B2B Platform Terms and Conditions
§1 - General provisions
1. These Terms and Conditions set out the rules and conditions for the provision of services, including electronic services, by Rafcom sp. z o.o., with its registered office in Reguły (05-816), at ul. Stanisława Bodycha 97, NIP: 5342663114, whose company records are kept by the District Court for the Capital City of Warsaw in Warsaw, 14th Commercial Division of the National Court Register, under KRS number 0001029234, with a share capital of PLN 500,000 (hereinafter “Rafcom”).
2. The following words and expressions have the meanings stated below:
a) Customer – an entity that is a natural person with full capacity to perform legal acts, a legal person, or an organisational unit without legal personality upon which a separate statute confers legal capacity, conducting business activity within the meaning of the Polish Entrepreneurs’ Law of 6 March 2018.
b) User – a natural person using the B2B Platform, including a person authorised by the Customer to act in the Customer’s name and on its behalf within the B2B Platform, who has an individual identifier (login) and permissions defined by the Customer.
c) B2B Platform – the website managed by Rafcom and available at http://b2b.rafcom.waw.pl.
d) Goods – items including products and articles, particularly printing devices and consumables, office materials and equipment, computer and IT accessories, and certain food products available for purchase as part of Rafcom’s commercial offer published on the B2B Platform.
e) Business Days – Monday to Friday, excluding Polish public holidays and non-working days specified by Rafcom at http://www.rafcom.waw.pl or on the B2B Platform.
f) Customer Account – an individual electronic record assigned to a Customer within the B2B Platform’s IT system, defining User permissions and enabling access to electronic services, data management, placement of Orders, conclusion of Sales Contracts, access to operation history and use of functions available on the B2B Platform.
g) Terms and Conditions – these Terms and Conditions of the Rafcom B2B Platform.
h) Additional Terms – the General Terms of Sale, Claims Policy, Returns Policy, API Terms and other documents setting out rules or detailed conditions for individual services, procedures or functions not exhaustively described herein. In the event of a discrepancy, including an irreconcilable conflict, the Additional Terms prevail.
i) Entrepreneur with consumer rights – a natural person conducting business activity to whom consumer provisions apply pursuant to Article 3855 of the Polish Civil Code and Article 38a of the Consumer Rights Act of 30 May 2014, i.e. a person concluding a contract directly related to their business activity where the contract indicates that it is not of a professional nature for that person, taking into account in particular the scope of activity disclosed in the Polish Central Register and Information on Business Activity.
j) Sales Contract – a contract for the sale of Goods concluded between the Customer and Rafcom on the basis of an Order.
k) Order – an instruction generated on the B2B Platform after selection and confirmation of Goods, constituting the Customer’s offer to conclude a Sales Contract.
l) GTS – the General Terms of Sale applicable at Rafcom sp. z o.o.
§2 - Services provided electronically by Rafcom
1. Through the B2B Platform, Rafcom provides the following electronic services:
a) presentation of commercial information about Rafcom and available Goods;
b) presentation of industry-related content;
c) a contact form;
d) services available after login, particularly access to the Platform’s content and functions, placement of Orders, conclusion of Sales Contracts, submission of claims and returns, presentation of full information about Goods including prices, information about Orders and settlements, Order and settlement history, preparation of shopping lists, obtaining quotations, access to catalogues and product offers, management of Users and permissions, and use of the API;
e) a Newsletter.
2. Before using the B2B Platform and the services listed in paragraph 1, the User must read and accept these Terms and Conditions.
3. Current contact details, including email addresses, are published in the “Contact” section.
4. The recipient of services and party to agreements concluded with Rafcom under these Terms and Conditions or the Additional Terms is the Customer acting through its designated Users.
5. An agreement for the electronic services listed in paragraph 1(a)–(c) is concluded for the duration of the User’s use of the B2B Platform.
6. The Newsletter is provided continuously from the moment the Customer subscribes to commercial information during registration or through Customer Account settings under My Account → Customer Consents. The Newsletter agreement is concluded for an indefinite period. By using it, the User agrees to receive commercial information by email at the address provided. The User may terminate the Newsletter service at any time, without giving a reason or incurring costs, by changing the Newsletter setting under My Account → Customer Consents.
7. The agreement for the Customer Account and its functions is concluded between Rafcom and the Customer when the Account is activated in accordance with §3 and remains in force until the Account is deleted.
§3 - Customer Account
1. A person without a Customer Account may use only resources and functions that do not require registration or login, including browsing Rafcom and product information without prices, industry and blog content, and available contact methods and forms.
2. Full functionality, including the services listed in §2(1)(d), particularly placing and fulfilling Orders, is available only after registration and login. The B2B Platform does not permit anonymous or “guest” Orders or Sales Contracts.
