Terms & agreements

1. These terms

These terms are an agreement between you (the customer) and Piotr Osiński, trading as Code Fibers, ul. Tyszkiewicza 14/24/61, 01-182 Warszawa, Poland, NIP 5222853697, REGON 362492920 (“we”, “us”), governing your use of the service at kosmobids.com and everything it includes (the “Service”).

The Service is sold to businesses. By creating an account you confirm that you act in the course of a business or profession and not as a consumer, and that you are entitled to bind the organisation you name. If a signed order form, framework agreement or DPA differs from these terms, the signed document wins for that customer.

2. The Service

Kosmo is an AI coworker for public tenders. It searches a database of tender notices collected from public procurement portals, reads the documents attached to them, compares the requirements against the company knowledge you provide, drafts responses, and can carry out adjacent tasks you ask for in plain language — with human review expected at every step.

We provide the Service as a hosted product. We do not sell you software to install, and the model weights, the tender database and the interface remain ours. You can use the Service through the web app, and where enabled through email or Slack.

3. Accounts

You are responsible for the accuracy of the details on your account, for keeping credentials safe, and for what users in your workspace do. Tell us promptly at hello@kosmobids.com if you believe an account has been compromised. Seats are per named user and must not be shared to avoid buying a seat.

4. Plans, trials and fees

• Free trial. We offer a free trial of 7 to 30 days. The length that applies to you is shown when you sign up, depends on your setup, and may be shortened or extended. No fee is due for the trial. Its purpose is the one judgement only you can make: whether the Service fits the tenders you actually bid for. Use the trial to set up your monitoring scope, let it run over real tenders, and compare what it surfaces with the tenders you already knew about — that comparison is the test that counts. If it does not meet your expectations, stop using it and do not subscribe; nothing is owed. When the trial ends, access to paid features stops. Content you created stays readable for 30 days afterwards so you can export it, then is deleted on the schedule in the privacy policy.
• What subscribing means. A trial running on your own scope and your own tenders is the opportunity to see how the Service behaves on your work. By subscribing, or by continuing to use the Service after the trial ends, you confirm that you had that opportunity, that you used it, and that you are satisfied the Service suits what you do. That is why the warranty position in section 8 is what it is.
• Subscriptions. Paid plans are billed in advance, monthly or annually, and renew automatically for the same period unless cancelled before the renewal date.
• Prices and taxes. Prices are exclusive of VAT and other applicable taxes, which are added where required. The price for a period you have already paid for does not change mid-term. We may change prices with at least 30 days' notice before your next renewal; you may cancel before the change takes effect.
• Refunds. Because the Service is sold to businesses, fees already paid are non-refundable except where these terms or mandatory law require a refund. If a fault on our side stops you using the Service for a sustained period, ask us — we would rather credit it than argue.
• Late payment. We may suspend the Service for an invoice that remains unpaid 14 days after its due date, after reminding you.

5. Acceptable use

You may use the Service only for lawful business purposes and only on data you are entitled to process. You must not:

• upload content you have no right to share, including another party's confidential bid documents;
• use the Service to submit a bid that misrepresents your company's capabilities, experience or certificates;
• attempt to access another customer's workspace, probe or bypass security controls, or reverse engineer the Service except where the law expressly allows it;
• resell, sublicense or white-label the Service without a written agreement;
• use automated means to extract the tender database in bulk, or use the Service in a way that places an unreasonable load on it;
• use the Service to build a competing tender database or model, or to train one.

We may suspend an account that breaches this section, and will tell you why and what is needed to restore access, unless the law or a security risk prevents us from doing so immediately.

6. Who owns what

Your content stays yours. You keep all rights in the documents, data and instructions you upload, and in the outputs Kosmo produces for you. You grant us a limited licence to store, process and transmit that content solely to provide the Service, to keep it secure, and to support you.

The Service stays ours. The software, the tender database, the models' configuration, the interface, the documentation and our trademarks remain our property or that of our licensors. You receive a non-exclusive, non-transferable right to use the Service for the term of your subscription.

