Terms of Use Privacy Policy Polski

Volun3 Terms of Use

Effective from 2026-10-10

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

§ 1. General provisions

  1. These Terms set out the rules for services provided electronically in Volun3 (the “Service”) and are the terms required by Article 8 of the Polish Act of 18 July 2002 on Providing Services by Electronic Means.
  2. The Service is provided by Szymon Haponiuk, a natural person carrying out unregistered activity (działalność nierejestrowana) in Poland, address: ul. Rydygiera 13/37, 01-793 Warszawa, Polska, email: shaponiuk@volun3.com (the “Provider”).
  3. The Service is free of charge.
  4. These Terms are available free of charge at /terms in a form that allows them to be downloaded, stored and printed.

§ 2. Definitions

  1. Organisation — an entity (e.g. a community, association, foundation or informal group) for which a scheduling workspace has been created in the Service.
  2. Organisation Admin — a User who created an Organisation or was given admin rights in it (including rights limited to categories or roles).
  3. User — a natural person with an Account in the Service.
  4. Account — the data and settings that let a person sign in to the Service within an Organisation.
  5. Consumer — a User who is a consumer within the meaning of Article 221 of the Polish Civil Code; the provisions on Consumers also apply to a natural person concluding an agreement directly related to their business where the agreement is not of a professional nature for them (Article 38a of the Polish Consumer Rights Act).

§ 3. Services

  1. The Provider makes available a tool for planning the schedules of an Organisation's volunteers and members, in particular: keeping lists of people, roles and categories, creating events, collecting availability, assigning people to roles, confirming assignments, sending notifications by email, and providing a personal calendar in iCalendar format.
  2. The Provider may develop, change or withdraw individual features as long as this does not infringe Users' acquired rights; material changes are announced in the Service.
  3. The Provider makes efforts to keep the Service running without interruption but, as the Service is free, does not guarantee constant availability. Technical breaks may occur in particular for maintenance, updates or fixing failures.

§ 4. Technical requirements

To use the Service you need a device with internet access, an up-to-date web browser (e.g. Firefox, Chrome, Edge, Safari) with JavaScript and cookies enabled, and an email address.

§ 5. Concluding and terminating the agreement

  1. The service agreement is concluded when an Account is created: when registering an Organisation or when accepting an invite from an Organisation. Creating an Account requires accepting these Terms and reading the Privacy Policy. The agreement is concluded for an indefinite period. A User whose Account was created by an Organisation Admin accepts these Terms when first signing in and cannot use the Service until then.
  2. The person registering an Organisation declares that they are authorised to act on its behalf and accepts these Terms, together with the data-processing agreement (Annex 1), on its behalf.
  3. An Account may be created by a person aged 16 or over. A younger person may use the Service only with the consent of their legal guardian, and the Organisation is responsible for obtaining it.
  4. A User may terminate the agreement at any time without giving reasons by deleting their Account in their settings (“Your data”), by writing to shaponiuk@volun3.com or by asking the Organisation Admin to delete the Account. An Organisation Admin may delete the whole Organisation together with its data in the same ways.
  5. A Consumer may also withdraw from the agreement within 14 days of concluding it without giving reasons, e.g. by writing to the Provider's email address.
  6. The Provider may terminate the agreement with 30 days' notice for important reasons (in particular if it stops providing the Service), informing the User or Organisation Admin by email. The Provider may terminate the agreement or block an Account with immediate effect if a User grossly breaches these Terms or the law, in particular by providing unlawful content or threatening the security of the Service.
  7. When the agreement ends, the Account's data — and on deletion of an Organisation, all of its data — is deleted in accordance with the Privacy Policy and Annex 1.

§ 6. Rules of use

  1. Users use the Service in accordance with the law, these Terms and good practice.
  2. Providing unlawful content is prohibited, in particular content that infringes the personal rights or other rights of third parties, is offensive or incites hatred, as well as unsolicited commercial communications (spam).
  3. Disrupting the Service, circumventing its security, attempting to access other Organisations' or Users' data and sharing your password with others are prohibited.
  4. Users are responsible for keeping their password confidential and must promptly inform the Provider or their Organisation Admin if they suspect it has been disclosed.
  5. Anyone who notices unlawful content in the Service may report it to shaponiuk@volun3.com; the Provider handles reports promptly and may disable access to such content.

§ 7. Organisation obligations

  1. The Organisation is the controller of the personal data it enters into the Service and is responsible for having a legal basis to process it and for informing data subjects in accordance with Articles 13–14 GDPR.
  2. The Organisation enters only the data needed to plan schedules. It does not enter special categories of personal data (Article 9 GDPR), such as health information or religious beliefs, in particular in notes and event descriptions.
  3. The Organisation is responsible for content entered by its Admins and for granting and revoking permissions in its workspace.
  4. The Organisation sends notifications and invites only to its members and to people who expect such messages. The Provider may limit the number of messages sent.