3. The B2B Platform is intended for business entities. A Customer Account may be created only for an entrepreneur within the meaning of Article 4 of the Polish Entrepreneurs’ Law of 6 March 2018.
4. During registration, the User must provide true and current information about the Customer’s business, including company details, registered-office address and relevant register numbers. Mandatory fields are marked with an asterisk (*). After entering the required information, the User confirms registration by clicking “Create Account”. The registering User receives administrative permissions, including the ability to grant and revoke other Users’ permissions.
5. Rafcom activates the Customer Account after verifying the data and sends the result to the email address provided during registration.
6. After activation and upon first login, the User must read and accept the documents governing the parties’ rights and obligations, including these Terms, the GTS and Additional Terms, make the required declarations, confirm receipt of information such as GDPR notices, and give the relevant consents. Mandatory items are marked with an asterisk (*). Without accepting mandatory documents, information or consents, the Customer cannot use resources or functions requiring login.
7. The Customer confirms acceptance by selecting the relevant option and clicking “Confirm”.
8. If the Customer’s payment arrears exceed 14 days, Rafcom may suspend access until they are settled.
§4 - Users
1. The Customer may designate any number of Users to act in its name and on its behalf within their permissions. The Customer may define permissions including the maximum value of a single Order, required authorisation, limits, access to and creation of offers, and access to invoices and delivery documents.
2. Each User acts in the Customer’s name and on its behalf. A User’s actions are treated as the Customer’s actions with all legal and factual consequences, particularly declarations of intent, Orders, Sales Contracts, obligations and liability.
3. The Customer is fully responsible for its Users and guarantees that each User will know and comply with these Terms and the Additional Terms.
4. A person who properly authenticates access, particularly by using the correct login and password, is deemed authorised to act for the Customer unless access resulted from Rafcom’s breach of security obligations.
5. User operations may be recorded in a system event log accessible only to Rafcom.
6. If Rafcom doubts the legality of a Customer’s or User’s activities, it may suspend services, including temporarily blocking the Customer Account or User account.
§5 - Use of the B2B Platform
1. The User must use the B2B Platform in accordance with applicable law and these Terms and Conditions.
2. The User must use the Platform for its intended purpose and in accordance with applicable law and social standards; must not infringe third-party rights, particularly personal rights, copyright, related rights and industrial property rights; must refrain from disrupting the Platform, connections, servers or websites; and must take reasonable steps to prevent viruses, spam and other unwanted files or programs from spreading through the User’s system.
3. It is prohibited to:
a) provide unlawful content;
b) use the B2B Platform to commit prohibited acts, offences or crimes defined by Polish law;
c) attempt to obtain other Users’ authentication credentials, including allowing different persons to share credentials;
d) act to the detriment of Rafcom, other Customers, Users or third parties;
e) disclose login details to other Users or third parties.
4. Current information on specific risks connected with electronic services is published on the Platform (link to the risks file [Rw1]).
5. Current information about the function and purpose of software or data introduced by Rafcom into the User’s IT system is published in the Privacy Policy (link to the privacy file [Rw2]).
§6 - Content and information about Goods and prices
1. Without Rafcom’s prior express written consent under pain of nullity, the User may not copy, process or use any Platform content in whole or in part.
2. Announcements, advertisements, price lists and other information about Goods, including descriptions, technical and functional parameters and prices, constitute only an invitation to conclude a contract under Article 71 of the Polish Civil Code and not an offer under Article 66 or 661.
3. Rafcom will use reasonable efforts to keep information about Goods current, including graphics and packaging, but such information is illustrative and may differ from the actual Goods, particularly following manufacturer packaging changes.
4. All prices are stated in Polish zloty (PLN) and, in case of doubt, are net prices excluding VAT unless expressly identified as gross prices including VAT.
5. Prices exclude delivery-related costs such as insurance and customs duties. These are calculated and displayed when the Order is placed.
6. Rafcom may change prices and delivery costs, modify or withdraw Goods, add new Goods and conduct promotions at any time. Changes do not affect Orders placed earlier.
7. Prices and availability may be updated continuously, including for Goods already added to the cart if the Customer does not immediately click “Place Order”. The User will be informed of changes and asked to confirm the amended Order.
8. Goods are authorised for sale in the European Union unless expressly stated otherwise. The User must verify compliance with local law, technical standards and other requirements at the place of delivery, especially outside Poland. Rafcom is not liable where Goods comply with Polish requirements but not those at the place of delivery. The Customer bears the risk of non-adaptation to local conditions.
