Electronic services terms

Property Rooms is an online workspace for collaboration between real-estate agencies, independent agents and clients. The service provider is Aliaksandr Karnilovich (NIP 9512513807, Poland).

These terms cover the public website, accounts, client rooms, platform administration and the demo environment. Property Rooms is not a listing portal, real-estate broker, party to a property transaction, or provider of legal, tax or financial advice.

Separate notices explain personal-data processing and information stored in the browser.

Property Rooms processing of clients’ personal data on behalf of the account owner is governed by the DPA accepted by an authorised account owner.

Submitting the public contact form or a trial request does not create a Property Rooms service agreement and does not require acceptance of these Terms. It is used only to make contact and manually prepare access.

Property Rooms may offer a free trial on the terms displayed in the current pricing or offer. Submitting the trial-request form does not by itself start the trial; the trial begins once access has been activated and first used under the applicable offer. If a trial ends without conversion to a paid service, Property Rooms may restrict creating new rooms, reactivating archived rooms, and adding new participants or client relationships until paid access is activated. This does not delete existing rooms, their content, or already-invited participants’ access.

The service agreement with a real-estate agency or an independent agent is concluded once both of the following have occurred: (a) the Provider has enabled access to the account (the owner’s account activation), and (b) the account owner, or a person authorised to represent them, has explicitly accepted the current version of these Terms. Where these events occur at different times, the agreement is treated as concluded at the later of the two.

An invited agent must accept the current Terms before first using the account. An agent’s acceptance of these Terms does not by itself authorise them to accept commercial terms, change the subscription, or accept the Data Processing Agreement (DPA) on behalf of the account, unless their account role expressly grants that authority.

Sending an invitation to a client does not create any agreement. The client’s free electronic-service agreement is concluded once the invited client explicitly accepts the current Terms and obtains access to Property Rooms. A client never accepts the Data Processing Agreement (DPA) concluded between the Provider and the agency or independent agent.

Converting from a trial to a paid service does not require re-acceptance of these Terms where an agreement is already in force. Commercial conditions such as price, the number of agent seats, the billing period and the start date of the paid service may be agreed separately through an accepted order, offer or electronic confirmation, and become part of the existing agreement. A new acceptance of these Terms is required only once a new version of the Terms requiring acceptance takes effect.

The current version of these Terms is identified by a version number and an effective date and is published on the platform. A change that affects the parties’ rights or obligations requires a new Terms version and renewed acceptance by the affected users. Editorial, translation or formatting corrections that do not change rights or obligations do not require a new version or renewed acceptance.

There is no public registration. The platform operator invites agents; an agent creates or links a client account to an agency or individual account and a room. A client may work with more than one agency or independent agent.

Submitting the public free-trial form does not create an account or paid contract. It is used to make contact and manually prepare access for an agency or independent agent.

Agents sign in with a password or one-time email link, clients with a one-time link or code, and platform administrators with a password and MFA. The current user guide provides details.

Users must protect the credentials applicable to their role, access to their email and active devices, and promptly report suspected account compromise.

To use Property Rooms, users need:

• a device with Internet access;
• a current version of a modern web browser supporting HTTPS/TLS, JavaScript and cookies;
• JavaScript and cookies necessary for operation of the Service enabled;
• access to a functioning email address where email is used for sign-in, invitations, one-time codes or service notifications.

The core functionality of Property Rooms does not require installation of additional software.

Disabling JavaScript, blocking cookies necessary for the Service, using an outdated browser or applying network restrictions may cause some functionality to operate incorrectly.

Property Rooms may contain links to third-party services, including external real estate portals. Those services may have their own technical requirements and terms established by their respective operators.

Property Rooms uses data stored in the browser, including cookies or equivalent mechanisms, where necessary to maintain sessions, provide authentication and security and — subject to user settings and applicable consent requirements — remember selected preferences.

Property Rooms does not install separate executable software on the user’s device.

Using services provided over the Internet involves common security risks that cannot be completely eliminated.

In connection with Property Rooms, these risks may include:

• phishing or attempts to impersonate Property Rooms;
• unauthorised account access where an email account, device, password, sign-in link or one-time code is compromised;
• malware, unsafe browser extensions or other malicious software on the user’s device;
• unauthorised access caused by sharing passwords, authentication codes or sign-in links;
• risks associated with opening external links submitted by users; Property Rooms does not control the security or content of third-party websites;
• temporary unavailability or malfunction caused by Internet, telecommunications infrastructure or third-party service-provider failures.

To reduce these risks, users should:

• verify that they are using the propertyrooms.pl domain;
• never share passwords, one-time codes or sign-in links with other people;
• appropriately secure their email account and devices;
• keep their operating system and browser up to date;
• exercise caution before opening unfamiliar or suspicious external links;
• report suspected unauthorised access promptly to support@propertyrooms.pl.

Agents create rooms, add participants and properties, add and edit agent comments and property details, set a next action and manage workflow status.

Account owners and administrators can access every room of their account. Other agents see only rooms assigned to them, while clients see only rooms to which they were added. An archived room is read-only.

When the relevant account features are enabled, participants can react, use room and property discussions, and compare up to three properties. A property message also appears in the room’s chronological chat.

The platform stores read state and may send room participants grouped email notifications about new properties, messages and comments. Reactions do not generate email notifications.

An agent adds a required short title, an optional URL, their own comment and optional facts. When a link is provided, Property Rooms stores it but does not fetch, copy, embed or synchronize the external portal page, its photos, descriptions or metadata.

