Terms of Service

Last updated: 17 June 2026 · Version 1.0

1. Who we are

EpicCRM (the “Service”) is operated by Web Systems, a sole proprietorship registered in Poland (entered in the CEIDG register), with its registered office at ul. Dąbrowskiego 249/23, 93-231 Łódź, Poland, Tax ID (NIP) 7292462454 (“we”, “us”, “EpicCRM”, the “Operator”).

You can reach us at any time at [email protected].

2. Definitions

• Service — the EpicCRM web application available at app.epiccrm.eu and related websites, APIs and features.
• Customer / you — the organization or individual that registers for and uses the Service.
• Organization — the team workspace created on registration; data is isolated per Organization.
• User — a person authorized by the Customer to access the Service under a seat.
• Customer Data — any data you or your Users submit to the Service (contacts, companies, deals, tasks, tickets, notes, calendar data, etc.).
• Subscription — a paid plan and the number of seats selected by the Customer.

3. The Service

EpicCRM is a software-as-a-service (SaaS) customer relationship management platform. It provides, among other features, contact and company management, deals/pipeline, tasks, a help desk, analytics, email-marketing integration and external calendar import (Google, Apple, CalDAV). Features available to you depend on your plan.

We may add, change or remove features over time. We will not materially reduce the core functionality of a paid plan during a paid billing period without notice.

4. Accounts & eligibility

• You must be at least 18 years old and able to enter into a binding contract.
• The Service is intended for business/professional use.
• You are responsible for the accuracy of registration data, for keeping credentials confidential, and for all activity under your account and your Users’ accounts.
• The person who registers an Organization becomes its owner and the first manager, and may invite, manage and remove other Users subject to the available seats.
• Notify us promptly at [email protected] of any unauthorized use of your account.

5. Plans, seats & billing

Paid plans are billed per Organization on a “base price plus seats” model: each plan includes a number of seats, and additional seats are charged at the plan’s per-seat price. Current pricing is shown at epiccrm.eu/pricing.

• Billing cycle. Subscriptions are billed monthly in advance, in EUR, unless stated otherwise.
• Payment processor. Payments are processed by Stripe. By subscribing you also agree to Stripe’s applicable terms. We do not store full card numbers.
• Seat changes. You can add seats at any time; charges for added seats are prorated or applied at the next cycle as handled by the payment processor. The number of active and pending Users may not exceed your purchased seats.
• Taxes. Prices are exclusive of VAT and other applicable taxes unless stated; taxes are added where required.
• Non-payment. If a charge fails, we may downgrade, suspend or limit the account (including reducing it to the Free plan limits) after reasonable notice.
• Refunds. Except where required by law, fees already paid are non-refundable. You may cancel at any time; cancellation stops future renewals and the paid features remain available until the end of the current paid period.

Consumer withdrawal rights, where applicable by law, are described in the Polish-language Regulamin.

6. Free plan & trials

We offer a Free plan limited to a single User and reduced functionality. The Free plan is provided “as is”, may change, and may have usage limits (for example a cap on the number of contacts). We may discontinue the Free plan with reasonable notice.

7. Acceptable use

You agree not to, and not to allow your Users or others to:

• use the Service unlawfully or in breach of third-party rights, including data-protection and anti-spam laws;
• upload malware, attempt to gain unauthorized access, probe, or disrupt the Service or its infrastructure;
• reverse engineer, resell, or provide the Service to third parties except as permitted (e.g. inviting your own Users);
• send unsolicited communications (spam) using data managed in the Service or connected integrations;
• use the Service to store special-category personal data unless you have a lawful basis and appropriate safeguards.

You are solely responsible for ensuring a lawful basis for processing personal data you load into the Service about your own contacts.

8. Your data & content

As between you and us, you own your Customer Data. You grant us a limited license to host, process and transmit Customer Data only as needed to provide and support the Service.

Where we process personal data on your behalf, we act as a processor and you act as the controller. The terms of that processing are set out in our Data Processing Agreement (DPA), which forms part of these Terms when you use the Service for personal data. How we handle personal data is described in our Privacy Policy.

You may export or request a copy of your Customer Data while your account is active. After termination we may delete Customer Data after the period stated in the DPA / Privacy Policy.

9. Third-party integrations

The Service can connect to third-party services you choose to enable (e.g. Google Calendar, Apple/CalDAV calendars, Stripe, email-marketing integrations). Your use of those services is governed by their own terms and privacy policies. We are not responsible for third-party services and may discontinue an integration if the third party changes or withdraws access.

10. Intellectual property

The Service, including its software, design, trademarks and content (excluding Customer Data), is owned by the Operator or its licensors and is protected by law. We grant you a non-exclusive, non-transferable, revocable right to use the Service during your subscription, for your internal business purposes only.

11. Availability & support

We aim for high availability but do not guarantee uninterrupted, error-free operation. Maintenance, updates or factors outside our control may cause downtime. Support is provided by email at [email protected]; response times depend on your plan.

12. Warranties & liability

Except as expressly stated and to the maximum extent permitted by law, the Service is provided “as is” and “as available”, without warranties of any kind, whether express or implied.

To the maximum extent permitted by law, our total aggregate liability arising out of or related to the Service in any 12-month period is limited to the fees you paid to us for the Service in that period. We are not liable for indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue or data. Nothing in these Terms excludes liability that cannot be excluded by law (e.g. for intentional damage or, to the extent applicable, rights of consumers).

13. Suspension & termination

You may terminate at any time by cancelling your subscription and/or closing your account. We may suspend or terminate access if you materially breach these Terms (including non-payment or prohibited use), if required by law, or to protect the Service or other customers. Where practical we will give notice and an opportunity to cure.

14. Changes to these Terms

We may update these Terms. We will post the updated version with a new “last updated” date and, for material changes, provide reasonable notice (e.g. by email or in-app). Continued use after the effective date constitutes acceptance. If you do not agree, you should stop using the Service.

15. Governing law & disputes

These Terms are governed by the laws of Poland and applicable European Union law. The courts competent for the Operator’s registered seat have jurisdiction, except where mandatory consumer-protection rules provide otherwise. EU consumers may also use the European Commission’s Online Dispute Resolution platform at ec.europa.eu/consumers/odr.

16. Contact