Flavo Terms of Service

This is a translation. In case of discrepancies, the Polish version prevails.

Effective from 26 October 2026.

§ 1. Who provides the service

1.The Flavo service is provided by "JMI" Sp. z o.o. with its registered office in Ryki, ul. Warszawska 10, 08-500 Ryki, entered in the register of entrepreneurs of the Krajowy Rejestr Sądowy (National Court Register, KRS) by the Sąd Rejonowy Lublin-Wschód w Lublinie z siedzibą w Świdniku (District Court Lublin-East in Lublin, seated in Świdnik), VI Wydział Gospodarczy KRS (6th Commercial Division of the National Court Register), under number 0000492912, NIP 5060112320 (EU VAT PL5060112320), REGON 061631569, share capital PLN 5,000, represented by Natalia Jaguś, President of the Management Board (the "Service Provider" or "we").

2.Contact in all matters, including data protection: support@flavoapp.com, WhatsApp: +48 574 009 508.

§ 2. Definitions

• Flavo, Panel: a system for running car and campervan rental companies, made available over the internet (SaaS): the team panel at /admin and the booking page for renters.
• Client: a business (rental company) that concludes an agreement with us. These Terms do not apply to consumers. If the Client is a natural person conducting a business activity for whom the Agreement is not of a professional nature (Article 385⁵ of the Polish Civil Code), that person is entitled to the rights arising from that provision.
• User: a member of the Client's team for whom the Client has created an account in the Panel.
• Renter: a customer of the Client whose data is entered into the Panel (e.g. through a booking request).
• Client Data: all content and data entered into the Panel by the Client, Users and Renters.
• Package: a variant of the service described in § 4.
• Trial Period: 30 days of free use of the Panel (§ 5).
• Onboarding Form: the Flavo onboarding form available at an individual link panel.flavoapp.com/start/<key>, in which the Client provides the data needed for onboarding and accepts the agreements.
• Agreement: the agreement for the provision of Flavo services concluded on the terms of these Terms, together with the Data Processing Agreement (Annex No. 1) and, in the "Flavo + website" Package, the Website Development Agreement (Annex No. 2).

§ 3. What the service includes

1.We make the Panel available to the Client for the term of the Agreement. On the date these Terms take effect, the Panel includes: bookings and quick booking, calendar, fleet and vehicle categories, equipment and extras, insurance, alerts and vehicle servicing, messages to renters (templates, automatic email reminders), finance with a report exported to an Excel file, printing of the rental agreement (an HTML page for printing), push notifications to a phone, team accounts with two access levels (full, or "service and alerts only") and requests to us through the Help tab.

2.The booking page for renters runs at an address in the flavoapp.com domain (e.g. name.flavoapp.com/rezerwacja) or, in the "Flavo + website" Package, in the Client's domain.

3.Renter payments: the Panel has no built-in payment gateway. Renters pay deposits by bank transfer or through a payment link which the Client sends under its own agreement with a payment operator (e.g. Rapyd, Teya, Straumur). Renters' money does not pass through us and we do not process card data.

4.Emails to renters are sent by us through the provider Resend from the Client's domain (after the Client adds DNS records) or from the flavoapp.com domain. We do not limit the number of emails related to handling bookings. The Panel is not intended for marketing mailings.

5.Configuration: we help the Client set up the Panel (fleet, prices, extras, message templates) on the basis of the Onboarding Form. We carry out the configuration together with the Client; the Client is responsible for the correctness of its prices, rules and content.

6.The service does not include: migration of existing bookings from other systems (the Client enters them itself, e.g. through quick booking), handling renters on the Client's behalf, legal, tax or accounting advice, or the Client's agreements with payment operators.

7.We may develop and change the Panel. We will not remove a material feature that the Client uses without at least 30 days' prior notice. In such a case, the Client may terminate the Agreement with immediate effect.

§ 4. Packages and prices

1.Prices are net prices in euro. VAT is accounted for in accordance with the law: a Client from Poland pays 23% VAT; for a Client from another EU Member State with an EU VAT number and for a Client from outside the EU (e.g. from Iceland), the service is taxed in the Client's country and the invoice does not include Polish VAT.

2.The EUR 1500 fee relates to building the website and is non-refundable once work has started, including on termination of the Agreement (details in the Website Development Agreement).

