Consilaris terms of service. Rules of work that put secrecy first.

§ 1. Service Provider and scope of the Terms

The Service Provider is MIVARE GROUP PROSTA SPÓŁKA AKCYJNA, with its registered office in Krasnobród, KRS 0001268091, NIP 9223092251, REGON 545767254, operating under the Consilaris brand, hereinafter “Mivare”. The company is entered in the Register of Entrepreneurs maintained by Sąd Rejonowy Lublin-Wschód w Lublinie z siedzibą w Świdniku, VI Wydział Gospodarczy KRS; its share capital amounts to PLN 1,000. Address for written correspondence: the registered office address disclosed in the National Court Register (KRS). The Consilaris brand is not a separate party to the contract.

These Terms set out the rules for the provision of the Consilaris service by electronic means, including the conditions for concluding and terminating the contract, the rights and obligations of the parties, the rules for protecting information covered by professional secrecy and the rules of liability. These Terms constitute terms and conditions within the meaning of Article 8 of the Polish Act of 18 July 2002 on the provision of electronic services.

Contact concerning the service, billing and complaints: biuro@consilaris.pl. Contact concerning personal data protection: hello@mivaregroup.com.

§ 2. Definitions

• Application: the Consilaris software made available through a web browser as a service (SaaS), used to run a law firm of advocates (adwokaci) or attorneys-at-law (radcowie prawni): clients, engagements and cases, documents, the team, working time and billing.
• Law Firm or Customer: an advocate or attorney-at-law practising in a law office or in a partnership or company, a partnership or company in which they practise, or another entrepreneur providing legal assistance, who has registered a Firm Account and concluded the Contract.
• User: a natural person to whom the Law Firm has granted access to the Firm Account (partner, advocate, attorney-at-law, trainee, assistant, secretariat staff or other co-worker).
• Account Administrator: the owner of the Firm Account, i.e. the person who created it in the Application. The Account Administrator manages the Firm Account, the Users and the Subscription; only the Account Administrator activates and pays for the Subscription, cancels it, terminates the Contract and exports all Firm Data.
• Firm Account: the Law Firm's separate space in the Application, comprising its data, Users and settings.
• Firm Data: all data, including personal data and information covered by Professional Secrecy, entered into the Application by the Law Firm or the Users or transferred to the Application on their behalf.
• Professional Secrecy: advocates' professional secrecy within the meaning of Article 6 of the Polish Law on the Bar of 26 May 1982 (Prawo o adwokaturze), attorneys-at-law's professional secrecy within the meaning of Article 3 of the Polish Act of 6 July 1982 on Attorneys-at-Law (ustawa o radcach prawnych), and other legally protected secrets covering information obtained by the Law Firm in connection with the provision of legal assistance.
• Trial Period: a free period of use of the Application following registration.
• Subscription: paid use of the Application after the Trial Period, on the terms of the Payment Terms.
• Contract: the contract for the provision of the Consilaris service concluded between Mivare and the Law Firm on the terms of these Terms and the documents listed in § 3.

§ 3. Documents forming the Contract

The Contract is formed jointly by the following documents, available at permanent addresses in the Mivare Group document library, as a web page and a PDF file:

• Consilaris Terms of Service (CNS-LEG-001): https://mivaregroup.com/en/legal/consilaris/terms/
• Consilaris Data Processing Agreement (CNS-LEG-003): https://mivaregroup.com/en/legal/consilaris/dpa/
• Consilaris Payment Terms (CNS-LEG-004): https://mivaregroup.com/en/legal/consilaris/payment-terms/
• Consilaris Service Level Agreement, SLA (CNS-LEG-005): https://mivaregroup.com/en/legal/consilaris/sla/

The processing of data for which Mivare is the controller is described in the Consilaris Privacy Policy (CNS-LEG-002): https://mivaregroup.com/en/legal/consilaris/privacy/

In the event of any conflict, precedence is given to: an individually agreed contract in written or electronic form; in matters of personal data protection and Professional Secrecy, the Data Processing Agreement; in matters of payment, the Payment Terms; in matters of service level, the SLA; otherwise, these Terms.

§ 4. Nature of the service

The Application is used to organise the work of a law firm: managing clients and their contact persons, engagements, cases and proceedings, documents, tasks and deadlines, the team and its permissions, working time, billing of clients and management reports. The current scope of functions is visible in the Application.

