These terms govern use of Appointomat by a business located in the United States. They are a separate agreement from the Polish Regulamin, not a translation of it: the two say different things, most importantly in sections 2 and 3 below.
They do not govern the relationship between a business and the people who book appointments with it. That relationship is the business's own, and the privacy notice says so.
1. Who provides the service
Nikita Cherevko, a natural person established in Poland.
Contact for all matters, including data protection: nikita@appointomat.com.
2. What the service is
An appointment book for a practice: working hours with per-block public or private visibility, a public booking page, confirmations and reminders, self-service rescheduling and cancellation by the client, and a waiting list that offers a freed slot to the people who want it.
In the United States the service sends email only. Text-message reminders, which are part of the service elsewhere, are not available for US telephone numbers. This is a fact about the product and not a temporary limitation waiting on a setting: the messaging provider is a Polish carrier gateway with no A2P 10DLC registration with US carriers, and delivering automated messages to US numbers would in any case require consent handling under the Telephone Consumer Protection Act that the product does not implement.
Read section 2 of the Polish terms if you want to see what a customer in Poland receives. The difference is deliberate and is stated here rather than discovered after signing up.
3. What the service is not
Four boundaries. The first three are the same everywhere; the fourth exists only here.
- Not a medical records system. There are no clinical notes, no diagnoses and no treatment records, and no field into which one could be typed.
- Not a client marketplace. No directory, no search, no commission on a booking.
- Not a payment processor. No money moves through the service.
- Not available to HIPAA covered entities. See section 4.
4. Eligibility, and the HIPAA exclusion
The service is not offered to a covered entity, or to a business associate acting on a covered entity's behalf, each as defined in 45 CFR 160.103. If you are one, do not open an account.
The reason is stated plainly rather than buried. The fact that a named individual has an appointment with a named health care provider is protected health information. A vendor holding it on a covered entity's behalf is a business associate and must be under a business associate agreement. We do not offer a business associate agreement, and we could not honour one today: the sub-processors this service runs on are established in the European Union and do not provide business associate agreements. Operating without one would put the customer in breach, not us alone.
So the service is offered to businesses that are not covered entities - among them massage therapy, personal training, movement and fitness studios, and beauty and wellness practices that do not transmit health information electronically in connection with a HIPAA-covered transaction. Whether you are a covered entity is a question about your own billing practices, and it is yours to answer.
An account found to belong to a covered entity may be closed under section 8, with the export rights in that section preserved.
This exclusion is about HIPAA only. Other law still applies to what you put in the service, including state consumer health privacy law, and the privacy notice covers it.
Accounts may also be refused or closed where required by sanctions or export-control law, including measures adopted by the European Union.
5. Your account and your responsibilities
An account is opened by a person who has verified an email address; one verified address opens one practice. People working in the practice get their own accounts in roles with different permissions, and granting and removing those is the practice's responsibility.
You agree that you will:
- give accurate information and keep it current;
- protect your sign-in credentials and not share an account outside the practice;
- use the service lawfully, and not for marketing or any message the recipient did not ask for;
- not enter health information beyond the fact of a scheduled appointment - no diagnoses, no treatment descriptions, no records. The service has nowhere to put them and will not grow one;
- obtain whatever consent your own law requires before adding a person's contact details, and honour their requests about that data.
You are the controller of your clients' data and we process it on your instructions, on the terms in the data processing addendum, which forms part of these terms.
6. Fees
Plans and prices are published on the pricing page. Subscriptions are priced and billed in Polish złoty; your bank or card issuer may apply its own conversion and fees.
Billing is monthly. You may cancel at any time, effective at the end of the period already paid for; a part-used period is not refunded pro rata. An upgrade takes effect immediately, a downgrade at the next billing period.
A price change takes at least 30 days' notice to the email address on the account. Until it takes effect the previous price applies, and you may cancel before that date at no cost.
