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Calendra terms of service

In force since October 19, 2026

Calendra is a tool for practices and salons that already have their own clients: a calendar, a booking page under the business's own brand, reminders and settlement. These terms describe how you use it. The service is for businesses, not consumers. The Polish version prevails.

§ 1. Who provides the service

The Calendra service (the “Service”) is provided by Vomit Studios Michał Siwek, os. Jagiellońskie 25/54, 31-834 Kraków, Poland, tax id (NIP) 6783161589, REGON 364894662, a sole trader registered in the Polish business register CEIDG (the “Provider”). Contact for contractual matters: legal@calendra.pl; for personal data: privacy@calendra.pl.

These terms set out the rules for providing the Service electronically and the contract between the Provider and the Customer.

§ 2. Definitions

  • Customer – a business or other professional entity (psychotherapy practice, clinic, salon) that opens an Account and uses the Service in connection with that activity.
  • Account – the Customer's account in the Service, covering one business and its locations.
  • User – a person using the Account with the Customer's consent: the owner, a practitioner, reception staff.
  • End client – a person who books a visit with the Customer through the booking page or whose visit the Customer records in the calendar.
  • Panel – the part of the Service available after signing in (panel.calendra.pl); Booking page – the Customer's public page (book.calendra.pl/name).
  • Plan – the chosen package with the limits and price shown in the price list on calendra.pl; Billing period – a calendar month counted from the day the Plan was activated.

§ 3. What the Service is

The Service includes in particular: a calendar of visits and practitioners' schedules, an online booking page under the Customer's brand, e-mail and SMS reminders sent to End clients on the Customer's behalf, recurring visits, settlement of visits (attendance, payment), statistics and data export, import from other systems and, optionally, deposits collected through the Customer's own Stripe account.

Calendra is not a marketplace. The Provider lists no Customers in any directory, takes no commission on visits and is not a party to contracts between the Customer and End clients.

Calendra is not a medical records system. The Customer decides what to write in notes and is responsible for their compliance with the rules of their profession, including professional secrecy.

Using the Service requires a current web browser, internet access and an e-mail address or phone number that receives sign-in codes.

§ 4. Account and trial

The contract is concluded when the Account is created, after the e-mail address or phone number is confirmed with a code. By creating an Account the Customer declares that it acts in the course of business or professional activity and provides true details.

For 30 days after the Account is created the Service is free, with no card required. Afterwards, continued use requires choosing a Plan. If no Plan is chosen the Account is blocked and the data is kept for a further 90 days, then deleted, unless the Customer asks for deletion or export earlier.

The Customer adds Users and is liable for their actions in the Service as for its own. Sign-in is passwordless: a one-time code, a link from a message or a passkey. The Customer keeps Users' devices and mailboxes secure.

§ 5. Plans, fees and invoices

Available Plans, their limits (number of practitioners, SMS pool) and prices are set in the price list on calendra.pl. Prices in the price list are shown gross (including 23% VAT) together with the net amount; invoices itemise the net amount and VAT.

Fees are charged monthly in advance for the Billing period, through the payment operator Stripe. VAT invoices are issued electronically and sent to the Customer's e-mail address.

A change of Plan takes effect from the next Billing period. Once the SMS pool of a period is used up, SMS reminders are paused until the next period or until an additional pack is bought according to the price list; e-mail reminders continue.

If a payment for a Billing period cannot be collected, the Provider sends a reminder by e-mail; after 7 days access to the Panel may be limited until the balance is settled. The Customer's data is kept.

The Provider may change the price list with at least 30 days' notice by e-mail. The change does not affect a period already paid. A Customer who does not accept the change may terminate before it takes effect.

§ 6. Term and cancellation

The contract is concluded for an indefinite term. The Customer may cancel at any time in the Panel or by e-mail; cancellation takes effect at the end of the paid Billing period. There is no refund for the unused part of a period and no cancellation fee.

The Provider may terminate with 30 days' notice, and with immediate effect when the Customer grossly breaches these terms (in particular § 7) or is more than 30 days late with a payment despite a reminder.

Until access ends the Customer can export its data (clients, visits) as CSV. After the Account is deleted the data is erased within 30 days, except billing records kept for the period required by tax law and backups, which are overwritten in a cycle of up to 30 days.

§ 7. Customer's obligations

  • The Customer uses the Service lawfully and in particular ensures a legal basis for contacting its End clients (e-mail and SMS reminders are sent on its behalf and on its instruction).
  • The Customer is responsible for the content of its Booking page and for the data and notes entered in the Panel, including their compliance with data protection law and professional secrecy.
  • The following is prohibited: unsolicited messages, circumventing Plan limits, reselling or sharing the Service with third parties, security testing without the Provider's consent and anything that disrupts the Service.
  • The Customer informs the Provider without delay about unauthorised access to the Account.