Tender notices. The underlying notices and documents are published by public buyers under their own terms. We make them easier to find and read; we do not claim ownership of them, and we are not responsible for their content.

Feedback. If you send us ideas or corrections, we may use them without obligation to you. We will not publish your name or your company's name in connection with them without permission.

7. AI-generated output

Kosmo produces text and analysis using automated systems. That output can be incomplete or wrong, even when it looks confident. Every draft is a starting point that a person must review before it is used — and before it is submitted anywhere.

You own the output, and we do not claim rights in it. We do not warrant that output is free of third-party material or that it will not resemble text that appears elsewhere: models are trained on written language, and a generic phrase can appear twice without either copy being copied. Check anything you intend to publish or submit, especially if it looks like it came from a source you did not provide.

You are responsible for the final bid: for the accuracy of every statement, for meeting the buyer's formal requirements and deadlines, and for compliance with the procurement rules that apply.

8. Your monitoring scope, and the Service as it is

We watch what you configure. The Service monitors the searches you set up in your account — the keywords, CPV codes, countries, buyers, value ranges and portals you choose, together with the company profile and capabilities you provide. That configuration is your monitoring scope, and it defines the work we have undertaken to do. We search inside it. We do not search outside it.

A tender outside your monitoring scope was never in the deal. If a tender does not match the searches you configured, we were not looking for it: we have not failed to find it, we have not failed to alert you, and nothing has gone wrong. That is not a defect in the Service, not a breach of these terms, and not something a subscription buys. A search reaches exactly as far as the person who framed it, which is why setting it up properly at the start is part of the product rather than paperwork around it.

Keeping the scope right is your job. Set it up before you rely on the Service, keep it current as your markets, capabilities and priorities change, and review it at least at each renewal. A narrow, empty, out-of-date or mistargeted scope produces exactly the result you would expect: less. We show you what your scope covers and when it last changed. We do not silently widen it, and you should not assume we will notice that it has drifted from what you actually bid for.

We collect tender information from public portals and refresh it daily. We work to keep coverage broad and current, but we do not guarantee that every tender is included, that every document is retrievable, or that a notice has not been amended elsewhere. Sources change, publish irregularly, or require registration to reveal attachments. Always check the buyer's official portal before relying on a deadline or a requirement.

We do not promise to find any particular tender, in any particular market, or within any particular time. We do not promise to notice an amendment, a clarification, a correction or a withdrawal published only on the buyer's own portal. A notice can appear late, be re-published under a new reference, or be pulled without explanation.

If a tender matched your monitoring scope and reached our database but you were not alerted because of a fault on our side, tell us within 30 days. We will investigate and tell you what happened. Any credit we choose to put on your account is a goodwill gesture: it is not an admission that we owe you anything, it is not a remedy for a lost bid, and it is not compensation for a tender you did not submit — see section 12. It does not apply where the tender fell outside your monitoring scope: there nothing was being watched, so nothing failed.

What we do warrant: that it runs. We undertake that, while you are subscribed, the Service will perform the functions we describe for it — collect notices from the sources in your monitoring scope, apply your searches to them, alert you to matches, keep your workspace, and produce the drafts and exports the product offers. That is our promise that the software works, and we are liable if we break it, within the limit set out in section 12. If a fault stops the Service doing one of those things, tell us and we will fix it within a reasonable time. If we do not, you may end the affected part of your subscription and we refund the fees you prepaid for the unused remainder, counted from the day the fault began; that refund applies notwithstanding the sentence about non-refundable fees in section 5.

What we do not warrant: coverage and accuracy. How much of a market our sources reach, and how well Kosmo judges a notice, a requirement or a document, are matters of degree. They cannot be measured as working or not working, and they are the part you are better placed to judge than we are, because you know your market and we are reading it from outside. So we do not warrant that coverage of any market, portal or buyer is complete or current, that an alert will be sent or will arrive in time, that output Kosmo produces is accurate, complete or free of third-party material, or that any particular tender will be found. Those are expectations about the quality of a judgement, and the trial in section 4 is where you test them against your own tenders before you pay.

