ExactFlow p.s.a. Cancellation & Cooling-Off Policy

This Cancellation & Cooling-Off Policy ('Policy') governs the cancellation of ExactFlow Subscriptions and Services by Clients. It is issued in compliance with ExactFlow's Terms of Service, Terms & Conditions, and applicable Polish and EU law, including:

• Act of 30 May 2014 on Consumer Rights (Ustawa o prawach konsumenta) — note: applies only to consumers, not B2B Clients
• EU Directive 2011/83/EU on Consumer Rights — applies exclusively to consumer contracts
• Polish Civil Code (Kodeks cywilny) — governing commercial contract termination for B2B
• Act of 18 July 2002 on Providing Services by Electronic Means

The Client may choose not to renew its Subscription at the end of the current Subscription Term. In this case:

• No refund is due for the current period
• Access to the Platform continues until the last day of the paid Subscription Term
• The Client must submit cancellation notice before the applicable notice deadline (Section 3)
• Automatic renewal will not be triggered for the following period

The Client may cancel its Subscription at any time before the end of the current Subscription Term. In this case:

• For monthly Subscriptions: access continues until the end of the current billing month; no refund is issued
• For annual Subscriptions: access continues until the end of the paid annual period; no refund is issued (except as provided in the 14-day window under Section 4)
• The cancellation becomes effective at the end of the then-current Subscription Term

ExactFlow or the Client may terminate the Agreement with immediate effect in specific circumstances as described in the Terms of Service and Terms & Conditions. Where ExactFlow terminates without cause or terminates for its own breach, a pro-rata refund of unused prepaid Fees may apply in accordance with the Refund & Returns Policy.

All ExactFlow Subscriptions renew automatically at the end of each Subscription Term unless the Client cancels in accordance with this Policy. Renewal is processed using the payment method on file. ExactFlow will send an email reminder to the registered account email address at least 14 days before the Renewal Date for annual Subscriptions, and at least 3 days before the Renewal Date for monthly Subscriptions.

If cancellation notice is not submitted before the applicable deadline, the Subscription will automatically renew and the renewal fee will be charged. ExactFlow will not refund fees charged due to late cancellation notice, except in cases of demonstrable technical failure of the cancellation mechanism.

As a voluntary commercial gesture, ExactFlow offers first-time annual Subscribers a 14-day cancellation window from the date of initial purchase, subject to the conditions below. This is not a statutory cooling-off right but a voluntary commercial policy.

To be eligible for cancellation and a full refund under this provision, all of the following conditions must be met:

• The Subscription is an annual plan purchased for the first time (not a renewal, upgrade, or second account)
• The cancellation request is received by ExactFlow within 14 calendar days of the original purchase date
• The Client has not made 'material use' of the Platform as defined in the Refund & Returns Policy, Section 4.2
• The Client has not previously held an ExactFlow Subscription account
• The cancellation request is submitted in accordance with the procedure in Section 6

If eligible, a full refund of the annual Subscription fee will be processed within 14 business days of approval, returned to the original payment method.

The 14-day window does not apply to:

• Monthly Subscription plans
• Annual plan renewals (only the initial purchase is eligible)
• Add-ons, professional services, or implementation fees
• Cases where material use has occurred (as defined in the Refund & Returns Policy)
• Enterprise or custom-contract engagements

Where ExactFlow proposes a material change to these T&C, the Terms of Service, or the functionality of the Platform that adversely affects the Client, and the Client does not wish to continue under the amended terms, the Client may cancel its Subscription before the effective date of the change without incurring a cancellation fee.

• In such cases:
• The Client must submit written cancellation notice before the effective date of the proposed change
• A pro-rata refund of the unused portion of any prepaid annual Subscription will be issued
• The Client must not have accepted the new terms (acceptance occurs upon continued use after the effective date)

If ExactFlow discontinues the Platform or a material component of it, ExactFlow will provide at least 90 days' advance written notice. Clients affected by such discontinuation may cancel their Subscriptions effective immediately upon notice, with a pro-rata refund of prepaid unused Fees.

The easiest way to cancel is through your Account:

• Log in to your ExactFlow Account at app.exactflow.com
• Navigate to Account Settings → Subscription & Billing
• Click 'Cancel Subscription' and follow the on-screen instructions
• You will receive an email confirmation of your cancellation within 1 business day
• Your confirmation email constitutes the record of your cancellation and the effective date

If you are unable to cancel via self-service, you may submit a written cancellation request to billing@exactflow.com. Your email must include:

• Subject line: 'SUBSCRIPTION CANCELLATION — [Your Company Name] — [Account Email]'
• Full legal company name and registered address
• Account email address
• Subscription type (monthly / annual) and current Renewal Date
• Reason for cancellation (optional but appreciated)
• Confirmation that you have read and understood this Policy

ExactFlow will acknowledge your cancellation request within 1 business day and confirm the effective date. The cancellation date is determined by the date ExactFlow receives the written request, not the date of your email send.

Your cancellation is not complete until you receive a written confirmation email from ExactFlow. If you do not receive confirmation within 2 business days of submitting your request, please contact support@exactflow.com. ExactFlow is not responsible for cancellation requests that do not reach us due to technical failures outside our control.

Following submission of a cancellation request, your access to the Platform continues until the end of the current Subscription Term (or immediately, if cancellation is for cause). You are encouraged to export all Client Data before access terminates.

ExactFlow provides data export tools within the Platform. You may export your data in standard formats (CSV, JSON) at any time during the active Subscription period and for a further 30 days after termination of access. After this 30-day window, ExactFlow may permanently delete your Client Data in accordance with our Data Retention Policy and Privacy Policy.

Upon request, ExactFlow will delete all Client Data (including personal data) from its systems within 30 days of the end of the post-cancellation export window, except where retention is required by applicable law (such as mandatory accounting and tax record-keeping requirements under Polish law, which require retention for up to 5 years).

ExactFlow may cancel a Client's Subscription in the circumstances described in the Terms of Service, including non-payment, material breach, and legal compliance obligations. Where ExactFlow cancels without cause (i.e., for business reasons unrelated to Client breach), a pro-rata refund of prepaid unused Fees will be provided with a minimum of 30 days' prior written notice, unless immediate termination is required for legal or security reasons.

If you have questions about this Policy or wish to raise a complaint regarding the cancellation process:

This Policy is governed by Polish law. Clients who consider themselves consumers (and who accessed the Platform as a consumer in error) may have additional statutory rights and may contact the Polish Consumer Rights Ombudsman (Rzecznik Praw Konsumentów) or submit a complaint to the Office of Competition and Consumer Protection (UOKiK).

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