Terms of Service

Last updated: 2 November 2026

These terms govern the use of the fidum.app website and the Fidum service. By using the service, you accept these terms on behalf of yourself and the office you represent.

1. About Fidum

Fidum is software that helps sworn translators prepare translations of documents. It reads a scan, drafts the translation in the right template and marks every field it filled in, so that the translator can review, certify and sign the translation.

Fidum is not a translation agency. It doesn’t make sworn translations and doesn’t certify anything. The certified translation is the translator’s work and responsibility.

You can reach us at [email protected].

2. Who can use Fidum

Fidum is for sworn translators, translation offices and other professionals acting for the purposes of their business or profession. It isn’t offered to consumers. The person who accepts these terms for an office confirms they are authorised to do so.

In these terms, “you” means the office or professional that uses Fidum, and “users” means the people it invites.

3. Early access

Fidum is currently available by invitation. We decide whether to grant access and may limit the number of documents, users or features. Features may change as we develop the product. Where we can, we tell you in advance before removing a feature you use.

4. Accounts

Your admin invites users and manages their access. Users keep their sign-in details confidential and don’t share accounts. Turn on two-factor sign-in if your office requires it. If you suspect unauthorised access, tell us at once at [email protected]. You are responsible for activity under your office’s accounts.

5. Fees

Prices depend on your monthly volume and are agreed with you in writing, including by email, before any charge. We don’t charge you without your agreement. Unless agreed otherwise, prices exclude VAT and invoices are payable within 14 days.

Free use during early access may end. We give you at least 30 days’ notice before you are asked to pay.

6. Your responsibilities as a translator

• Review every translation before you certify it: each marked field, names, dates, numbers and the template.
• You keep all professional duties of a sworn translator, including those under the Polish Act of 25 November 2004 on the Profession of Sworn Translator.
• Upload only documents that you have the right to upload and to have processed as described in these terms, and inform your clients as the law requires.
• Download finished translations within 5 days. After that we delete them and can’t restore them.

7. Acceptable use

You must not:

• use Fidum to forge or alter documents, or for any other unlawful purpose;
• upload malware, or content you have no right to process;
• try to access other customers’ data, or bypass security measures or usage limits;
• reverse engineer the service, except as the law allows;
• scrape, overload or resell the service without our written consent.

8. Client documents and data protection

Your documents and translations are yours. We use them only to provide the service to you. We don’t use them for any other purpose and don’t sell them, and the AI services we use don’t train on them.

For personal data in client documents, you are the controller and Fidum is your processor. The data processing terms in the annex below form part of these terms and set out the arrangements required by Art. 28 of the General Data Protection Regulation (GDPR).

How we process our own users’ and visitors’ personal data is described in the Privacy Policy.

9. Intellectual property

We own the Fidum software, templates, website and brand. While these terms apply, we grant you a non-exclusive, non-transferable right to use the service for your work.

You own the documents you upload and the translations you produce with Fidum; we claim no rights to them. If you send us feedback, we may use it without obligation to you.

10. Availability

We work to keep Fidum available and secure, but during early access we don’t guarantee a particular availability. We may interrupt the service for maintenance, preferably outside working hours, and at any time for urgent security reasons.

11. Drafts and warranty

Fidum produces drafts by automated means, including AI. Drafts may contain errors, such as misread text, misspelt names, wrong dates or missing content. The service is provided as is. To the extent permitted by law, we give no warranty that drafts are complete or correct, and statutory warranty for defects is excluded. The rules described on the website, such as dates written in words, official place names and transliteration standards, describe how Fidum works; they are not a guarantee of the result.

12. Liability

We are liable only for damage caused by our breach of these terms. We are not liable for lost profits or indirect damage, or for damage resulting from a translation that was certified without being checked.

Our total liability for all claims arising in any 12-month period is limited to the fees you paid us in the 12 months before the event that caused the damage, or PLN 1,000, whichever is higher.

These limits don’t apply to damage caused intentionally or through gross negligence, or where the law doesn’t allow liability to be limited.

13. Suspension and termination

You can stop using Fidum at any time and ask us to close your office’s account by writing to [email protected].

We may end your access with 30 days’ notice by email. We may suspend or end access immediately if you seriously breach these terms, in particular section 7, or if the law requires it.

After the account is closed, we delete account data within 30 days, except where the law requires us to keep it. Documents and translations are deleted on the normal schedule or sooner. Fees for a period already used are not refunded unless agreed otherwise. Sections 9, 11, 12 and 15 continue to apply after termination.

14. Changes to these terms

We may change these terms, for example when we add features or pricing or when the law changes. We email office admins at least 14 days before a significant change takes effect. If you don’t accept the change, you can stop using Fidum before then. Using Fidum after the change takes effect means you accept it.

15. Governing law and disputes

These terms are governed by Polish law, excluding the United Nations Convention on Contracts for the International Sale of Goods. Before going to court, we will try to resolve any dispute by talking to you; write to [email protected]. Disputes that can’t be resolved this way are decided by the competent common courts in Poland.

16. Language versions

These terms are published in English, Polish and Ukrainian. If the versions differ, the English version prevails.

Annex: Data processing terms

This annex applies when Fidum processes personal data contained in documents uploaded by you, as your processor under Art. 28 GDPR.

1. Subject and duration. Fidum processes the personal data in documents that your users upload, in order to provide the service, for as long as the service is provided and until the data is deleted as described in point 8.
2. Nature and purpose. Recognising the content of documents, drafting translations, storing, displaying and exporting documents and translations, at your request.
3. Types of data. Personal data that appear in the documents, such as names, dates and places of birth, addresses, identity document and identification numbers, civil status, education and employment data, and the special categories of data and data relating to criminal convictions and offences that appear in documents.
4. Data subjects. Your clients and other people named in the documents.
5. Instructions and confidentiality. Fidum processes the data only on your documented instructions. These terms and your use of the service’s functions are those instructions. Fidum tells you if, in its opinion, an instruction infringes data protection law. Everyone authorised by Fidum to process the data is bound by confidentiality.
6. Security. Fidum implements the measures required by Art. 32 GDPR, including encryption of connections, encryption of each translation with its own key, access limited to users invited by your admin, optional two-factor sign-in, an activity log and the deletion schedule in point 8.
7. Sub-processors. You give Fidum general authorisation to engage sub-processors, such as hosting and AI service providers. Fidum imposes on them, by contract, the same data protection obligations and remains responsible for them. Fidum informs you by email at least 14 days before adding or replacing a sub-processor. You may object; if we can’t resolve the objection, you may terminate the service. The current list is available on request at [email protected].
8. Deletion. Scans are deleted once the translation is produced, and translations 5 days after they are created. Any remaining data is deleted within 30 days after the service ends. Fidum keeps no copies unless the law requires it.
9. Assistance. Taking into account the nature of the processing, Fidum helps you respond to requests from data subjects and comply with your obligations under Art. 32–36 GDPR.
10. Personal data breaches. Fidum notifies you of a personal data breach without undue delay, and no later than 48 hours after becoming aware of it, with the information required by Art. 33(3) GDPR as far as it is available.
11. Audits. Fidum makes available the information needed to demonstrate compliance with Art. 28 GDPR, primarily in the form of written answers and documents. On-site audits are possible with 30 days’ notice, at your expense, no more than once a year, unless a breach or a supervisory authority requires otherwise.
12. Transfers. Data is transferred outside the European Economic Area only with the safeguards required by Chapter V GDPR.