The Application is an organisational tool. Mivare does not provide legal assistance, does not give legal advice and is not a party to the relationship between the Law Firm and its clients. The Application does not replace the files, records or documentation required by law or by the rules of professional practice, is not an accounting system or a fiscal device and does not file pleadings with courts or authorities, unless a function of the Application expressly provides so.

Deadlines, calculations, suggestions, assignments, summaries and other content proposed by the Application are of an auxiliary nature. Every deadline, in particular a procedural deadline and a preclusive deadline, and all content used in work for a client require verification and approval by a User authorised by the Law Firm. The Law Firm is responsible for meeting deadlines, for the content of pleadings and documents and for decisions taken in its clients' matters.

The Application enables the Law Firm to issue invoices and, once the Account Administrator has entered the Law Firm's token for the National e-Invoicing System (KSeF), also to send them to KSeF on behalf of the Law Firm; without a token, invoices are not sent to KSeF. The Law Firm is responsible for the content of invoices, including their correctness for tax purposes, the accuracy of the seller's and buyer's data, the deadlines for issuing and sending them and the performance of its obligations relating to KSeF. Mivare provides a tool: it does not handle the Law Firm's accounting or tax settlements, does not provide tax advice and does not review the tax aspects of invoices.

Invoices intended for sending are placed in a queue from which the Application sends them to KSeF automatically every few minutes. If KSeF is unavailable or authentication with the token fails, the invoices remain in the queue and are sent in subsequent runs; if the sending of an individual invoice fails, the Application retries it several times and, once the attempts are exhausted, marks the invoice as rejected. The status of each invoice (queued, sent, accepted with a KSeF number, or rejected with an error code and description) is visible in the invoice card and, for an accepted invoice, so is the official acknowledgement of receipt (UPO), available for printing and for download as the original XML file. The Application notifies the User who issued the invoice and the Account Administrator, in the Application and once by email, when KSeF rejects an invoice and when an invoice remains in the queue for more than 60 minutes after it was issued; the notifications do not relieve the Law Firm of its duty to monitor deadlines. The Law Firm cancels a rejected invoice in the Application and issues a new one. If the Account Administrator uploads to the Application the Law Firm's offline-mode certificate issued in KSeF, the Law Firm may, when issuing an invoice, choose the offline24 mode, the offline mode for the period of an announced unavailability of KSeF or the emergency mode for the period of an announced KSeF failure; the invoice then bears two verification codes on its printout, and the Application sends it to KSeF automatically once this is possible and shows its status in the invoice card. The choice of mode, its justification (in particular the existence of an announced unavailability or failure of KSeF) and compliance with the deadlines for sending the invoice to KSeF rest with the Law Firm, which is also responsible for obtaining, keeping valid and revoking the certificate in KSeF. The Application does not support issuing invoices in the event of a total KSeF failure; in that case the Law Firm uses the solutions provided for by the provisions of law outside the Application.

The Application is intended for professional activity. The service is used exclusively by entrepreneurs, and the person registering the Firm Account declares that they act in the name and on behalf of the Law Firm and are authorised to do so. If mandatory provisions of law grant a Law Firm that is a natural person the rights of a consumer, those provisions take precedence over these Terms.

§ 5. Technical requirements

Use of the Application requires: a device with internet access, a current version of the Chrome, Edge, Firefox or Safari browser with JavaScript and cookies enabled, and an active e-mail address.

Mivare informs that using services provided by electronic means involves typical internet risks, in particular malicious software, attempts to obtain login credentials (phishing) and account takeover. Mivare never asks for a password or an authentication code by e-mail or by telephone.

§ 6. Conclusion of the Contract and Trial Period

The Contract is concluded upon confirmation of the verification of the Firm Account registration, following acceptance of these Terms and the Payment Terms at registration. Acceptance of these Terms includes conclusion of the Data Processing Agreement and acceptance of the SLA. The Application records the version of the accepted documents and the date and IP address of acceptance.

