 January 2027, we do not charge switching fees prohibited by Article 29. Separately commissioned work may be charged only where lawful; it cannot circumvent free switching or restrict required assistance. The relevant service terms set out export scope and timing.

Requests to switch provider, port to on-premises infrastructure or erase without switching may be sent to the service contact. For a service within the Data Act, notice does not exceed two months and the standard transitional period does not exceed 30 calendar days. We provide required assistance, security and continuity of contracted functions. If 30 days is technically unfeasible, within 14 working days of the request we give reasons and an alternative period of at most seven months. The customer may extend the transition once. Data remain retrievable for at least 30 days after it ends. Export exclusions cannot impede or delay switching. A preservation hold alone does not bar export; restrictions require a specific basis and scope. Contract termination and deletion are coordinated with this procedure and the customer’s instructions.

The agreement for the service subject to switching ends when switching succeeds, or after the notice period for erasure without switching. This procedure takes precedence over a conflicting general end-of-paid-period term. The 90-day window does not shorten the right to retrieve data for at least 30 days after transition. Export includes customer structured data, settings, documents and attachments. Proprietary code, secrets, internal safeguards and other customers’ data are excluded only without impeding portability. Extra work is quoted only beyond required assistance and where lawful.

> Contact details and domains in this presentation were updated on 2026-09-08. The original document and previous acceptances remain unchanged.