9. Platform content, particularly product photographs, descriptions, graphic layout and price lists, is protected by the Polish Copyright and Related Rights Act of 4 February 1994. Collections of offer structures, descriptions, technical parameters and prices constitute a database protected by the Polish Database Protection Act of 27 July 2001.
Without Rafcom’s prior written consent, it is prohibited to:
a) extract, copy or use for any purpose, including commercially, a qualitatively or quantitatively substantial part of the database;
b) systematically and repeatedly extract or reuse even an insubstantial part where this conflicts with normal use or unreasonably prejudices Rafcom’s legitimate interests;
c) use automated tools, scripts, bots, crawlers, spiders or scrapers to obtain data from the Platform; web scraping is strictly prohibited and breaches these Terms;
d) copy descriptions, photographs or offer structures for competitive business activity, which may constitute unfair competition under Articles 3 and 13 of the Polish Unfair Competition Act of 16 April 1993, particularly parasitic imitation or obstruction of market access.
10. If these provisions are breached, Rafcom may:
a) immediately block Platform access for the offending IP address or User account;
b) take legal action to obtain compensation and surrender of unlawfully obtained benefits.
§7 - Placing and fulfilling Orders
1. Orders may be placed and fulfilled only after a Customer Account has been registered. Only a User with the relevant permissions may place Orders.
2. Orders may be placed 24 hours a day, seven days a week, but Rafcom processes and fulfils them only during its working hours on Business Days. Current working hours are published at http://rafcom.waw.pl.
3. The parties’ legal relationship regarding purchases, including Order placement and fulfilment, Sales Contracts, delivery and claims procedures, is governed by the GTS. Acceptance of the GTS within the Customer Account or Order procedure is required for acceptance of the Order and conclusion of a Sales Contract.
§8 - Rafcom’s liability
1. Rafcom is liable to the Customer/User only for loss actually incurred (damnum emergens) constituting a direct and ordinary consequence of Rafcom’s act or omission. Liability is limited in every case to the value of the Order connected with the loss and is capped at PLN 4,000 for all claims arising from one Order or event.
2. Rafcom is not liable to the Customer/User for:
c) lost benefits (lucrum cessans), including lost profits, revenue, data or reputation, or indirect, incidental, special, secondary or consequential loss;
d) loss caused by force majeure, technical interruptions, failures of IT systems beyond Rafcom’s control or third-party actions;
e) consequences of using Goods contrary to their intended purpose, instructions or applicable law;
f) the manner in which a User uses the B2B Platform or consequences thereof;
g) consequences of third parties obtaining a User’s login and password for reasons attributable to the User;
h) interruptions in access, errors or malfunctioning of the B2B Platform unless caused by Rafcom’s wilful misconduct.
3. Rafcom’s liability is limited to the extent permitted by mandatory provisions of generally applicable Polish law.
4. Rafcom is not liable for non-performance or improper performance resulting from force majeure. Force majeure means extraordinary events beyond Rafcom’s control that could not have been foreseen when the agreement was concluded and whose occurrence or effects objectively prevent or restrict performance. Examples include fire, flood, earthquake, warfare, martial law or a state of emergency, civil unrest, independent blockades, strikes, acts of national or local authorities and destruction of Rafcom’s property caused by independent events, particularly fire, flooding or construction disasters. Rafcom will inform the User and use due care to resume performance after the obstacle ceases. If force majeure continues for more than 30 days, either party may withdraw from further performance without penalties or compensation.
5. For the avoidance of doubt, these liability rules also apply to Orders and Sales Contracts.
§9 - Technical requirements for cooperation with the IT system
Minimum requirements for using the B2B Platform: an end device with active Internet access; an up-to-date browser accepting cookies, supporting JavaScript and encrypted HTTPS/SSL connections, such as Google Chrome, Mozilla Firefox, Microsoft Edge or Safari; an active email account; and cookies enabled.
§10 - Claims procedure
The claims procedure relating both to the B2B Platform and the purchase of Goods is set out in the Claims Policy attached to these Terms and Conditions.
§11 - Duration of the Agreement
1. Subject to paragraph 3, either party may terminate the Customer Account agreement with 30 days’ notice.
2. Notice must be sent in documentary form to:
a) Rafcom: b2b@rafcom.waw.pl;
b) the Customer: the address specified by the Customer on the B2B Platform.
3. An instruction to close the Customer Account and terminate the agreement does not affect Orders placed during the notice period, which are fulfilled in accordance with these Terms, the GTS and the Sales Contracts.