The original listing opens on the source website in a new tab. Its availability, price and content may change or disappear. Use of the source website is governed by its own terms and privacy notice.

Users retain rights in their comments, messages and manually entered information. They grant the provider a non-exclusive licence limited to hosting, securing, displaying and transmitting that content to authorised participants to operate the service.

Users are responsible for the legality, accuracy and authority to share submitted content and personal data. Client information should be limited to what is necessary for collaboration.

Authors may edit their own messages for 15 minutes after sending and delete their own messages at any time. A deleted message remains in the transcript as “Message deleted”. An account owner or administrator may remove inappropriate content from another participant.

An agent may permanently delete a property; archiving a room does not delete its history. Requests to delete an account, room or client data should be sent to support@propertyrooms.pl.

Users must not:

• submit unlawful content or material infringing third-party rights, confidentiality or data protection;
• submit malicious, deceptive, phishing or misleading links;
• circumvent access controls or attempt to access another agency or account;
• overload the service, scan security without permission or disrupt operation;
• use the platform to copy or systematically extract content from external portals;
• circumvent request limits or automate excessive sign-in, trial-request or client-onboarding operations.

Client onboarding, property comparison, chat and reactions can each be disabled for an agency or individual account. The current user guide explains how to use them. Feature availability does not change data-access boundaries.

An individual account contains one agent with the owner role. In an agency, only an owner or administrator can assign other agents to a room. An assigned agent can manage properties and clients in a room they can access.

The demo is a separate environment for exploring the product. Demo data may be reset or deleted without notice.

The provider operates the service with reasonable care, without a guaranteed monthly availability level unless the Parties agree one separately in writing. Planned or urgent maintenance may temporarily limit service availability.

Deployment procedures provide for backups before deployments, and the operational configuration may also include daily scheduling and rotation of the latest 14 files. The provider may change or withdraw a feature where required by security, law or product development. Material changes to a paid service are communicated to the account owner with at least 14 days’ notice.

The demo environment is free. Current prices and available plans are published in the Pricing section of the Property Rooms website.

The application currently provides no self-service purchase or payment flow. The agency or independent agent pays for agent seats while clients use the service free of charge.

Invoices are issued monthly in advance based on the number of active agent accounts, and payment is made by bank transfer. Payment is due within 14 days of the invoice date. The number of active client rooms available to a professional user is determined by the applicable plan, order or offer presented by Property Rooms. Archived rooms do not count toward the active-room limit. Processing of billing and invoicing data, including the role of Fakturownia and the National e-Invoicing System (KSeF), is described in the Privacy notice.

Either party may terminate with 30 days’ notice at the end of the current billing period unless a separate offer states otherwise.

The platform operator may manually suspend an agent account for a security threat, unlawful conduct or breach of these terms. Suspension removes access; the reason is communicated directly where possible.

The application provides no self-service data export. Before deletion, an authorised account owner may request through support a return of the data in a reasonably available structured format.

The application has no self-service account closure or complete deletion flow. These operations are handled manually with the authorised account owner and remain subject to legal duties and the backup-deletion cycle.

The provider may remove or disable access to specific user-submitted content that it considers unlawful or incompatible with these Terms. For a serious or repeated violation, the provider may also restrict part of the Service (for example, a specific agency-account feature) or suspend an account, as described in "Suspension and termination".

Reports and the provider's own review are handled manually by a person. Property Rooms does not currently use any automated content-moderation system or automated decision-making for restrictions. Enforcement decisions are made diligently, objectively and in proportion to the violation found.

Where the contact details of the affected person are known, they receive an explanation of the legal ground or the relevant Terms provision relied upon, the relevant facts, and information about the possibility of requesting reconsideration at support@propertyrooms.pl. Property Rooms does not currently maintain the formal internal complaint-handling system that Article 20 of the Digital Services Act (DSA) requires for online platforms; this assessment reflects the current product design, based on private client rooms shared by invitation, and is not a permanent legal classification of Property Rooms. Requesting reconsideration does not limit the right to bring the matter before a competent court or other available remedy.

Authority contact point (DSA Article 11): the contact point for Member State authorities, the European Commission and the European Board for Digital Services is support@propertyrooms.pl. Communication may be conducted in Polish and English.

User contact point (DSA Article 12): users may contact the provider directly at support@propertyrooms.pl or through the contact form on the Contact page. This contact point is handled by a person and does not rely solely on automated tools.

Property Rooms does not verify the existence, legality, condition, price, availability or accuracy of external listings or user-entered facts. Property decisions require independent verification.

The provider is not responsible for the content, availability or security of external websites or for the acts of agents, agencies and clients. Nothing excludes liability that cannot lawfully be excluded.

Reports about content that the reporter considers unlawful are handled through the dedicated illegal-content reporting mechanism, available without signing in.

Service issues and other complaints can be reported to the contact address. A report should identify the room or link, describe the issue and include information needed for a response.

Complaints will be handled without undue delay, with a target of 14 days. Urgent security or unlawful-content reports may lead to temporary access restrictions while reviewed.

Polish law applies. This choice does not deprive a consumer of mandatory protection provided by the law of their habitual residence.

The current Terms are published on the platform with a version number and an effective date. A material change requires a new Terms version and renewed, explicit acceptance by the affected users under the rules described in "Contract formation and acceptance"; continued use of the service alone does not substitute for that acceptance. Editorial or translation corrections that do not change rights or obligations take effect upon publication.