1. Service provider and contact
The provider of kilometrowkavat.pl and the Kilometrówka app is KP Solutions Krzysztof Piszczek, tax identification number (NIP) 9261465949, address: ul. Winna Góra 5/2, 46-034 Pokój, email: admin@kilometrowkavat.pl. These terms govern the provision of services by electronic means.
2. Definitions and intended users
“Customer” means the contracting party and the organisation using the account; “administrator” means the person managing the customer's account; “driver” means a user assigned to a vehicle; “billing period” means a paid month or 12 months; “consumer” also includes an individual entitled to consumer protection under Article 7aa of the Polish Consumer Rights Act, where that provision applies.
The service is primarily intended for businesses and fleets, but private individuals may also purchase it. The form distinguishes business and private customers. Private individuals do not provide a NIP or a fictitious tax identifier.
3. Scope of the service
The service includes accounts and roles, vehicles, driver–vehicle assignments, trip records, the Android app, synchronisation, mobile drafts, approval or rejection, odometer readings, telemetry, statistics, PDF/XLSX/CSV reports and maps available to administrators. The driver portal is available only when enabled by an administrator.
For each vehicle, the administrator sets a profile effective from a specified date: 100% VAT deduction and business-only use, or 50% VAT deduction and mixed use. Profile history is retained, and approved trips receive the profile applicable on their date. Under the 50% profile, trips may be marked as business or private. Private trips are not available under the 100% profile.
A private trip retains its date, driver, vehicle, odometer readings, distance, type and deduction percentage, but the report does not disclose its purpose, addresses, map or notes. Once approved as private, the detailed GPS points and identified addresses associated with that record are deleted. Until approval, a draft may contain telemetry needed to identify the trip.
The system supports record-keeping, including mileage records for vehicles used exclusively for business, but does not provide tax advice or determine eligibility for deductions. The customer is responsible for the correct vehicle profile, compliance with tax requirements, truthful and complete data, business or private classification, odometer readings and approval of the report.
4. Technical requirements and characteristics of the digital service
The portal requires an up-to-date browser, an Internet connection, JavaScript and the mechanisms necessary for sessions and form protection. The app requires Android 12 or later, an Internet connection for sign-in and synchronisation, and permissions for Bluetooth, notifications, location and background operation. Reports are downloaded in the formats shown in the portal.
Automatic detection depends on the phone, GPS, Bluetooth, battery-saving settings, vehicle, Android Auto and network. These factors may cause missing, split or inaccurate records. Users should check each record before approval. Vehicle odometer readings are available only when the device and connection provide that information.
Updates needed to maintain conformity and security are provided for the duration of the service. Until distribution through an app store, the app may offer a newer version for download from the portal. Failure to install an important update after being notified may limit features that depend on that update.
5. Accounts, roles and security
The administrator manages users, vehicles, assignments, records, reports, statistics and billing. Drivers see only data permitted by their role and assignments. The administrator resolves conflicts between parallel records from two drivers. Maps, pro formas and invoices are available only to administrators.
The administrator is responsible for deciding who may classify trips and for checking that classification before using a report. A user planning a private trip who does not want location recording should use “Pause monitoring” in the app before departure and resume monitoring afterwards. Marking a record as private later removes its detailed location data from the active database, but does not undo processing that occurred before approval.
Each user must use their own account. Unlawful content, circumventing security or limits, impersonation, account sharing, attempts to access other people's data and disruption of the service are prohibited. Suspected unauthorised access must be reported to the provider without delay.
6. Registration and formation of the contract
Registration requires accurate details, a password, a selected plan and, for paid plans, a billing period and payment method. A discount code is optional and may reduce the price, including to PLN 0, under the applicable promotion terms. Before an order is placed, the plan, limits, period and final discounted price are displayed. If an amount remains due, the full net, VAT and gross amounts are shown and the final button clearly indicates an obligation to pay. If the final price is PLN 0, the plan is activated for the stated period without payment.