Registration of a Firm Account requires verification. At registration the Law Firm provides its NIP number and the entry number of the advocate or legal adviser in the register of the competent bar, and chooses a verification method. Our team verifies the entry in the bar register and confirms the wish to register by contacting the law firm using the details in the register, by a message to its official e-mail address or by telephone to its official number, within 48 working hours and, if that is not possible, within a further 72 working hours. Only the person registering receives the verification code; Mivare never provides it. Until confirmation the Firm Account gives no access to the Application. Mivare deletes an unverified registration together with its data, and the Contract is not concluded. One NIP number may have one confirmed Firm Account; a law firm with several people uses one Firm Account with multiple Users.

The Contract is concluded for an indefinite period. After confirmation of the verification, the Law Firm uses a Trial Period of 90 days without providing payment card details. During the Trial Period the Application is available in full, including the Mivi+ module and the additional modules paid for separately under the price list, free of charge.

After the Trial Period ends, further use of the Application requires activation of a Subscription. If the Law Firm does not activate a Subscription, access to the Application remains active for a further 3 days after the end of the Trial Period, after which it is suspended, and the Contract expires 30 days after the end of the Trial Period; until then the Law Firm may activate a Subscription and continue working with its data. At the end of the Trial Period, including where it ends early because the Subscription has been activated, the Mivi+ module and the additional modules switch off automatically, except those that the Account Administrator has enabled for a fee under the Subscription; data created with them remain available read-only. Modules that have been switched off are chargeable only if the Account Administrator deliberately enables them, on the terms set out in the Payment Terms.

Mivare recommends that during the Trial Period the Law Firm does not enter information covered by Professional Secrecy into the Application until it has assessed that the way the service is provided meets its professional obligations. The provisions of these Terms and of the Data Processing Agreement concerning Professional Secrecy also apply during the Trial Period.

§ 7. Accounts and Users

The Account Administrator grants, changes and withdraws Users' access and determines their permissions. The Law Firm is liable for the acts and omissions of the Users as for its own, in particular for ensuring that only Users who should have access to information covered by Professional Secrecy have it.

Login credentials are confidential and assigned to one person. The Law Firm ensures that Users do not share accounts with other persons, use strong passwords and promptly report any suspected unauthorised access to biuro@consilaris.pl.

The Application allows two-factor authentication to be enabled and required of all Users of the Firm Account. Given the nature of the information processed, Mivare recommends requiring two-factor authentication of all Users.

§ 8. Obligations of the Law Firm

The Law Firm undertakes to use the Application in accordance with the law, the rules of professional practice, these Terms and good practice, and in particular:

• to enter only data it has a legal basis to process and to fulfil, towards its clients, their opponents, witnesses and other persons, the information obligations arising from data protection law, to the extent that law does not provide for exemptions;
• to assess on its own whether using the Application on the terms of the Contract meets its obligations under the rules governing the profession and the rules of professional ethics, including obligations concerning entrusting information covered by Professional Secrecy to service providers;
• to set User permissions and other security settings appropriately to the risk, including the type of matters handled and the number of people with access;
• not to provide unlawful content or malicious software;
• not to attempt to circumvent security measures, obtain access to other customers' data, or carry out load or penetration tests without Mivare's consent;
• not to decompile, copy or reproduce the Application, except where permitted by mandatory provisions of law;
• not to resell or make the Application available to third parties other than the Law Firm's Users.

The Law Firm reports a security vulnerability discovered in good faith to biuro@consilaris.pl, without exploiting it or disclosing it before it is remedied.

§ 9. Obligations of Mivare

Mivare provides the service with due diligence that takes into account the professional nature of the Law Firm's activity, at the level set out in the SLA, and applies the security measures described in the Data Processing Agreement.

Mivare develops the Application and may change its functions, appearance and operation. A change that materially restricts the basic functions covered by the Subscription is announced at least 30 days in advance; during that time the Law Firm may terminate the Contract with immediate effect and receive a refund of the fee for the unused, prepaid period.

A new function that would require Firm Data to be transferred to a new provider (in particular artificial intelligence, text or speech recognition functions) is made available only as a disabled function until the Account Administrator enables it, and only after the list of sub-processors has been updated in accordance with the Data Processing Agreement.