3.In the "Flavo + website" Package, the EUR 79 subscription is charged from the day the website goes live in the Client's domain. Until then, if the Client uses the Panel after the Trial Period, it pays the EUR 59 subscription.

§ 5. Trial Period

1.The first 30 days of use of the Panel are free of charge. The period is counted from the start date which the Client provides after signing up. The Trial Period applies to the Panel, not to building the website.

2.The Trial Period does not require a payment card.

3.After the Trial Period, the service moves to a paid Package only with the Client's express consent (e.g. activation of a subscription by card or confirmation by email). About 7 days before the end of the Trial Period we send an email reminder about this.

4.If the Client does not give consent, after the Trial Period we suspend access to the Panel and the booking page. For 30 days the Client may return without losing data or request an export (§ 13). After that time we delete the Client Data.

§ 6. Payments and invoices

1.The subscription is payable monthly in advance by card, through the payment operator Stripe, as a subscription renewed every month until terminated. Stripe charges the Client's card at the start of each billing period.

2.The website fee (EUR 1500) is payable by bank transfer on the basis of invoices, within 7 days of delivery: EUR 750 (50%) before work starts and EUR 750 (50%) after the website is published on the Client's domain.

3.We issue and send invoices electronically to the email address provided by the Client, to which the Client agrees.

4.If a payment is more than 14 days overdue, we may, after prior notice by email giving a deadline of at least 7 days, restrict access to the Panel to view-only or suspend it. Client Data is not deleted in that case. We are entitled to statutory interest for late payment in commercial transactions.

§ 7. Conclusion and term of the Agreement

1.The Agreement is concluded electronically: by accepting the Terms in the Onboarding Form ("Agreement" step) or by confirmation by email sent from the address of a person authorised to represent the Client. By accepting the Terms, the Client also concludes the Data Processing Agreement (Annex No. 1).

2.On acceptance in the Onboarding Form, we record the details of the accepting person and of the Client, the date and time, the IP address and the version of the accepted documents. We send a confirmation containing the accepted documents by email.

3.The Agreement is concluded for an indefinite term.

4.The person accepting the Terms on behalf of the Client represents that they are authorised to do so.

§ 8. Termination

1.Either party may terminate the Agreement with one month's notice, effective at the end of a calendar month. Notice of termination is sent by email (by the Client to support@flavoapp.com, by us to the Client's email address provided when the Agreement was concluded).

2.In the "Flavo + website" Package, termination of the Agreement also ends the maintenance of the website (hosting). What the Client receives is set out in the Website Development Agreement.

3.We may terminate the Agreement without notice if the Client is more than 30 days late with a payment despite a demand for payment, uses the Panel unlawfully (e.g. to send spam), or breaches § 9(3) and does not stop despite being requested to do so.

4.The Client may terminate the Agreement without notice if we materially breach the Agreement and do not remedy the breach within 14 days of being requested to do so, and in the cases referred to in § 3(7) and § 18(2).

5.Fees for a billing period that has started are not refunded, unless the Agreement was terminated due to our fault.

§ 9. Client's obligations

1.The Client is responsible for the content, prices, rental terms, messages and data that it enters into the Panel, and for its relationships with Renters (rental agreements, payments, complaints).

2.The Client is the controller of the data of Renters and Users. It ensures a legal basis for processing that data and provides Renters with the information required by the GDPR (we provide templates during onboarding).

3.The Client may not: share accounts with persons outside its team, circumvent security measures, introduce malicious code, send unsolicited commercial communications through the Panel, or enter into the Panel special categories of data (e.g. health data), payment card numbers, or identity document and driving licence numbers.

4.The Client takes care of account security: it creates accounts only for persons who need them, assigns the appropriate access level, deletes the accounts of persons who have left, and does not share passwords.

5.The Client notifies us without delay of any suspected unauthorised access to an account.

§ 10. Our obligations

1.We maintain the Panel and the booking page, take care of their security and fix errors.

2.We process Client Data solely for the purpose of providing the service and in accordance with the Data Processing Agreement.

3.We inform the Client of material changes, technical interruptions and security incidents.

§ 11. Support

1.We provide support by email (support@flavoapp.com), via WhatsApp (+48 574 009 508) and through the Help tab in the Panel.

2.Support hours: working days in Poland, 9:00-17:00 Polish time (in Iceland this is 8:00-16:00 in winter and 7:00-15:00 in summer).