The Try it plan contract is formed when the account is successfully created. A paid-plan contract is formed when an order with an obligation to pay is submitted; access to paid features starts after payment is confirmed. Registration and order details are confirmed by email.
A consumer who wishes to use the service before 14 days have elapsed must make a separate express request and acknowledge the information about proportional payment in the event of withdrawal. Details and a model notice are available on the Withdrawal from the contract page.
7. Try it plan
The Try it plan lasts 30 consecutive days, counting the registration date as day one, and includes one driver and one vehicle. No payment details are required. At the end of the trial, the customer receives an offer to choose a subscription and has 7 days to pay. Non-payment creates neither a debt nor an automatic paid renewal; after 7 days, adding drivers, vehicles and trips is blocked.
Once the offer is paid, the first paid period starts on the day after the 30th trial day. Trial rules do not apply to historical accounts marked as exempt.
8. Plans, periods and prices
The annual cycle covers 12 months paid in advance. The stated monthly amount is the monthly equivalent of the annual price. The monthly cycle covers one month and costs 10% more than that monthly equivalent. The default selection can be changed before ordering.
- Solo: 1 driver and 1 vehicle; annually PLN 120.00 net + PLN 27.60 VAT = PLN 147.60 gross; monthly PLN 11.00 net + PLN 2.53 VAT = PLN 13.53 gross.
- Microbusiness: up to 2 vehicles and 3 drivers; annually PLN 468.00 net + PLN 107.64 VAT = PLN 575.64 gross; monthly PLN 42.90 net + PLN 9.87 VAT = PLN 52.77 gross.
- Team: annually PLN 120.00 net per active vehicle and PLN 120.00 net per active driver; monthly PLN 11.00 net for each respectively. The full price is calculated and displayed before ordering and does not exceed the Fleet plan price for the same cycle.
- Fleet: unlimited vehicles and up to 10 drivers; annually PLN 1,788.00 net + PLN 411.24 VAT = PLN 2,199.24 gross; monthly PLN 163.90 net + PLN 37.70 VAT = PLN 201.60 gross. Each additional driver costs PLN 120.00 net annually or PLN 11.00 net monthly.
- Enterprise: scope, limits and price require an individual offer. Submitting the contact form does not conclude a contract.
The VAT rate is currently 23%. If the applicable rate changes by law, the gross price for a future period will be recalculated and shown before payment.
9. Contract duration, renewal and cancellation
A paid plan is a fixed-term contract for the paid period. The system does not automatically collect recurring payments or renew a paid contract without another payment. Seven days before the end of the period, the customer receives a pro forma constituting an offer for the next period. Non-payment means no renewal and creates no amount due for the next period.
The customer may decline the next period by not paying the pro forma or by notifying the provider by email. Access continues until the end of the period already paid for. Account deletion is a separate, irreversible operation. Consumer withdrawal and complaint rights remain unchanged.
10. Pro formas and payments
The active methods are Paynow and bank transfer with an individual reference. A Paynow payment is recognised only after verified confirmation from the payment operator; returning from the gateway is not proof of payment. The platform operator confirms a transfer after it has been unambiguously matched. Do not pay the same pro forma using both methods.
A pro forma is neither an invoice nor an accounting document. Payment for the initial order is due within 7 days. For an offer for the next period, payment is due on the last day of the current period. After that date, a new current offer may be generated if the plan and price remain available.
11. Invoices and KSeF
An invoice is issued after payment confirmation in 360 Księgowość, which assigns its number. For B2B transactions, the invoice is sent to KSeF, Poland's National e-Invoicing System, when that obligation applies to the provider and document. If the provider benefits from a statutory temporary exemption, the invoice may be issued outside KSeF. B2C invoices may be issued outside KSeF in accordance with applicable law.
The document in the portal is intended for the administrator. If a B2B invoice was issued in KSeF, KSeF data constitute its legally authoritative source and issue date; the PDF copy is a visual representation. The KSeF number will be displayed once received by the integrated system. A customer with a NIP should ensure they can receive invoices in KSeF.
