Terms and Conditions

1. General provisions

These Terms and Conditions set out the rules for the provision of the Sancho WMS service by electronic means by Mapka P.S.A., with its registered office in Wrocław, ul. Hermanowska 6A, 54-314 Wrocław, entered in the Register of Entrepreneurs of the National Court Register under KRS number 0001196336, NIP 8943269501 (hereinafter: the Service Provider).

The Service includes the Sancho WMS website, the web application, mobile applications, and the provided API interfaces. The Service is intended for businesses (B2B). Use of the Service constitutes acceptance of these Terms and Conditions.

2. Definitions

• Service provider — Mapka P.S.A., operator of the Sancho WMS product;
• Service — Sancho WMS: web and mobile application for warehouse management together with the website and API interfaces;
• Customer — an entrepreneur who has concluded an agreement with the Service Provider for the use of the Service;
• User — a natural person using the Service on behalf of the Client;
• Account — an individual User account within the Service, protected by login credentials;
• Plan — the subscription option selected by the Customer specifying the scope and limits of the Service.

3. Accounts and Terms of Use

• Account registration requires providing true and up-to-date data;
• The user is obliged to keep login data and API keys confidential and is responsible for actions performed using their Account;
• the person accepting the Terms and Conditions on behalf of the Customer declares that they are authorized to represent them;
• The Customer is responsible for the actions of Users using the Service within its account;
• any breach of Account security must be reported to the Service Provider immediately.

4. Service description

Sancho WMS is a tool that supports warehouse operations and works with the Customer's existing ERP system. It includes, among other things: goods receipts and goods issues, picking, inspections, labels and locations, integrations with ERP systems including Comarch ERP Optima and ERPNext, mobile scanning, document OCR, and an AI assistant.

OCR results and AI assistant responses are for guidance only and may contain errors. The customer is required to verify them against source documents and data in the ERP system before use.

5. Acceptable Use Policy

The following are prohibited:

• use of the Service in a manner contrary to law or infringing the rights of third parties;
• disrupting the operation or security of the Service, including circumventing security measures, vulnerability scanning, and generating excessive load;
• reverse engineering, decompilation or disassembly of the Service, except to the extent expressly permitted by mandatory law;
• using the Service to build a competing product and circumventing the limits of the selected Plan.

6. Payments and subscriptions

• the scope and prices of the Plans are specified in the price list available on the website;
• payments are handled by Stripe; fees are charged periodically according to the selected Plan;
• prices are net prices and will be increased by the applicable VAT tax;
• the Service Provider will notify of significant price changes at least 30 days in advance; the changes shall apply from the next billing period;
• fees for commenced billing periods are non-refundable, unless mandatory applicable law provides otherwise.

7. Intellectual property

All intellectual property rights to the Service, including the source code, graphical interface, logo and documentation, are vested in the Service Provider or its licensors. The Customer is granted a limited, non-exclusive and non-transferable licence to use the Service in accordance with the terms and conditions and documentation, for the duration of the agreement.

8. Customer Data and entrusting the processing of personal data

The Customer is the controller of the personal data entered into the Service, in particular the data of employees, counterparties and suppliers, including identification and contact data, tax identification numbers and the content of warehouse documents. The Service Provider processes these data as a processor within the meaning of Article 28 of the GDPR.

• the subject matter of the processing is the storage and processing of data for the purpose of providing the Service, for the duration of the agreement;
• The Service Provider processes data solely on the documented instruction of the Client, which includes the use of the Service functions;
• The service provider ensures that persons authorised to process data are bound by confidentiality and applies the technical and organisational measures required by Article 32 of the GDPR;
• about the intention to add a new processing subcontractor, the Service Provider shall inform the Client, who may raise a justified objection;
• The Service Provider, where possible, assists the Customer in fulfilling obligations towards data subjects and promptly informs them of any identified data protection breaches;
• upon termination of the agreement, the Service Provider deletes or returns the Customer's data, unless legal regulations require their further retention;
• The Customer has the right to obtain the information necessary to demonstrate compliance with Article 28 GDPR and to conduct an audit to a justified extent, subject to prior agreement on the date.

The current list of subprocessors is available in the document: Privacy Policy.

9. Self-hosted deployments

In the case of on-premise (self-hosted) deployments, the Customer is solely responsible for maintaining the infrastructure on which the Service operates. The Service Provider's obligations regarding hosting and entrusted processing referred to in section 8 apply exclusively to the service provided in the Service Provider's cloud.

10. Service availability and support

The Service Provider provides the Service with due care, but does not guarantee its uninterrupted availability — interruptions may result, among others, from maintenance work, updates, or external factors. The Service Provider informs the Customer in advance of planned maintenance work, where possible. The Customer is responsible for the hardware, software, and connection necessary to use the Service, as well as for its own data backups beyond the functions of the Service.

11. Responsibility

The Service is provided on an as is basis. To the fullest extent permitted by law, the Service Provider shall not be liable for loss of profits, loss of data, business interruption, or indirect damages. The Service Provider’s total liability to the Customer shall be limited to the amount of fees paid by the Customer during the 12 months preceding the event giving rise to the claim. The limitations shall not apply to the extent that liability cannot be limited under mandatory provisions of law.

12. Term and termination of the agreement

• The Customer may cease using the Service at any time and close the account in the application or by contacting the Service Provider;
• The Service Provider may suspend or terminate the provision of the Service in the event of a material breach of the Terms, a security risk, or where required by law;
• upon termination of the agreement, the Customer's data are deleted or returned in accordance with Section 8, and the fees charged up to the termination date remain payable.

13. Changes to the Terms and Conditions

The Service Provider may amend these Terms and Conditions. Customers will be notified of any changes electronically at least 14 days in advance. Continued use of the Service after the changes take effect constitutes acceptance of them; a Customer who does not accept the changes may terminate the agreement before that date.

14. Governing law and disputes

These terms and conditions are governed by Polish law. Disputes arising from the use of the Service shall be settled by the court having local jurisdiction over the registered office of the Service Provider.

15. Contact

Map P.S.A., Hermanowska 6A, 54-314 Wrocław.

Email: contact@sancho-wms.pl