§ 8. Liability

  1. The Provider is not liable for content entered by Organisations and Users, subject to Article 14 of the Act on Providing Services by Electronic Means.
  2. Towards Users who are not Consumers, the Provider's liability is excluded to the fullest extent permitted by law, in particular for lost profits and damage resulting from interruptions of the free Service; this does not apply to damage caused intentionally.
  3. Nothing in these Terms excludes or limits Consumers' rights under mandatory law, including the rules on conformity of digital services with the contract (Chapter 5b of the Polish Consumer Rights Act).

§ 9. Complaints

  1. Complaints about the Service may be sent to shaponiuk@volun3.com or in writing to the Provider's address.
  2. A complaint should include contact details, the Organisation's name and a description of the problem.
  3. The Provider handles a complaint within 14 days of receiving it and replies to the email address it was sent from or in another way indicated.
  4. Consumers may use out-of-court dispute resolution, e.g. help from a municipal (district) consumer ombudsman or the provincial Trade Inspection.

§ 10. Risks of using services provided electronically

Using the internet carries risks such as malware, phishing (impersonating the Service to obtain your password), interception of data sent over unsecured networks, or Account takeover through a weak or reused password. To reduce them, use a strong, unique password, keep your browser and system updated, check the site address before signing in, and sign out on devices that aren't yours. The Provider never asks for your password by email.

§ 11. Personal data

How personal data is processed and how cookies are used is described in the Privacy Policy. Processing of data entered by an Organisation on the Organisation's behalf is governed by Annex 1.

§ 12. Changes to the Terms

  1. The Provider may change these Terms for important reasons, in particular changes in the law, changes to the scope or manner of providing the Service, or security reasons.
  2. The Provider announces a change in the Service or by email at least 14 days before it takes effect. A User who does not accept the changes may terminate the agreement before that date.

§ 13. Final provisions

  1. The agreement is governed by Polish law. This choice of law does not deprive a Consumer of the protection afforded by the mandatory provisions of the country of their habitual residence.
  2. Disputes with Consumers are resolved by the court competent under general rules; disputes with other Users and Organisations by the court competent for the Provider's place of residence.
  3. These Terms are effective from 2026-10-10. The Polish version is binding; other language versions are for information only.

Annex 1. Data-processing agreement

An agreement between the Organisation as controller (the “Controller”) and the Provider as processor (the “Processor”) under Article 28(3) GDPR. It is concluded when the person registering the Organisation accepts these Terms.

  1. Subject matter and duration. The Controller entrusts the Processor with processing the personal data entered into the Service by the Organisation and its Users, for as long as the Organisation uses the Service.
  2. Nature and purpose. Processing consists of storing, organising, displaying, sending notifications about and deleting data, solely to provide the services described in § 3.
  3. Types of data and categories of data subjects. Data of the Organisation's members, volunteers and Admins: first name, last name, email address, login data, category memberships, competencies, availability with notes, assignments and their confirmations.
  4. Instructions. The Processor processes data only on the Controller's documented instructions; these Terms and the actions Organisation Admins take in the Service are such instructions. The Controller also instructs the Processor to let a User who deletes their Account erase their own data in the Organisation (their person record, availability and assignments), and to inform the Organisation Admins of it by email. The Processor promptly informs the Controller if, in its opinion, an instruction infringes the law.
  5. Confidentiality. The Processor ensures that persons authorised to process the data have committed themselves to confidentiality.
  6. Security. The Processor applies the measures required by Article 32 GDPR, described in the Privacy Policy (including encrypted connections, password hashing, sign-in attempt limits and separation of Organisations' data).
  7. Sub-processors. The Controller gives general authorisation to engage sub-processors. They currently are: OVH SAS (France) — hosting and email, in the EU. The Processor announces intended changes of sub-processors at least 14 days in advance; the Controller may object and, if the objection is not accommodated, terminate the agreement. The Processor imposes the same data-protection obligations on sub-processors.
  8. Assistance. Taking into account the nature of processing, the Processor assists the Controller in responding to data subjects' requests and in meeting its obligations under Articles 32–36 GDPR.
  9. Breaches. The Processor notifies the Controller of a personal data breach without undue delay, and no later than 48 hours after becoming aware of it, at the Organisation Admin's email address.
  10. End of processing. When the services end, the Processor deletes all of the Organisation's personal data unless the law requires it to be kept; on request made before deletion, it provides the Controller with a copy. The Processor makes no backups, so deletion is final.
  11. Audits. The Processor makes available to the Controller the information needed to demonstrate compliance with Article 28 GDPR and allows audits, at a time and scope agreed in advance.
  12. Other matters. Matters not covered here are governed by these Terms and the GDPR.