One such function is the Mivi assistant, which prepares summaries of data in the Application and answers Users' questions concerning that data using the artificial intelligence service of the provider indicated in the Data Processing Agreement. The assistant operates in two steps: first, the Account Administrator enables it for the Firm Account (which constitutes the Law Firm's consent to the involvement of its provider as a sub-processor on the terms of the Data Processing Agreement), and then each User enables or disables it for their own account; at both steps it is disabled by default. The assistant processes only data to which the given User has access. Before enabling the assistant, the Law Firm assesses whether the transfer of data to its provider is consistent with the obligations relating to Professional Secrecy, and may specify in its internal rules which Users use it. The summaries and answers are of an auxiliary nature within the meaning of § 4.

Use of the assistant is subject to usage limits set by Mivare for the Firm Account in proportion to the Subscription fee, in particular as regards the number and length of queries within a given period; the Application gives notice when the limit is being approached, and once the limit has been exhausted the assistant resumes operation in the next limit period. The Account Administrator may extend the assistant with the paid Mivi+ module, in which the assistant carries out work on the Law Firm's data in the Application: it prepares drafts of letters and pleadings, offers and reports, produces analyses covering all modules of the Application and conducts conversations with a long memory of their history, with higher usage limits. Mivi+ operates on the terms described above, including as regards enabling by the Account Administrator and the User and the data to which the User has access; drafts of letters and pleadings and of other documents prepared by Mivi+ are of an auxiliary nature within the meaning of § 4, do not constitute legal advice, and the Law Firm is responsible for their content and use. The fees for Mivi+ and its availability during the Trial Period are set out in the Payment Terms.

Mivare provides assistance in using the Application electronically at biuro@consilaris.pl, on the terms of the SLA.

§ 10. Professional Secrecy

Mivare acknowledges that Firm Data may be covered by Professional Secrecy and treats all Firm Data as such, regardless of how it is marked. Mivare does not examine the content of Firm Data and does not use it for any purposes of its own.

Mivare grants access to Firm Data only to persons who have undertaken in writing, for an unlimited period, to keep secret everything they learn in connection with access to Firm Data; the provider of the Mivi assistant is bound by confidentiality obligations under the data processing agreement concluded with it by Mivare. Mivare's staff access the content of Firm Data only on the terms of the Data Processing Agreement: at the request of the Account Administrator, to the extent and for the time needed to fulfil it, or where necessary to remedy a failure or avert a security threat, with each such access documented.

If a court, prosecutor or other authority demands that Mivare hand over Firm Data or grant access to it, Mivare: promptly notifies the Law Firm, unless prohibited by law; declares to the authority that the data may contain information covered by Professional Secrecy and requests that the procedure provided for such information be applied, in particular Article 225 § 1 of the Polish Code of Criminal Procedure of 6 June 1997; hands over data only to the extent that the obligation to do so arises from a provision of law or a final decision; and documents the course of the matter. Mivare does not disclose Firm Data voluntarily or on the basis of a mere request.

The obligations under this paragraph continue for an unlimited period, including after termination or expiry of the Contract.

§ 11. Firm Data

Firm Data belongs to the Law Firm. Mivare processes it solely to provide the service, on the basis and within the limits of the Data Processing Agreement, and does not use it for its own purposes, including analysis, profiling or training artificial intelligence models.

The Law Firm may at any time download a copy of the Firm Data using the export function in the Application settings (a ZIP archive with CSV files and attached files).

The retention period of case files and documentation arising from the law and the rules of professional practice is determined by the Law Firm; the Application retains Firm Data until the Law Firm deletes it or until the Contract ends.

After termination or expiry of the Contract, Firm Data is retained for 30 days, during which the Law Firm may resume the service or request an export of the data. Firm Data is then deleted, no later than 60 days from the date of termination or expiry of the Contract, and its copies disappear from backups in the rotation cycle described in the Data Processing Agreement. At the request of the Account Administrator, sent from the e-mail address assigned to their account, deletion takes place within 30 days of confirmation of the request.

Mivare retains for longer only data for which it is the controller and whose retention is required by law, in particular billing documents, on the terms of the Privacy Policy.

§ 12. Intellectual property rights

The Application, its code, graphic design, documentation and marks are protected by law and belong to Mivare or its licensors. For the duration of the Contract, Mivare grants the Law Firm a non-exclusive, non-transferable licence to use the Application by the Users to the extent necessary for the Law Firm's activity, without the right to grant sub-licences.

Mivare may use suggestions and comments on the development of the Application provided by the Law Firm without any obligation to pay remuneration, provided they do not contain Firm Data.