§ 8. Availability, support and development

The Provider works to keep the Service running without interruption. Maintenance is, where possible, carried out at night and announced in advance. Backups are made daily and data is stored on servers in the European Union.

Support is provided by e-mail (legal@calendra.pl) on business days. The Service is developed continuously; the Provider gives at least 30 days' notice before limiting or withdrawing a significant feature.

§ 9. Liability

The Provider's contractual liability towards the Customer is limited to the fees paid by the Customer in the last 12 months. The Provider is not liable for lost profits, indirect damage, acts or omissions of End clients, messages not delivered for reasons attributable to telecom operators or mail providers, or interruptions caused by external factors. These limits do not apply to damage caused intentionally.

The Customer is responsible for the lawfulness of its own activity and for the way it uses the Service towards End clients.

§ 10. Intellectual property

The software, the Calendra name and marks belong to the Provider. The Customer receives a non-exclusive, non-transferable licence to use the Service for the term of the contract. The Customer's data and its End clients' data remain the Customer's.

The Provider may name the Customer as a user of the Service in reference materials only with its prior consent.

§ 11. Personal data

Data of the Customer and Users (accounts, billing, security logs) is processed by the Provider as a controller, as described in the privacy policy.

Data of End clients that the Customer enters in the Panel or that reaches the Service through the Booking page is processed by the Provider solely on the Customer's behalf as a processor. The rules are set out in the Data processing agreement in Annex 1, which is concluded upon acceptance of these terms.

§ 12. Complaints

Complaints about the Service can be sent to legal@calendra.pl. The Provider replies within 14 days.

§ 13. Changes to the terms

The Provider may change these terms for important reasons such as changes in law, development of the Service or a change of suppliers. The Customer is informed by e-mail at least 14 days before a change takes effect and may terminate before that date; continued use means acceptance.

§ 14. Final provisions

The contract is governed by Polish law. Disputes are settled by the court competent for the Provider's seat. If any provision is found invalid, the rest remains in force. In case of discrepancies the Polish version prevails.

Annex 1 – Data processing agreement

Concluded under Article 28 GDPR between the Customer (controller) and the Provider, Vomit Studios Michał Siwek, os. Jagiellońskie 25/54, 31-834 Kraków, Poland (processor), upon acceptance of the terms.

1. Subject, nature and purpose

The Customer entrusts the Provider with processing End clients' personal data to the extent needed to provide the Service: storage, organisation, display to Users in the Panel, sending notifications and reminders, backups and erasure. Processing lasts for the term of the Service contract.

2. Types of data and data subjects

Data: first and last name, e-mail address, phone number, date of birth (if given), visit dates and history, attendance and payment status, notes entered by the Customer. Notes may contain special categories of data, including health data, if the Customer chooses to record them. Data subjects: the Customer's clients and patients, visit participants, people booking on their behalf.

3. Processor's obligations

  • processes data only on the Customer's documented instructions, which are these terms and the Customer's settings and actions in the Panel;
  • ensures that persons authorised to process data are bound by confidentiality;
  • applies technical and organisational measures appropriate to the risk: encrypted transport (TLS), encrypted keys and credentials, passwordless sign-in, separation of businesses' data, access control, event logs, daily backups, servers in the European Union;
  • assists the Customer in responding to data subjects' requests – access, rectification, erasure and export are available directly in the Panel;
  • assists with the obligations under Articles 32–36 GDPR, including notifying the Customer of a personal data breach without undue delay and no later than 48 hours after becoming aware of it;
  • after the Service ends, erases the data within 30 days (backups are overwritten in a cycle of up to 30 days) or, on request made before the Account is deleted, returns it as an export;
  • makes available the information necessary to demonstrate compliance and allows audits, no more than once a year, at an agreed time, at the Customer's cost and without disrupting the Service.

4. Sub-processors

The Customer gives general authorisation for the sub-processors listed below. The Provider announces an addition or change by e-mail at least 14 days in advance; the Customer may object within that time and, if the objection is not accommodated, terminate the contract.

  • Hetzner Online GmbH (Germany) – servers, databases and backups;
  • DigitalOcean, LLC (USA) – file storage (logos, photos, import files) and domains;
  • Resend, Inc. (USA) – e-mail delivery;
  • Twilio Ireland Ltd. (Ireland) – SMS delivery;
  • Stripe Payments Europe, Ltd. (Ireland) – payments, when the Customer enables online deposits;
  • Rollbar, Inc. (USA) – application error monitoring (reports may contain fragments of request data).

Transfers outside the European Economic Area take place only to entities covered by a European Commission adequacy decision (including the EU-U.S. Data Privacy Framework) or on the basis of standard contractual clauses.

5. Liability and final provisions

Each party is liable for processing within its own GDPR obligations. The Provider is not responsible for the content or legal basis of data entered by the Customer. This agreement lasts as long as the Service contract and is governed by Polish law.