XLR.pro Terms of Service

§1. Definitions

• Service Provider — Agencja LDB Paweł Stefanowicz, Tax ID (NIP): 6112516657, EU VAT: PL6112516657, address: ul. Łazienkowska 1b, 58-570 Jelenia Góra, Poland, e-mail: [email protected]
• Service / XLR.pro — a SaaS platform for the event production industry (management of equipment, warehouse, events, crew, fleet and quotes, together with the Standby contact network), available at app.xlr.pro
• User — a natural or legal person who has concluded an agreement with the Service Provider by registering an account
• Account — a set of resources and settings assigned to a User within the Service
• Plan — the chosen variant of the Service (Free, Starter, Pro, Business, Enterprise) defining the scope of available features and limits
• Free Plan — a free, perpetual plan covering the Standby contact network features (public company profile, plus search and contact); it does not require a payment card
• Trial — a free trial period lasting 7 days, with full access to the features of the chosen paid plan (details in §4)
• Subscription — a paid service renewed cyclically (monthly or annually)

§2. Scope and nature of the Service

XLR.pro is software as a service (SaaS) enabling:

• management of an AV equipment catalogue (adding, editing, categorisation, QR/barcode codes)
• planning and handling of events with equipment assignment
• management of warehouses and check-out/return operations
• handling of service tickets
• generation of reports and PDF documents
• preparation of quotes and offers for clients (in plans with this feature — also with AI assistance)
• planning of crew work and vehicle fleet (depending on the plan)
• management of multiple companies and users (depending on the plan)
• participation in the Standby contact network — public profile, search and contact (details in §16)

The Service is provided via a web browser. No software installation is required on the User's device.

§3. Registration and account

1. Account registration is free and requires providing an e-mail address and a password.
2. The User undertakes to provide true data and to keep the password confidential.
3. A single account may cover multiple users within one organisation (multi-user), in accordance with the limits of the chosen plan.
4. The Service Provider reserves the right to refuse registration or block an account without stating a reason, in particular in the event of a breach of these Terms.
5. The User is obliged to update account data if it changes.

§4. Trial period

1. The Trial lasts 7 calendar days from the moment of activation and includes full access to the features of the chosen paid plan.
2. Activating the Trial requires providing payment card details in the secure form of the payment provider (Stripe). On the activation day the card is not charged (USD 0).
3. After the Trial ends, the card is automatically charged the fee for the chosen plan and billing period, unless the User cancelled the subscription before the end of the trial period (panel Settings → Subscription). Cancelling during the Trial does not involve any charge.
4. An account created without choosing a paid plan receives a 7-day trial period without providing a card; after it lapses, the account switches to read-only mode (data remains available for viewing) until the chosen plan is activated.
5. Data entered during the trial period is retained regardless of the plan chosen after it ends.
6. The Service Provider reserves the right to grant a single trial per e-mail address / company domain.

§5. Plans and pricing

All prices are expressed in US dollars (USD) and are net prices. VAT (or another applicable tax) is added automatically according to the User's country and tax status; EU entrepreneurs holding a valid EU VAT number account for the tax under the reverse charge mechanism after providing the number in the payment form. With annual billing, the fee for 12 months is charged once in advance (respectively: Starter USD 288, Pro USD 900, Business USD 1,980 net). The final charge amount, including tax, is presented each time in the payment summary (Stripe Checkout) before it is confirmed.

The Service Provider reserves the right to change the pricing in accordance with the rules set out in §11.

§6. Payments and subscription

1. Payments for paid plans are processed via the payment provider Stripe (Stripe Payments Europe, Ltd.). The available payment methods (including payment card) are presented in the Stripe Checkout form.
2. The subscription renews automatically for the next billing period (monthly or annual), unless the User cancels it before the renewal date.
3. The Service Provider will issue an invoice within 7 days of the payment date to the e-mail address provided in the account; the payment history is also available in the subscription management panel.
4. In the event of a failed payment (card declined, insufficient funds), the payment provider retries the charge according to its schedule. Until the payment is settled, the account switches to read-only mode (data remains available for viewing); after the payment is settled, full access is restored automatically.
5. XLR.pro does not store payment card data — it is processed exclusively by Stripe.

§7. Subscription cancellation

1. The User may cancel the subscription at any time from the Settings → Subscription panel.
2. After cancellation, the account remains active until the end of the paid billing period.
3. Cancellation does not result in an automatic refund for unused time, subject to §8.
4. After the subscription expires, the account switches to the free Free plan — the company keeps its public Standby profile and search and contact in the contact network, while access to paid features (including warehouse, events, quotes) is disabled. Data entered during the paid subscription is retained for at least 90 days from the switch to the Free plan; after that time, data exceeding the Free plan limits may be deleted with 30 days' notice.

