YEARBOOK STUDIO [STAGING]
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Terms of Service

Terms for using yearbook.studio, including the scope of the service, school and user obligations, payments, liability, and complaints.

Version 1.2 Last updated: 2026-09-01

1. General provisions

  1. These Terms of Service set out the rules for using YEARBOOK.STUDIO (the “Service”).
  2. The Service is a technical tool for creating, managing, and sharing yearbooks — digital school chronicles.
  3. Using the Service means accepting these Terms of Service.
  4. The Service is operated by YEARBOOK.STUDIO (the “Operator”).

2. Definitions

  • Operator — the entity operating YEARBOOK.STUDIO and providing the technical tool
  • School — a school, educational institution, or organization that creates an Account in the Service and acts as the personal data controller within the meaning of the GDPR
  • School Administrator — a person authorized by the School to manage the Account and yearbooks in the Service
  • Student — a person who uses the Service to upload photos and view a yearbook
  • Account — an account belonging to a School or organization in the Service
  • Yearbook — a digital school chronicle created within an Account

3. Nature of the service

  1. The Service is solely a technical tool (a SaaS platform) made available to the School.
  2. The Operator is not the controller of students’ personal data. It acts as a processor on behalf of the School.
  3. The Operator does not interfere with content entered by the School and its users.
  4. The School makes all decisions about the scope of data, yearbook content, and consents.

4. School obligations

When using the Service, the School undertakes to:

  1. Have a legal basis for processing the students’ personal data entered into the Service.
  2. Obtain the required consents, in particular consent to publish students’ images in the yearbook under Article 81 of the Polish Act on Copyright and Related Rights and the GDPR.
  3. Inform data subjects about the purposes, scope, and means of processing, including the entrustment of processing to YEARBOOK.STUDIO.
  4. Handle data subject rights, including requests for access, rectification, erasure, and portability.
  5. Erase data independently and within the periods required by the School’s policy and applicable law.
  6. Supervise School Administrators and ensure that people managing the Account act in accordance with the law and the School’s policy.
  7. Report breaches to the President of the Polish Personal Data Protection Office (UODO) and notify affected data subjects when a personal data breach occurs, under Articles 33 and 34 of the GDPR.

5. Operator obligations

The Operator undertakes to:

  1. Provide the service with due care and maintain the availability of the Service.
  2. Process data only on the School’s documented instructions and to the extent necessary to provide the service.
  3. Apply appropriate technical and organizational data protection measures under Article 32 of the GDPR.
  4. Notify the School of personal data breaches without undue delay and no later than 48 hours after becoming aware of them.
  5. Support the School in handling data subject rights through the Service’s features.
  6. Erase all data after the agreement ends (the Account is deleted), subject to a 30-day grace period.
  7. Not disclose data to third parties without the School’s instructions, except to subprocessors necessary to provide the service.

6. Registration and account

  1. Registration requires an email address and a password.
  2. By registering an Account, the person creating it declares that they are authorized to act on behalf of the School.
  3. The School Administrator is responsible for managing user access to the Account.
  4. Passwords should be secure and must not be shared with third parties.

7. Rules for using the Service

7.1 Permitted use

  • Creating yearbooks for educational and commemorative purposes
  • Uploading photos, quotes, and dedications that comply with generally accepted standards of conduct
  • Downloading yearbooks as PDF files

7.2 Prohibited use

  • Uploading offensive, vulgar, or unlawful content
  • Uploading photos without the required consent of the people shown in them
  • Using the Service for commercial purposes without the Operator’s consent
  • Attempting to gain unauthorized access to data belonging to other Accounts
  • Automatically collecting data from the Service (scraping)

8. Photos and content

  1. The School is responsible for ensuring that all photos and content entered into the Service have the required consents.
  2. Photos may require approval from a School Administrator before they are published in a yearbook.
  3. A School Administrator may reject photos that do not comply with the Service rules or the School’s policy.
  4. The Operator does not claim copyright in uploaded photos. They are used only to produce the yearbook.
  5. The Operator does not moderate content and is not liable for content entered by the School and its users.

9. Personal data protection

The Privacy Policy describes the detailed rules for processing personal data, including the division of roles and responsibilities.

10. Liability

  1. The Service is provided on an “as is” basis.
  2. The Operator makes reasonable efforts to keep the Service running without disruption but does not guarantee uninterrupted availability.
  3. The Operator is not liable for:
    • Content entered by the School and its users
    • Missing or invalid consents obtained by the School
    • Personal data breaches caused by the School’s actions
    • The way yearbooks generated by the School are used
  4. The School is fully responsible for ensuring that data processing complies with the GDPR and Polish law.
  5. The School is responsible for content entered into the Service by School Administrators and students.

11. Complaints

  1. Complaints about the operation of the Service may be submitted electronically to the address shown in the Service footer.
  2. A complaint will be considered within 14 days of receipt.
  3. Complaints about the processing of students’ personal data should be submitted to the School.

12. Ending the agreement

  1. The School may stop using the Service and delete the Account at any time.
  2. Deleting the Account results in all related data being erased after 30 days.
  3. The Operator may suspend or delete an Account that violates these Terms after notifying the School in advance.

13. Changes to the Terms

  1. The Operator reserves the right to change these Terms.
  2. Schools will be informed of changes through the Service 14 days in advance.
  3. The current version of the Terms is always available at /en/content/terms-of-service.

14. Final provisions

  1. Matters not covered by these Terms are governed by Polish law.
  2. Any disputes will be decided by the court with jurisdiction over the Operator’s registered office.