Formamind Public Policy

Last updated: 27.12.2025

Formamind sp. z o.o. (LLC)

1. Opening Hours

   Our official business hours are:

   Monday–Friday, 10:00–20:00 CET (Central European Time)

   All references to time and availability in this policy are bound to these hours.

2. Communication Boundaries

   We ask that all communication take place through official channels (email, scheduled calls, platforms like Google Meet, etc.) and during our business hours (see Point 1).

   You may contact us via LinkedIn at any time – this is the only exception.

   We do not guarantee a response to:

   • unsolicited DMs or personal messages,
   • communication occurring outside of working hours.

   Reading a message does not imply engagement or acceptance of the matter contained therein.

3. Anti-Time-Wasting Policy

   We do not offer unpaid:

   • project audits,
   • exploratory or technical consultations,
   • in-depth product reviews,
   • detailed strategy or hiring analysis.

   These fall outside the scope of free consultation. If your request requires preparation or analysis, we will offer a paid consultation.

   Free consultations are limited to:

   • discovery meetings,
   • clarifying potential collaboration,
   • answering basic strategic or tech questions.

   Refusal to offer unpaid services does not constitute discriminatory or unequal treatment.

4. Pre-Engagement Verification

   We reserve the right to request:

   • proof of company affiliation,
   • proof that the contact person has decision-making authority.

   All personal data collected during verification is processed in accordance with the GDPR, based on our legitimate interest (Art. 6(1)(f) GDPR).

5. Our Payment Model

   We typically require advance payment before starting any work. This ensures clarity, commitment, and a structured process.

   Advance payments are typically at least 20% of the total project value.

   For larger projects, we apply milestone-based payments.

   Non-payment of advance means the project will not begin.

6. Meetings & Cancellation Fees

   Meetings must be confirmed by a Formamind employee via business email to be considered scheduled.

   Cancellation fees:

   Offline meetings: 100 EUR per scheduled Formamind attendee

   Paid consultations: the higher of the following:

   • 100 EUR per scheduled Formamind attendee
   • full consultation fee

   Applies when canceled less than 24 hours in advance.

   Free consultations may only be rescheduled twice. Further rescheduling will incur a fee.

   Formamind may waive any of the above conditions at its sole discretion.

7. Use of Our Name, Logo & Materials

   Authorized use is limited to:

   • official partners with signed agreements,
   • Formamind employees,
   • approved contractors,
   • media (when product rights are fully transferred and the client consents),
   • independent, neutral reviewers.

   All other uses – including public references, website logos, or deck usage – require prior written consent.

   Reusing our materials in pitches without consent is strictly prohibited and may lead to legal consequences under applicable IP laws.

8. Termination & Misconduct

   We reserve the right to terminate collaboration with clients, contractors, or service providers in cases of:

   • abusive or manipulative behavior,
   • disrespect towards team members,
   • misrepresentation of terms or intentions,
   • unauthorized use or modification of branding,
   • breach of trust or payment manipulation,
   • significant scope changes,
   • commitment breaches without justification,
   • denial of agreed terms.

   Termination will be executed in accordance with existing contracts but parties should expect immediate disengagement. Polish law applies (Art. 60–65 and 471 Civil Code).

9. Respect for Our HR & Hiring Process

   We have a structured recruitment process led by HR. Attempts to bypass it without invitation will result in disqualification.

   We do not tolerate:

   • harassment or rudeness,
   • direct contact with other team members without consent,
   • discriminatory or inappropriate language,
   • contacting HR outside working hours.

   Serious violations (e.g., hate speech constituting a crime) may result in police notification and professional reporting.

   Applies in accordance with Art. 304 §1 of the Polish Code of Criminal Procedure.

10. Disputes & Legal Handling

    1) Resolution Process

    We prioritize amicable communication. If unresolved, we may involve legal counsel or terminate the agreement.

    2) Legal Action

    If the contract allows, termination may be immediate and followed by legal steps.

    3) Jurisdiction

    Unless agreed otherwise in writing, all disputes are subject to Polish law and resolved by courts in Warsaw, Poland.

11. Contractual Relevance

    This policy may be:

    • attached to individual contracts, or
    • incorporated by reference as an integral part of the agreement between the parties.

    In case of conflict between this policy and a signed contract, the provisions of the contract shall prevail.

12. Final Note

    We aim to build strong, honest relationships and excellent products. We hold ourselves and our partners to high standards of communication, ethics, and professionalism.