Terms of Service #
Effective date: September 13, 2026 Last updated: September 13, 2026
1. Introduction #
These Terms of Service (“Terms”) govern business use of EthicsPortal at ethicsportal.eu (the “Service”). EthicsPortal is a trade name used by Yaroslav Shmarov, a sole proprietor (jednoosobowa działalność gospodarcza) registered in Poland (NIP: 5272755790), at ul. Obrzeżna 1A, 02-691 Warsaw, Poland (“we”, “us”, “our”). Baseline contracting-party information is published on the trust page.
An account holder accepts these Terms through the in-app acceptance step. An organization is bound only when its authorized owner accepts the applicable organization agreement. Merely visiting the site or submitting a whistleblower report does not accept these Terms. If you do not agree, do not use an operator account or the Service.
2. Description of service #
EthicsPortal is a secure whistleblower reporting platform. The Service allows organizations to manage whistleblowing channels and protect whistleblowers.
3. Eligibility #
The Service is offered only to organizations and natural persons acting for purposes relating to their trade, business, craft or profession. It is not offered for personal or household use. This restriction concerns customer and operator accounts; it does not prevent an individual from submitting a report through an organization’s whistleblowing channel.
To create or use an account, you must:
- Be at least 18 years of age
- Provide a valid email address
- Have the legal capacity to enter into a binding agreement
- If acting for an organization, have authority to bind or administer that organization for the relevant action
We reserve the right to refuse service to anyone for any reason.
4. Your account #
- You are responsible for maintaining the confidentiality of your login credentials
- You are responsible for all activity that occurs under your account
- You must provide accurate and complete information when creating your account
- You must keep your organization, authority and billing information accurate
- You must not create multiple accounts for the same person
- You must notify us immediately if you suspect unauthorized access to your account
5. Subscriptions and payments #
- Paid features require an active subscription
- Subscriptions are billed on a recurring basis (monthly or annually) through Stripe
- We do not store credit card numbers or bank account details on our servers — all payment processing is handled by Stripe
- Prices are listed in the Service and may change with notice
Cancellation and refunds #
You can cancel your subscription at any time from your billing settings. Cancellation takes effect at the end of the current billing period — you retain access until then.
30-day money-back guarantee. If you cancel within 30 days of your first paid charge, you can request a full refund of that initial payment by emailing support@ethicsportal.eu . The guarantee applies once per organization to the first paid subscription and does not apply to renewals.
After the 30-day window, subscriptions are non-refundable. We do not refund the unused portion of a billing period after cancellation. See the refund policy for details.
6. User content #
“User content” includes any text, images, files, or other materials you submit to the Service (profile information, uploaded files).
- By submitting content to the Service (profile information, etc.), you grant us a non-exclusive, worldwide, royalty-free license to use, display, and distribute that content solely as necessary to provide the Service
- This license lasts only while the content is retained under the agreement, the Controller’s documented instructions, or applicable law, and ends when the content is deleted from the Service
- You must not submit content that is illegal, infringing, defamatory, obscene, or otherwise harmful
We reserve the right to remove content that violates these Terms.
You represent that you and the organization have the rights, lawful basis and authority needed to submit and instruct us to process user content. You remain responsible for the legality, accuracy and use of that content and for decisions made from it.
7. Prohibited conduct #
You agree not to:
- Use the Service for any illegal purpose
- Scrape, crawl, or use automated means to access the Service without our permission
- Create fake accounts or misrepresent your identity
- Interfere with or disrupt the Service or its infrastructure
- Attempt to gain unauthorized access to other users’ accounts or data
- Use the Service to send spam, phishing, or unsolicited messages
- Circumvent any security measures or access controls
- Reverse-engineer, decompile, or disassemble any part of the Service
- Resell or redistribute the Service without our permission
You are also responsible for configuring the Service for your organization, appointing authorized personnel, maintaining endpoint and account security, complying with laws applicable to your whistleblowing channel, preserving exports or records you independently require, cooperating with incident response, and taking reasonable steps to mitigate avoidable loss.