How that divides the statutory warranty. Between businesses, the statutory warranty for defects (rękojmia, articles 556 to 576 of the Polish Civil Code) is excluded in respect of coverage, accuracy, fitness for a particular purpose and the outcome of your work. It is not excluded in respect of the Service running as described in the paragraph above: where it stops working, that paragraph and the liability in section 12 apply as written. We draw the line there on purpose — a claim that the tool was down or broken is one we can check against our own logs, and we answer for it; a claim that it should have found more or judged better is not something we can measure, and we do not sell it.

9. Availability, changes and support

We aim to keep the Service available at all times and to publish notice of planned maintenance. Occasional downtime will happen. Unless a signed order form promises a service level, the Service is provided without one, and our availability record is best effort rather than contractual. That is not a contradiction of section 8: we warrant that the Service runs — that the functions it advertises work and that a fault gets fixed — we do not warrant a percentage of uptime, and short maintenance or an isolated outage is not a breach of that warranty, provided the Service resumes and we are not persistently down.

We may improve, change or retire features. If a change materially reduces something you rely on, we give at least 90 days' notice unless a legal or security requirement forces a shorter period, and where a feature is retired we tell you how to take your data with you.

Support is available at hello@kosmobids.com during business days.

10. Confidentiality

Each side will keep the other's confidential information confidential and use it only for the purposes of the agreement, with the same care it applies to its own confidential information, and for at least the term of the agreement plus three years. This does not cover information that is public, already known, independently developed, or required to be disclosed by law. Public tender documents are public by nature; your company documents, drafts and pricing are not.

11. Data protection

Each side complies with the data protection rules that apply to it. Where we process personal data on your behalf, our data processing agreement applies — to every paid plan without your having to ask for it, and to a trial on request — and our privacy policy describes the processing we carry out as a controller. The subprocessors we use, and how you are told about changes to them, are listed in the DPA.

12. Liability

Nothing in these terms excludes or limits liability that cannot be excluded by law: wilful misconduct, and death or personal injury. Nothing here limits your obligation to pay for what you have used. And nothing in this section excuses us from the promise in section 8 that the Service runs: if it stops working as described there and we do not fix it, we are liable for that, within the cap below.

Tender outcomes are not ours to promise, and a bid you lose is not a loss we cover. We do not promise that you will find a tender, be shortlisted, score well, reach the next stage, or win. We do not promise that a bid Kosmo helped draft is formally compliant, complete, technically admissible, or free of a defect that gets it rejected. We do not promise to catch every deadline, every amendment, every clarification, every withdrawn or re-published notice — or every tender we never surfaced at all.

So we take no responsibility for the result of a bid, whatever caused it. We are not liable for: losing a tender or failing to win one; not being shortlisted, ranked, or invited to negotiate; a deadline missed or a submission that arrived late; a bid disqualified or excluded for a formal, documentary or technical defect, including one in text we produced; a tender we did not find, surfaced late, or never surfaced — including a tender that fell outside the monitoring scope you configured, which was never something we were looking for (section 8); an amendment, clarification or withdrawal that reached you late or not at all; the buyer's decision, its reasons, or a protest, challenge or appeal you bring against it; or the cost of preparing, re-preparing, or re-tendering, at whatever stage it stopped.

This holds even when the failure is ours. The exclusion above applies whether the cause was our error, our omission, our negligence, a fault in our software, a gap in our data, or a mistake in output we generated — and whether or not we knew, or ought to have known, that the loss was possible. It applies however the claim is framed: in contract, in tort, under a statutory duty, or otherwise. It survives the end of the agreement.