4. Rafcom may block access, terminate the Customer Account agreement and discontinue services, including immediately suspending Orders, where:
a) services or essential Platform functions become impossible for reasons beyond Rafcom’s control or other objectively justified reasons;
b) Rafcom ends or suspends all or the necessary part of its business;
c) the User breaches these Terms or Additional Terms;
d) the User provides untrue or incomplete Customer data and fails to supplement or correct it after being requested to do so;
e) the Platform is used, or there is reasonable concern it will be used, contrary to its purpose or law or in a manner preventing or disrupting use by other Users;
f) the Customer has made no purchase for at least 180 days;
g) the Customer conducts business competing with Rafcom;
h) the Customer or User breaches these Terms, particularly §6(9).
5. Termination by Rafcom under paragraph 4 will be preceded by sending or publishing appropriate information about discontinuation of services or, where applicable, a request to cease the breach, which may be sent electronically.
§12 - Technical matters
1. Rafcom may periodically disable or restrict the B2B Platform for maintenance, updates or development, and for reasons beyond its control, particularly:
a) overload or malfunction of a server or other IT infrastructure;
b) discontinuation or unavailability of services provided by the Platform supplier;
c) a likelihood of significant deterioration in service quality for other Users;
d) information indicating that a User’s activities may breach the law;
e) incidents affecting Platform integrity or security;
f) a likelihood of a Platform failure or malfunction;
g) unavailability or malfunction of third-party Internet services on which the Platform depends.
2. Where possible, planned maintenance, updates and development will take place between 10:00 p.m. and 5:00 a.m. Rafcom will notify Users at least three days in advance, at minimum through information published on the Platform.
3. Rafcom may immediately suspend the Platform without prior notice in the event of a critical incident or security threat. Such incidents and threats are events that may materially affect the integrity, confidentiality, availability or authenticity of data, IT systems or Rafcom services, including:
a) unauthorised access to a Customer Account;
b) suspected personal-data breach;
c) attempted intrusion or malicious activity;
d) detection of malware such as viruses, ransomware or spyware;
e) detection of vulnerabilities that may be exploited by third parties;
f) serious system errors or failures preventing or impairing service provision;
g) third-party actions intended to disrupt or destabilise the Platform;
h) other events that Rafcom considers to pose a serious risk to the security of the system, Customers or Users.
§13 - Migration from the previous system
1. Rafcom states that the B2B Platform is a new version of the portal for Rafcom’s business customers previously available at https://b2b.rafcom.waw.pl before 1 February 2026 (hereinafter the “Old Platform”).
2. Existing Customers and Users of the Old Platform will be migrated automatically without re-registration, provided that use of the B2B Platform may require acceptance of new documents governing cooperation, including these Terms. A Customer or User who does not accept them may stop using the Platform.
3. For Customers who used the Old Platform, upon acceptance of the documents and information referred to in §3(6), their legal relationship and the parties’ mutual rights and obligations are governed exclusively by the information, documents and declarations referred to therein.
§14 - Final provisions
1. The invalidity or ineffectiveness of any provision of these Terms or the Additional Terms does not invalidate or render ineffective the remaining provisions. An invalid or ineffective provision will be replaced by another provision in these Terms or the Additional Terms or, in their absence, by applicable law, consistent with the parties’ intentions and producing similar economic and financial consequences. If no such provision exists, the parties will negotiate in good faith to replace it with a valid provision.
2. To the extent permitted by generally applicable law, the Customer and Rafcom exclude the following provisions from their mutual legal relations, particularly Sales Contracts:
a) Article 661 §§1–3 of the Polish Civil Code;
b) Article 682 of the Polish Civil Code.
3. Rafcom’s statutory warranty liability, particularly for Goods, is excluded in full pursuant to Article 558 §1 of the Polish Civil Code, except where Rafcom expressly states that such rights apply.
4. These Terms constitute standard contract terms within the meaning of Article 384 of the Polish Civil Code. Amendments will be made in accordance with Article 3841. If the Customer does not terminate the agreement, amendments enter into force no earlier than 14 days after delivery and on the date stated in the amended Terms. The Customer agrees to receive amended Terms as a PDF file by email. The period begins at the time specified in Article 61 §2 of the Polish Civil Code of 23 April 1964.
5. These Terms apply unless the parties agree otherwise.
6. Disputes will be resolved by the court with subject-matter jurisdiction for Rafcom’s registered office. Polish law governs these Terms and agreements concluded under them.
7. Assignment by the Customer of any rights, obligations or claims against Rafcom to a third party requires Rafcom’s prior written consent under pain of nullity.
8. Section headings are used only for clarity and do not affect interpretation.
9. These Terms were established pursuant to Article 8(1) of the Polish Act on the Provision of Electronic Services of 18 July 2002 (Journal of Laws 2002 No. 144, item 1204, as amended).
10. Matters not regulated herein are governed in particular by the Polish Civil Code of 23 April 1964.
11. These Terms and Conditions enter into force on 9 February 2026.