Last Updated: February 10, 2026
Welcome to Dokomat. These Terms and Conditions (“Terms”) govern your access to and use of the Dokomat platform available at https://dokomat.com (“Service”), operated by SOFT AFFAIRS Sp. z o.o. (“Company”, “we”, “us”, or “our”), based in Poznań, Poland. By creating an account or using our Service, you agree to be bound by these Terms.
1. Definitions
- “Platform” means the Dokomat web application, including all features, tools, and services provided at dokomat.com.
- “User” means any individual or entity that registers for an account on the Platform.
- “Subscription” means a paid plan that grants access to the Platform’s features.
- “Content” means all data, documents, letters, employee records, company profiles, and other information uploaded to or generated through the Platform.
2. Account Registration
2.1. To use the Service, you must create an account by providing your full name, email address, and a password, or by authenticating via Google OAuth.
2.2. You must verify your email address before gaining full access to the Platform. Accounts created via Google OAuth are automatically verified.
2.3. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account.
2.4. You must provide accurate, current, and complete information during registration and keep your account information updated.
2.5. You must be at least 18 years of age to create an account.
3. Subscription Plans and Billing
3.1. Dokomat offers the following subscription plans, billed monthly in Polish Złoty (PLN):
- Starter — 49.99 PLN/month: 1 company, up to 3 employees, all letter access, email support
- Professional — 99.99 PLN/month: 1 company, up to 10 employees, all letter access, priority support
- Enterprise — 199.99 PLN/month: 1 company, up to 25 employees, all letter access, priority support, dedicated account manager
3.2. All payments are processed securely through Stripe. Dokomat does not store your credit card information on our servers. Payment data is handled exclusively by Stripe in compliance with PCI DSS standards.
3.3. Subscriptions are billed on a recurring monthly basis. By subscribing, you authorize Dokomat to charge your payment method each billing cycle until you cancel.
3.4. Prices are subject to change with 30 days’ prior notice sent to your registered email address.
3.5. All prices are net amounts. Applicable taxes (including VAT) will be added as required by Polish law.
4. Services Provided
4.1. Dokomat provides the following services through the Platform:
- Company Management — Register and manage company profiles, including headquarters, correspondence, work, and living addresses.
- Employee Management — Maintain employee personnel files, including personal data, identity documents, and employment records.
- Letter Generation — Automatically generate employment contracts (umowa o pracę, umowa zlecenie), work permits, immigration letters, holiday letters, medical referrals, and night work notifications in PDF format.
- Work Time Tracking — Record daily work hours, breaks, and generate monthly work sheets.
- Document Storage — Upload and organize employee documents across categories (Parts A through D) in accordance with Polish labor law.
- AI Document Extraction — Optionally extract data from passport and residence card images using AI-powered recognition.
- Support Chat — Real-time messaging with the support team.
5. User Obligations
5.1. You agree to use the Service only for lawful purposes and in compliance with all applicable Polish and European Union laws, including but not limited to the Polish Labour Code, GDPR, and immigration regulations.
5.2. You are solely responsible for the accuracy, legality, and completeness of all Content you upload to or generate through the Platform.
5.3. You must not:
- Use the Service to process data of individuals without their consent or a lawful basis under GDPR;
- Upload false, misleading, or fraudulent information;
- Attempt to gain unauthorized access to any part of the Service;
- Reverse engineer, decompile, or disassemble any part of the Platform;
- Use automated systems (bots, scrapers) to access the Service;
- Share your account credentials with third parties.
6. Data Processing and GDPR
6.1. When you use Dokomat to manage employee data, you act as the Data Controller under GDPR, and Dokomat acts as the Data Processor.
6.2. Dokomat processes personal data only on your behalf and in accordance with your instructions, as described in our Privacy Policy.
6.3. You are responsible for ensuring that you have a lawful basis (such as employment necessity or explicit consent) for processing employee personal data, including sensitive data such as PESEL numbers and passport information.
6.4. Dokomat implements appropriate technical and organizational measures to protect personal data, including encrypted sessions, secure file storage, and access controls.
7. Intellectual Property
7.1. The Platform, including its design, code, features, and documentation, is the intellectual property of Dokomat and is protected by copyright and other intellectual property laws.
7.2. You retain ownership of all Content you upload to the Platform. By uploading Content, you grant Dokomat a limited license to store, process, and display your Content solely for the purpose of providing the Service.
7.3. Letters and documents generated through the Platform are your property. Dokomat does not claim ownership of generated documents.
8. Limitation of Liability
8.1. Dokomat provides the Service on an “as is” and “as available” basis. We do not guarantee that the Service will be uninterrupted, error-free, or completely secure.
8.2. Dokomat is not a law firm and does not provide legal advice. Letters and documents generated through the Platform are based on templates and the data you provide. You are responsible for verifying the accuracy and legal compliance of all generated documents.
8.3. To the maximum extent permitted by law, Dokomat’s total liability for any claims arising from your use of the Service shall not exceed the amount you paid for the Service in the 12 months preceding the claim.
8.4. Dokomat shall not be liable for any indirect, incidental, special, consequential, or punitive damages.
9. Account Termination
9.1. You may cancel your subscription and close your account at any time.
9.2. Dokomat reserves the right to suspend or terminate your account if you violate these Terms, with or without prior notice.
9.3. Upon account termination, your data will be retained for 30 days to allow recovery, after which it may be permanently deleted.
10. Modifications to Terms
10.1. Dokomat may update these Terms from time to time. We will notify you of material changes via email or through the Platform at least 14 days before the changes take effect.
10.2. Your continued use of the Service after changes take effect constitutes acceptance of the revised Terms.
11. Governing Law and Dispute Resolution
11.1. These Terms are governed by the laws of the Republic of Poland.
11.2. Any disputes arising from these Terms or the use of the Service shall be resolved by the competent courts in Poznań, Poland.
11.3. For consumers residing in the European Union, this provision does not affect your statutory rights under mandatory consumer protection laws of your country of residence.
12. Contact Information
If you have questions about these Terms, please contact us:
- Company: SOFT AFFAIRS Sp. z o.o., KRS: 0000999132, NIP: 7792546094, REGON: 523483002
- Address: Pl. Wolnosci 6/108, 60-324 Poznan, Poland
- Email: info@softaffairs.com
- Website: https://dokomat.com