Your first month is free. Every practice choosing a paid plan pays nothing for its first 30 days and gives no card. This is a standing feature of the service rather than a limited offer — it applies the same to a practice created today and one created in three years.
The founding rate. A practice created on or before 31 December 2026 pays, after the free period, the price of its plan as it stood on the day it joined, and that rate is held for as long as the practice stays on that plan — including when the list price for new practices rises. Moving to a different plan means that plan's current price. The held rate is recorded against the account, not only in this document.
Who takes the payment and who invoices you. Your subscription is sold by Paddle.com Market Limited as the merchant of record. Paddle takes the payment, issues and sends the invoice, and handles any sales tax or VAT — Appointomat does not invoice you for the subscription. Paddle's own terms apply to the payment and are shown at checkout. Your card, billing details and payment history are changed in Paddle's portal, reached from Settings → Billing.
Card, monthly, in advance. The subscription renews automatically each month until cancelled.
A failed payment. If a payment cannot be taken, Paddle retries on its own schedule. Once it tells us a payment has finally failed, you have 14 days to settle it; the service is unchanged during that time and we tell you by email and in the app. After that the account moves to the Free plan: one calendar, email reminders only. Nothing is deleted — not appointments, not patients, not history — and moving back to a paid plan restores the limits at once. If more calendars were active than the Free plan allows, the extra ones are switched off, most recently added first; the account owner's own calendar is never switched off. Switched-off calendars are turned back on by you — moving back to a paid plan raises the limit, but it does not decide for you which practitioners should be working again.
A free plan is still a service: everything in these terms applies to it.
7. Availability and support
We try to keep the service running and make no commitment to a level of availability or to a response time. Maintenance is scheduled outside practice hours where possible.
Email is delivered by the third-party provider named in the sub-processor list and depends on the recipient's network and spam filtering. Delivery of any individual message is not guaranteed, and a reminder does not replace a confirmation from the person booked in.
Support is by email, at the address in section 1.
8. Termination, suspension and export
You may cancel at any time, for any reason, effective at the end of the period already paid for.
We may terminate on 30 days' notice, or immediately if you materially breach sections 4 or 5 or if the law requires it. An account may be suspended immediately where continuing to run it threatens other practices' data or the security of the service; suspension is reversible and you will be told about it.
Before the agreement ends you may download your data in a machine-readable format. After it ends, data is deleted within 30 days under section 11 of the data processing addendum, and after that it cannot be recovered.
9. Liability
Our liability to you is limited to the greater of the fees you paid in the twelve months before the event, or USD 100. The floor matters, because during a free period fees are zero and a cap measured only by fees would be a cap of nothing.
The limit does not apply to damage caused intentionally, to personal injury, or where limiting liability is not permitted by law. It does not apply to a claim by an individual about their own data, or to a regulator - those run on their own footing.
We are not liable for a missed appointment caused by a message a provider failed to deliver, for what you put into the service, or for decisions you make on the basis of what it shows you.
10. Changes to these terms
A change takes at least 30 days' notice, by email to the address on the account and in the application itself, saying what changes and from when.
The previous version applies until the change takes effect. If you do not accept the new version you may terminate before that date at no cost and without losing the right to export your data.
Acceptance happens in the application, and the version and the time of acceptance are recorded. That record exists only to show which version was accepted and by whom; the privacy notice describes it.
11. Assignment
We may transfer these terms to a successor carrying on the service, including a company formed to do so, on 30 days' notice. The successor takes the terms unchanged and accedes to the data processing addendum; your rights are unaffected and nothing has to be accepted again. If you object you may terminate before that date under section 10.
12. Governing law
These terms are governed by the law of Poland, and the courts of Poland have jurisdiction. The provider is established in Poland and has no establishment in the United States; naming a US forum where there is nobody to answer in it would be worse than naming this one.
If you use the service as a consumer rather than as a business, this does not deprive you of the protection of mandatory rules of the law of your habitual residence.