Terms of Service

1. General provisions

These Terms of Service govern access to and use of the BookStudioNow platform operated by BookStudioNow, available at bookstudionow.com.

Version: 1.2.0. Effective from 1 January 2026. Last updated: 28 September 2026.

Service provider: BookStudioNow, an online booking platform. Tax ID available on request at support@bookstudionow.com.

BookStudioNow is a SaaS platform for studio schedule management, resource booking (recording rooms, voice-over booths, mix/master suites), hour tracking, equipment module, custom task categories (Growth plan and above), and an audit log. By using the Service you agree to these Terms.

2. Definitions

• Service - the BookStudioNow platform at bookstudionow.com.
• Provider - BookStudioNow
• User - any individual or legal entity using the Service.
• Account - a User's individual account within the Service.
• Organisation / Tenant - a studio or company entity whose members share access; the Organisation is an independent data controller for its employees and contractors.
• Booking - a calendar entry for a resource (room, equipment, booth).
• Custom task - an organisation-defined task category available on Growth plans and above.
• Subscription - paid access to extended Service features.
• GDPR - Regulation (EU) 2016/679 of the European Parliament and of the Council.
• DPA - Data Processing Agreement under GDPR Art. 28.

3. Account and registration

Accounts are created by the Organisation's administrator, who enters the User's name and email address. The administrator gives the User a temporary password, valid for 72 hours; at first sign-in the User chooses their own password and sets up an authenticator app (TOTP) on their phone.

Every sign-in requires the password and a code from the authenticator app. Signing in from a new device or an unusual location may also require a code sent by email. Users must keep their password and the phone holding the authenticator safe, must not share them, and must promptly tell their Organisation's administrator if the phone is lost or unauthorised access is suspected.

An email address belongs to one Organisation. You are responsible for all activity under your Account.

The Provider reserves the right to suspend or delete an Account in case of a breach of these Terms.

4. Acceptable use

You agree, in particular:

• to use the Service in compliance with applicable law and these Terms;
• not to take actions that may disrupt the proper operation of the Service;
• not to share your login credentials with third parties;
• not to create accounts for spamming or automated content generation;
• not to post content that infringes third-party rights or applicable law.

The Provider may restrict access to the Service if a breach of the above rules is detected.

5. Payments and subscriptions

Some features are available only under paid subscription plans. Current pricing is available at bookstudionow.com/pricing.

Payments are processed by Stripe, Inc., a US-based entity operating under Standard Contractual Clauses approved by the European Commission for data transfers outside the EEA.

Subscription fees are charged in advance for each billing period (monthly or annual). The Provider issues VAT invoices in accordance with Polish tax law.

Users who are consumers have the right to withdraw from the contract within 14 days of conclusion, subject to statutory exceptions for digital services already delivered.

6. Data Processing Agreement (GDPR Art. 28)

An Organisation using the Service is the data controller of the personal data of its employees, collaborators, and contractors entered into the Service. The Provider processes that data solely on the Organisation's instructions and solely for the purpose of providing the services described in these Terms - acting as a data processor within the meaning of GDPR Art. 4(8).

The categories of personal data entrusted to the Provider include in particular:

• names, email addresses, and contact details of the Organisation's staff and contractors;
• booking data (resources, time slots, user assignment);
• working hours and attendance records;
• task data and custom task categories (Growth plan and above);
• absence data (holidays, out-of-office);
• activity logs (audit log).

The Provider undertakes to:

• process data only in accordance with the Organisation's documented instructions;
• ensure the confidentiality of data by persons authorised to access it;
• implement appropriate technical and organisational security measures (AES-256 encryption at rest, TLS 1.3 in transit, role-based access control);
• engage sub-processors only with the Organisation's prior consent - the list of current sub-processors is available on request at support@bookstudionow.com;
• delete or return all personal data after termination of services (GDPR Art. 28(3)(g));
• provide the Organisation with all information necessary to demonstrate compliance with processor obligations.

The data processing terms set out in this section constitute a binding DPA between the Provider and the Organisation, incorporated by acceptance of these Terms. On request, the Provider will issue a separate written DPA document - requests should be sent to privacy@bookstudionow.com.

7. Intellectual property

All rights to the Service, including source code, interface, trademarks, and marketing materials, belong to BookStudioNow or its licensors.

Users retain all rights to data they enter into the Service (including bookings, resource descriptions, and organisation data).

Users grant the Provider a non-exclusive, royalty-free licence to process that data solely for the purpose of providing the services described in these Terms.

8. Liability

The Provider endeavours to keep the Service available at all times but does not guarantee 100% uptime and is not liable for interruptions caused by maintenance or events beyond the Provider's control.

The Provider's liability is limited to fees paid by the User in the 12 months preceding the damaging event, except in cases of wilful misconduct or gross negligence.

The Provider is not liable for content posted by Users or for Users' actions within the Service.

9. Termination and account deletion (GDPR Art. 17)

You may delete your Account at any time from Account Settings or by sending a request to support@bookstudionow.com.

Under GDPR Article 17 (right to erasure), you may request deletion of all personal data. The Provider will erase your data within 30 days of receiving the request, subject to data that must be retained by law (e.g. invoices - 5 years under tax obligations).

Under GDPR Article 20 (right to data portability), you may request an export of your data in JSON or CSV format.

The Provider may terminate the agreement with immediate effect in case of material breach of these Terms or applicable law.

If the Provider ceases to operate the Service, Users will be given at least 30 days' notice and the opportunity to export their data.

10. Dispute resolution

Any disputes arising from these Terms will be resolved by the courts having jurisdiction over the Provider's registered office, under the laws of the Republic of Poland.

Users who are consumers may also use the European Commission's ODR platform: ec.europa.eu/consumers/odr.

For data protection matters you may lodge a complaint with the Polish Data Protection Authority (UODO), ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl.

11. Changes to these Terms

The Provider reserves the right to amend these Terms. Users will be notified of any changes via email or in-app notification at least 14 days before the changes take effect.

Continued use of the Service after changes take effect constitutes acceptance. If you do not accept the changes, you may terminate your account before the effective date.

12. Contact

For questions about these Terms, please contact us:

• Email: support@bookstudionow.com
• Data protection / DPA requests: privacy@bookstudionow.com
• Contact: support@bookstudionow.com