3.We give a first response within 24 hours on working days of receiving a request during support hours. This is a response time, not a time to resolve the problem.

4.Support covers help with using the Panel and fixing errors. It does not cover custom work (new features, changes to the website beyond maintenance), which we quote separately.

§ 12. Availability and technical interruptions

1.We make efforts to ensure that the Panel and the booking page run without interruption, but we do not guarantee any specific level of availability. The service runs on the infrastructure of providers (Vercel, Neon), whose outages are beyond our control.

2.Planned work that may interrupt the operation of the Panel is carried out, where possible, outside peak traffic hours and announced at least 24 hours in advance. We may apply urgent security fixes without notice.

3.We inform the Client by email or via WhatsApp of outages lasting longer than 1 hour.

§ 13. Client Data after the end of the Agreement

1.Client Data belongs to the Client.

2.At the Client's request made no later than 30 days after the end of the Agreement, we provide an export of the Client Data in CSV or Excel format (bookings with Renter data, fleet, equipment, price lists) and, on request, also a database dump (SQL).

3.After 30 days from the end of the Agreement, we delete the Client Data from the production database and files. Backups expire automatically: the database change history after about 6 hours, and the nightly encrypted backups after 30 days. On request, we confirm the deletion by email.

4.Before that period expires, the Client may request earlier deletion.

§ 14. Liability

1.We are liable for non-performance or improper performance of the Agreement on general principles, subject to the limitations below.

2.We are not liable for the Client's lost profits (e.g. lost bookings, revenue), for damage resulting from content and data entered by the Client, from the operation of payment operators or the Client's email and DNS providers, or for the interruptions described in § 12.

3.The total liability of the Service Provider to the Client under the Agreement, including the Data Processing Agreement, is limited to the amount of subscription fees paid by the Client in the 12 months preceding the event that caused the damage. Liability under the Website Development Agreement is governed by that agreement.

4.The limitations do not apply to damage caused intentionally.

5.The Client is liable to us for damage resulting from a breach of § 9, including for claims by Renters and third parties relating to the Client's content.

§ 15. Intellectual property

1.The Panel, its code, design, the Flavo name and logo belong to the Service Provider or its licensors. For the term of the Agreement, the Client receives a non-exclusive, non-transferable licence to use the Panel within its business, without the right to grant sublicences, worldwide.

2.The Client does not acquire any rights to the Panel's code. It may not copy, decompile or resell the Panel.

3.Client Data, the Client's logo, photos and texts remain the property of the Client. The Client grants us a licence to use them to the extent necessary to provide the service (e.g. display on the booking page, in emails to Renters).

4.We show the Client's name and logo in the list of clients on flavoapp.com only with the Client's consent given by email.

5.Rights to the website built in the "Flavo + website" Package are governed by the Website Development Agreement.

§ 16. Personal data protection

1.With regard to the data of Renters and Users, the Client is the controller and we are the processor. The rules are set out in the Data Processing Agreement (Annex No. 1), which forms part of the Agreement.

2.We process the data of persons representing the Client and of contact persons as a controller, in accordance with the Flavo Privacy Policy available on flavoapp.com and in the Onboarding Form.

§ 17. Confidentiality

The parties shall keep confidential information about the other party obtained in connection with the Agreement (including prices, business data, access credentials) during the Agreement and for 3 years after its end, unless disclosure is required by law.

§ 18. Changes to the Terms and prices

1.We may change the Terms or prices for important reasons (e.g. a change in the law, a change in infrastructure providers' prices, new features, inflation). We give notice of a change by email at least 30 days before it takes effect.

2.If the Client does not accept the change, it may terminate the Agreement with effect from the day the change takes effect. Failure to terminate means acceptance of the change.

3.Changes that are favourable to the Client (e.g. a price reduction, a new feature at no extra charge) may take effect immediately.

§ 19. Final provisions

1.The Agreement is governed by Polish law. Disputes are resolved by the court having jurisdiction over the Service Provider's registered office.

2.These Terms have been drawn up in Polish and in English. In case of discrepancies, the Polish version prevails.

3.If any provision proves to be invalid, the remaining provisions remain in force.

4.Annexes: No. 1 Data Processing Agreement; No. 2 (only for the "Flavo + website" Package) Website Development Agreement.