1. Contracting party and agreement scope
These Terms form a legally binding agreement between you or the organization you represent and SYNPHORIAAI sp. z o.o. (ul. Migowska 54D/4, 80-287 Gdansk, Poland; KRS 0001167839; NIP 9571187114; REGON 541473225). They apply to Synphoria websites, applications, personal companion subscriptions, Company Wellness, People, Calendar, Executive Oracle, clinic workspaces, recruitment workflows, partner/reseller surfaces, demos, and related support unless a signed written agreement says otherwise.
2. Incorporated documents and order of precedence
The Privacy Policy, Cookie Policy, Safeguarding Policy, Data Safety & Security Statement, Acceptable Use Policy (AUP) at /legal/acceptable-use, Data Processing Addendum (DPA) at /legal/dpa, order form, statement of work, service-specific terms, security exhibit, and any applicable service level agreement (SLA) are incorporated by reference where they apply. If documents conflict, the signed order form or master agreement controls first, then the DPA for personal-data processing terms, then service-specific terms, then these Terms, then referenced policies. Nothing in these Terms reduces mandatory privacy, data protection, or consumer rights that cannot be waived by contract.
3. Accounts, authority, and workspace administration
You must provide accurate account and organization information, safeguard credentials, and keep authorized users, roles, domains, billing contacts, and workspace administrators current. If you use Synphoria for an organization, you represent that you have authority to bind that organization. Workspace, clinic, recruitment, reseller, and partner administrators are responsible for assigning roles lawfully, giving required notices, managing user access, and removing access when it is no longer authorized.
4. Service nature and product boundaries
- Synphoria provides non-clinical personal support, aggregate company evidence, workflow assistance, reports, and decision-support tooling.
- Synphoria does not provide medical diagnosis, treatment, prescription, emergency dispatch, legal advice, financial advice, or automatic hiring decisions.
- Company Wellness and Oracle are aggregate-only surfaces and must not be used for individual employee surveillance or private support access.
- Recruitment workflows support human review and evidence organization; HR or another responsible human remains the decision owner.
- AI output can be incomplete or inaccurate and must be reviewed before operational, clinical, employment, legal, or safety-sensitive use.
5. Customer data, privacy, and DPA
You retain rights in content, records, prompts, files, workspace data, clinic data, recruitment data, and other materials you submit or configure. You grant Synphoria the rights needed to host, process, secure, transmit, display, and generate outputs from that material to provide and improve the Service, enforce these Terms, comply with law, and protect safety. Personal-data processing is governed by the Privacy Policy and, for business, clinic, reseller, partner, or other controller/processor relationships, the Data Processing Addendum at /legal/dpa or applicable data-protection terms. Customer data must not be used to bypass privacy boundaries described in the Privacy Policy.
6. Acceptable use and restricted use cases
You must not misuse the Service, violate law, upload unlawful or infringing content, attack or probe systems, bypass safeguards, scrape or resell the Service, reverse engineer proprietary components, interfere with other users, use Wellness/private-support data for hiring, attempt employee deanonymization, or operate high-risk use cases where errors could cause severe harm without a separate written agreement and required controls. The Acceptable Use Policy at /legal/acceptable-use applies by reference.
7. Subscriptions, fees, billing, and taxes
Personal plans may be billed through self-service checkout. B2B, clinic, recruitment, reseller, partner, or custom deployments are quote-led and governed by the applicable order form or written agreement. Fees, usage limits, seats, renewal terms, trial terms, taxes, payment timing, refunds, and cancellation rights are shown at checkout or in the applicable order form. Unless stated otherwise, fees are non-refundable except where required by law or expressly agreed. You are responsible for taxes, accurate billing information, and timely payment.
8. Intellectual property and feedback
Synphoria and its licensors retain all rights in the Service, software, design, models, prompts, workflows, documentation, trademarks, product architecture, and proprietary systems. These Terms grant only a limited, revocable, non-exclusive, non-transferable right to use the Service for the agreed purpose. You retain rights in your content. If you provide feedback, suggestions, or improvement ideas, Synphoria may use them without obligation to you, provided we do not disclose your confidential information or private content unlawfully.
9. Third-party services, integrations, and SLA
The Service may depend on third-party hosting, database, model, payment, identity, email, analytics, voice, Slack, Microsoft Teams, SMS/phone, or other providers. Third-party services may have their own terms, availability, security, and data-processing commitments. Synphoria is not responsible for third-party systems outside its reasonable control. Any uptime, support, incident-response, or service level agreement applies only if stated in a signed order form, SLA, or service-specific terms.
10. Confidentiality and security
Each party must protect the other's confidential information using reasonable care and may use it only for the agreed relationship. Confidential information does not include information that becomes public without breach, was already known lawfully, is independently developed, or is received lawfully from another source. Synphoria applies administrative, technical, and organizational safeguards described in the Data Safety & Security Statement, but no system can guarantee absolute security.
11. Suspension and termination
Synphoria may suspend or restrict access immediately if needed for security, safeguarding, legal compliance, non-payment, service abuse, privacy-boundary protection, suspected unauthorized access, or material breach. Either party may terminate according to the applicable checkout flow, order form, or written agreement. After termination, access may end, fees already owed remain payable, and data export, deletion, retention, and audit handling follow the Privacy Policy, DPA, applicable law, and service-specific retention rules.
12. Warranties and disclaimers
Synphoria will provide the Service with reasonable skill and care. Except as expressly stated in these Terms, an order form, or mandatory law, the Service, demos, previews, beta features, reports, integrations, and AI output are provided 'as is' and 'as available'. Synphoria does not warrant that output will be error-free, that every risk will be detected, that any business result will be achieved, or that the Service is suitable for a regulated use case without separate written agreement.
13. Limitation of liability
To the maximum extent permitted by law, neither party is liable for indirect, incidental, special, punitive, exemplary, or consequential losses, including loss of profits, revenue, goodwill, anticipated savings, or business interruption. Synphoria's aggregate liability for claims arising out of or related to the Service is limited to the amounts paid to Synphoria for the affected Service during the twelve months before the event giving rise to liability, unless a signed agreement states a different cap or mandatory law requires otherwise. Nothing limits liability that cannot be limited by law, including intentional misconduct, fraud, or liability for death or personal injury caused by negligence where applicable.
14. Governing law and disputes
These Terms are governed by the laws of Poland, without regard to conflict-of-law rules, subject to mandatory protections that cannot be excluded. The parties will first try to resolve disputes in good faith by contacting contact@synphoria.app and giving a reasonable opportunity to cure or respond. Unless mandatory law or a signed agreement requires another forum, disputes are subject to the competent courts of Poland. Business customers remain responsible for their own employment, clinical, procurement, tax, regulatory, and compliance obligations.
15. Changes to terms and service changes
Synphoria may update these Terms or the Service to reflect legal, security, operational, product, or provider changes. Material updates will be published with a revised date and, where appropriate, communicated through the Service or email. If an update materially reduces contracted B2B rights during an active term, the applicable order form or signed agreement controls until renewal unless the change is required for law, security, safety, or provider compliance.
Contact: contact@synphoria.app | security@synphoria.app