§8. Refund policy

1. For the first payment for a paid plan, the User has the right to withdraw from the agreement and obtain a refund within 7 days of the payment date.
2. The right to a refund does not apply if the User actively used the Service throughout that period (i.e. logged in and used premium features after making the payment) — in accordance with Article 38(13) of the Polish Consumer Rights Act.
3. A refund request should be sent to [email protected] with the subject "Refund XLR.pro – [account e-mail address]".
4. The refund is made using the same payment method within 14 business days of the request being accepted.
5. The refund does not apply to subscription renewals or Enterprise plans.

§9. User's rights and obligations

The User undertakes to:

• use the Service in accordance with its intended purpose and applicable law
• not share access credentials with unauthorised persons
• not take actions that could disrupt the operation of the Service or harm other users
• not attempt reverse engineering, decompilation, or the creation of competing products based on the Service
• not resell access to the Service to third parties

The User owns the data entered into the system (equipment data, events, etc.). The Service Provider claims no rights to this data. This provision does not exclude the licence to Content published in the public profile (Standby), referred to in §16.

§10. Obligations and liability of the Service Provider

1. The Service Provider undertakes to provide the Service with due diligence and to make every effort to ensure its availability at a level of at least 99% on a monthly basis (excluding scheduled maintenance breaks).
2. The Service is provided "as is". The Service Provider does not guarantee that the Service will be error-free.
3. The Service Provider is not liable for: interruptions resulting from force majeure, the actions of third parties, failures of external infrastructure (Railway, internet providers), or errors on the User's side.
4. The Service Provider's total liability towards the User shall not exceed the sum of the subscription fees paid by the User in the last 3 months before the event giving rise to the damage.
5. The Service Provider reserves the right to maintenance breaks lasting no longer than 4 hours per month, of which it informs Users with at least 24 hours' notice (except for critical failures).

§11. Changes to the Terms and pricing

1. The Service Provider reserves the right to amend these Terms. It informs Users of changes by e-mail at least 14 days before the changes take effect.
2. In the event of a pricing change affecting active subscriptions, the new prices apply from the next billing period after 30 days' notice.
3. Continued use of the Service after the changes take effect constitutes acceptance of the new Terms. A User who does not accept the changes has the right to terminate the Service free of charge by the date the changes take effect.

§12. Data processing (entrustment agreement)

To the extent that the User enters into the Service the personal data of their clients or employees, the Service Provider acts as a processor, and the User as the controller of that data within the meaning of the GDPR.

Detailed data processing terms are set out in the XLR.pro Privacy Policy. At the User's request, the Service Provider may conclude a separate Data Processing Agreement (DPA) — for this purpose, please contact [email protected].

§13. Termination of the agreement

1. The agreement for use of the Service may be terminated by either party at any time.
2. The Service Provider may terminate the agreement with immediate effect in the event of a gross breach of the Terms by the User (e.g. an attempted intrusion, distribution of malware).
3. After termination of the agreement, the User has 30 days to download their data. After that time, the data may be permanently deleted.

§14. Governing law and dispute resolution

These Terms are governed by Polish law. Any disputes arising from the agreement will be resolved by the court having jurisdiction over the Service Provider's registered office.

If the User is a consumer, they may use out-of-court methods of handling complaints and pursuing claims, in particular the ODR platform available at ec.europa.eu/consumers/odr.

§15. Contact and complaints

§16. Standby: public profiles and User content

1. Nature of Standby. Standby is a feature of the Service enabling Users to create a public profile and to find one another and make contact. The Service Provider solely provides a tool for matching and contact. Further cooperation between Users (negotiations, agreements, remuneration, performance of work or services) takes place directly between them, outside the Service. The Service Provider is not a party to these relationships, does not act as an intermediary in employment or the provision of work/services, is not an employment agency or a temporary work agency, and does not charge a commission on cooperation established between Users.
2. User Content. "User Content" means data published in the public profile: name, description/bio, categories and competencies, profile picture, logo, portfolio, and contact details disclosed once contact is made. Publication is voluntary; the User is responsible for the Content's compliance with the law and these Terms.
3. Licence. By publishing Content, the User grants the Service Provider a non-exclusive, royalty-free, limited licence to store, reproduce, scale, and display it solely for the purpose of providing the Service (including via the image hosting provider). The licence expires upon deletion of the Content or the account (other than backups for the technically necessary time). The User retains the rights to their Content — the Service Provider does not acquire ownership of it.
4. User representations. By publishing Content, the User represents that: (a) they hold the rights (copyright, trademarks) or have the necessary consents; (b) in the case of a person's likeness — they have that person's consent to its dissemination; (c) the Content does not infringe the rights of third parties or the law.
5. Prohibited content. The following Content is prohibited: unlawful, untrue, or misleading; infringing the rights of third parties (copyright, trademarks, likeness, personal rights); offensive, discriminatory, or inciting hatred or violence; of a spam nature or advertising unrelated to the Service; containing malware or harmful links; violating the privacy of others.
6. Moderation. The Service Provider may — upon a report (the "Report profile" feature) or on its own initiative — hide or remove Content that breaches the Terms or the law, and in the case of gross or repeated breaches, suspend or delete the account.
7. Liability. The Service Provider does not verify User Content in advance and is not liable for it, nor for the course and outcome of cooperation established through Standby.