Why we say it plainly. A tender is a commercial bet with one winner and many losers. A subscription of a few hundred euros a month cannot carry the risk of a contract worth millions, and a tool that promised the outcome would have to be priced as insurance and sold as one — which this is not. What you are buying is an assistant that widens your reach and saves you hours. The decision to bid, the decision to submit, and the bid you submit are yours, and the commercial consequence of not winning sits with you.

The buyer's portal stays authoritative, and watching it stays your job. We surface what we collect and alert you to what we can see. You are responsible for checking the buyer's official portal before relying on a deadline, a requirement, an attachment or an amendment, and for your own internal process for whoever signs off a submission. Nothing in the Service replaces that check, and an alert is not a guarantee that nothing has changed since it was sent.

The cap. Subject to the paragraph above, our total aggregate liability arising out of or in connection with the agreement is limited to the greater of (a) the fees you paid for the Service in the 12 months before the event giving rise to the claim, and (b) €1,000. If you used the Service free of charge or in a trial, the limit is €1,000. These are the amounts you can recover in total across all claims, not per claim.

Two carve-outs from the cap's ordinary level. For a breach of section 10 (confidentiality) or of our data protection obligations, and for a personal-data breach we caused, the limit above is doubled and, for those claims only, the exclusion of indirect loss in the next paragraph does not apply — so the cost of notifying affected people, of credit monitoring where it is genuinely necessary, and of responding to a supervisory authority are recoverable, up to that doubled limit. We give you this carve-out because capping a data breach at a trivial figure would not be honest; the figure is still finite, because unlimited exposure is not something a company of our size can carry, and a promise we cannot stand behind is worth less than one we can.

What else is excluded. Beyond the tender outcomes described above, we are not liable for loss of profit, loss of revenue, loss of business or opportunity, loss of goodwill, or indirect or consequential loss, nor for a penalty under a contract you hold with a third party. We say it in plain words rather than hiding it in a definition: a tender tool can be the reason you miss a bid, this is where that risk sits, and it is why the Service is priced as it is.

Third-party failures. We are not liable for failures caused by parties outside our control — a public portal being unavailable or slow, a buyer amending, correcting or withdrawing a notice without publishing it anywhere we can see, an outage at our hosting or GPU provider, or your own network — provided we make reasonable efforts to mitigate and tell you what we know.

If you serve your own clients. Consultants and bid partners sometimes use the Service to prepare bids for their own customers. Your agreement is with us and their agreements are with you; we have no liability to your clients, nothing in those agreements binds us, and a claim from one of them reaches you before it reaches us. Price your own contracts accordingly, and do not pass on promises we have not made.

13. Term and termination

The agreement runs for as long as you have an active subscription or account. You can cancel at any time with effect from the end of the current billing period; we can terminate for a material breach that is not cured within 14 days of notice, or immediately for a serious breach of section 5.

On termination your right to use the Service ends. For 30 days afterwards you can export your content on request, and we will deliver it in a usable format (the original files, plus the drafts and conversations as text). After that window we delete it on the schedule in the privacy policy. We do not hold your content hostage to a commercial dispute.

14. Governing law and disputes

These terms are governed by the laws of the Republic of Poland, without regard to its conflict-of-law rules. The courts competent for the operator's registered seat — the courts of Warsaw — have jurisdiction, unless a mandatory rule of the law applicable to you provides otherwise. Before starting proceedings, please write to hello@kosmobids.com: most disputes at this stage are a misunderstanding and a day of support.

15. Changes to these terms

We may update these terms. The version and its effective date are shown at the top of this page. We inform account owners by email at least 30 days before a change that affects their rights or obligations — not only changes we consider material — and a change that is not a legal requirement, a security fix or a clarification never applies retroactively to a period you have already paid for. If you do not agree with a change, you may cancel before it takes effect and we will not charge for the following period.

16. Contact

Piotr Osiński, trading as Code Fibers, ul. Tyszkiewicza 14/24/61, 01-182 Warszawa, Poland, NIP 5222853697, REGON 362492920 — hello@kosmobids.com. See also our privacy policy and data processing agreement.