12. Changing a plan or cycle
An upgrade takes effect after the change is confirmed. In an annual cycle, a positive proportional surcharge for the days remaining requires payment of a separate pro forma; in a monthly cycle, it is added to the next renewal offer. Downgrades and cycle changes take effect from the next period, require compliance with the new limits and do not generate a refund for time already used, subject to consumer rights and liability for lack of conformity of the service.
13. Trip maps
Maps are available only to administrators. Map billing is not yet active. Once introduced with prior notice, the plan will include 10 logical map openings per billing period. An opening means an administrator viewing a specific trip map, not the number of tiles or provider requests. Reopening the same trip by the same administrator within 30 minutes, panning and zooming do not count as another opening.
After the allowance is used, maps will be blocked until the customer expressly chooses a package of up to 500 openings for PLN 99 net or extra openings for PLN 1 net each. No charge will be incurred without confirmation; it will appear on the next pro forma. Earlier technical views remain free.
14. Non-payment
A warning appears after the renewal offer's payment deadline. Once the paid period ends, vehicles, drivers and trips cannot be added, and the app does not send new records. Local data remain on the phone. The administrator retains access to billing and existing data. Payment for a new period restores features according to the current plan.
15. Driver data and processing on behalf of the customer
The customer determines the legal basis and purpose of processing driver data, fulfils information duties and complies with employment law and monitoring rules, including setting rules for private vehicle use and limiting monitoring to what is necessary. The Data Processing Agreement is an integral appendix to the B2B contract for data processed by the provider on the customer's instructions.
16. Complaints and conformity
Complaints may be sent to admin@kilometrowkavat.pl with the account, description, time of the incident and requested remedy. The provider acknowledges receipt and responds within 14 days. For non-consumers, this is a declared service timeframe; exceeding it does not automatically mean acceptance of the claim unless the law provides otherwise.
A consumer may require the digital service to be brought into conformity with the contract. In cases provided by law, they may also request a price reduction or withdraw from the contract. Conformity will be restored within a reasonable time, without undue inconvenience and at the provider's expense. These terms do not limit statutory rights.
17. Availability and liability
The provider exercises due care, maintains backups and may carry out necessary maintenance. It does not guarantee uninterrupted operation of elements outside its control, such as the phone, Android, GPS, Bluetooth, the customer's network, Android Auto, a bank or an external mapping service. It gives notice of planned extended downtime where possible.
Liability towards consumers follows mandatory law and is not limited by these terms. In B2B relationships, the provider is liable for actual loss normally resulting from culpable non-performance of the contract; it is not liable for an incorrect tax classification made by the customer without checking the data. This does not exclude liability that cannot lawfully be excluded.
18. Ending the service and deleting data
After the period ends, the account may remain restricted so that existing data and documents can be downloaded. The administrator may request permanent account deletion. The email link is valid for 60 minutes, and opening it requires an additional confirmation. The operation irreversibly deletes accounts, tokens, vehicles, trips, GPS data, odometer records, configuration and mobile logs.
Invoices and a minimal billing audit trail remain in a separate archive for the legally required period. Backup data expire in the normal 14-day cycle and are not restored to the active account. Before deletion, the customer should download the reports they need.
19. Changes to the terms
A new version applies to new contracts from the stated date. For an ongoing contract, changes arising from law, security or feature development will be communicated in advance, with notice proportionate to their significance. A price change does not affect a paid period. The customer decides on the next period by paying the offer at the current price. Consumers retain their statutory rights concerning changes to a digital service.
20. Governing law and disputes
Polish law applies. Disputes may be resolved amicably; consumers may seek assistance from a consumer ombudsman and consult polubowne.uokik.gov.pl. Out-of-court proceedings are voluntary. Failure to reach an agreement does not limit the right to bring proceedings before a court with jurisdiction under applicable law.