8. Intellectual property #
- Our property: The Service, including its design, code, branding, and documentation, is owned by us and protected by applicable intellectual property laws. You may not copy, modify, or distribute any part of the Service without our permission.
- Your property: You retain all rights to the content you submit. We claim no ownership over your content.
9. Termination #
- By you: You can close your account at any time from your account settings. This removes your data as described in our Privacy Policy , which sets out the limited records we must retain.
- By us: We may suspend or terminate your account if you violate these Terms, engage in prohibited conduct, or if required by law. We will make reasonable efforts to notify you before termination, except where immediate action is necessary (e.g., fraud, security threats).
Upon termination, your right to use the Service ceases immediately.
10. Disclaimer of warranties #
Except for express commitments in a signed order, the Service level agreement , or the Data Processing Agreement , the Service is provided “as is” and “as available” without additional warranties to the maximum extent permitted by law.
EthicsPortal provides software and operational information, not legal advice or a certification of your compliance. You remain responsible for deciding which laws apply, configuring and operating your whistleblowing channel, meeting regulatory deadlines, and obtaining professional advice where needed.
We do not warrant that:
- The Service will be uninterrupted, timely, secure, or error-free
- The Service will meet your specific requirements
- Use of the Service, documentation, templates or published mappings will by itself satisfy any legal or regulatory obligation
11. Limitation of liability #
To the maximum extent permitted by law, we shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or business opportunities.
To the maximum extent permitted by law, our total aggregate liability arising out of or relating to the Service, these Terms, any order, the Data Processing Agreement , the Service level agreement , or any DORA addendum will not exceed the fees you paid us for the affected Service in the 12 months preceding the first event giving rise to the claims. This is one combined cap across all claims, events, legal theories, documents and orders; the caps do not stack.
Nothing in these Terms excludes or limits liability for fraud, willful misconduct, or any liability that cannot be excluded or limited under applicable law.
12. Intellectual-property claims #
These standard Terms do not provide a duty to defend or indemnify the customer against third-party intellectual-property claims. Any such obligation requires a separate signed order specifying its scope, defense control, exclusions, costs and liability limit. If we become aware of a credible claim concerning the Service, we may seek the right to continue providing it, modify or replace the affected functionality, or terminate that functionality and refund prepaid fees for its unused billing period. This does not limit remedies that cannot lawfully be excluded.
13. Governing law and disputes #
These Terms are governed by the laws of Poland. Subject to any mandatory jurisdiction rules applicable to the customer, disputes arising from or related to these Terms or the Service shall be submitted to the courts of Warsaw, Poland.
14. Changes to these Terms #
We may update these Terms from time to time. When we make material changes, we will notify you by email or through an in-app notification at least 14 days before the changes take effect.
Material changes require a new in-app acceptance before continued operator-account use. Publishing an update, sending notice or merely continuing to use the Service does not by itself record acceptance of a new agreement version. If you do not agree, you may stop using the Service and request an orderly export or deletion under the Data Processing Agreement.
15. Severability #
If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect.
16. Entire agreement, order of precedence and language #
These Terms, the applicable order and documents expressly incorporated by them form the entire agreement for the Service and replace prior statements on the same subject. Marketing pages, trust materials, policy pages, questionnaires and later website changes do not create warranties or amend the agreement unless an authorized representative of each party agrees in writing.
If documents conflict, a signed order prevails only for the specific Service and subject it expressly addresses; then the DPA prevails for personal-data processing; then these Terms prevail. A DORA template or addendum has no effect unless incorporated through a bilateral signed DORA order.
The English version of these Terms controls. Translations are provided for convenience only.
17. Contact us #
If you have questions about these Terms, contact us at:
Email: support@ethicsportal.eu Security: security@ethicsportal.eu Location: Warsaw, Poland
The DPA template, registry evidence, and available procurement-review materials can be requested during procurement. A signed DPA is provided after it is executed with that customer.
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