§ 13. Suspension of access

Mivare may suspend access to the Firm Account in whole or in part:

• in the event of non-payment, on the terms of the Payment Terms;
• where necessary to avert a threat to the security of the Application, data or other customers;
• in the event of a gross breach of these Terms by the Law Firm or a User, after an ineffective request to cease the breach, unless the nature of the breach requires immediate action.

Suspension does not result in the deletion of Firm Data. During a suspension for non-payment, the Account Administrator retains the ability to export Firm Data. Mivare informs the Law Firm of the reason for the suspension and restores access promptly once the reason ceases.

§ 14. Termination of the Contract

The Law Firm may terminate the Contract at any time: in the Application settings (a function available to the Account Administrator) or by sending a message from the Account Administrator's e-mail address to biuro@consilaris.pl. Termination takes effect at the end of the paid billing period; the billing rules are set out in the Payment Terms.

Mivare may terminate the Contract with 90 days' notice for important reasons, in particular the discontinuation of the service, a change in the law or in suppliers' requirements making it impossible to provide the service on the existing terms. In that case Mivare refunds the fee for the unused, prepaid period.

Mivare may terminate the Contract with immediate effect if the Law Firm grossly breaches these Terms and has not remedied the breach within 7 days of being requested to do so, or if access remains suspended for non-payment for more than 60 days.

The Law Firm may terminate the Contract with immediate effect in the cases specified in the SLA and the Data Processing Agreement, and where Mivare breaches the obligations set out in § 10.

§ 15. Liability

Mivare is liable to the Law Firm for non-performance or improper performance of the Contract on general terms, subject to the limitations set out below, which the parties agree as entrepreneurs.

Mivare is not liable for lost profits or indirect damage, including loss of profits, revenue or clients.

Mivare's total liability under the Contract is limited to the amount of fees paid by the Law Firm for the service in the 12 months preceding the event giving rise to the damage. For damage arising during the Trial Period, Mivare is liable up to PLN 500.

Mivare is not liable for damage resulting from the content and correctness of data entered by the Law Firm or the Users, from missed deadlines and the content of pleadings, documents and decisions in the matters of the Law Firm's clients, including those adopted on the basis of content proposed by the Application, from the actions of persons to whom the Law Firm has made login credentials available, from failures of hardware and connections on the Law Firm's side, or from force majeure.

The limitations of liability do not apply to damage caused intentionally, to damage resulting from Mivare's breach of the obligations set out in § 10, or to other liability that cannot be excluded or limited by law. The company does not currently hold a civil liability insurance policy.

§ 16. Complaints

The Law Firm submits complaints concerning the service to biuro@consilaris.pl, indicating the Firm Account, a description of the problem and the expected resolution. A complaint should not contain information covered by Professional Secrecy.

Mivare considers a complaint within 14 days of its receipt and sends a reply to the e-mail address from which the complaint was sent. Reports of failures and errors are additionally handled on the terms of the SLA.

§ 17. Changes to the Terms and documents

Mivare may change these Terms and the documents listed in § 3 for important reasons, in particular a change in the law, a change in the scope or manner of providing the service, a change of suppliers, the need to improve security or to remove ambiguities.

Mivare informs the Account Administrator of a change by e-mail and in the Application at least 30 days before it takes effect; a change required by law or by a decision of an authority may take effect within the time limit required by them. Each version of a document has a version number and an effective date; previous versions are made available on request.

A Law Firm that does not accept a change may terminate the Contract with effect from the date the change takes effect. Continued use of the Application after that date constitutes acceptance of the change.

§ 18. Final provisions

The Contract is governed by Polish law, excluding the United Nations Convention on Contracts for the International Sale of Goods. Disputes are resolved by the court having jurisdiction over Mivare's registered office, unless mandatory provisions of law provide otherwise.

These Terms are made available in Polish and English. In the event of any discrepancy between the language versions, the Polish version prevails.

The parties communicate electronically. Mivare's statements are sent to the Account Administrator's e-mail address, and the Law Firm's statements to biuro@consilaris.pl.

The invalidity or ineffectiveness of one provision does not affect the validity of the others. Such a provision is replaced by the rule closest to its purpose that is permitted by law.

These Terms are effective from 29 October 2026.