Privacy Policy   

Preamble

Confidentiality of data and protection of our Customers’ privacy is a priority for us. In relation to the above, exercising care to ensure security of your personal data and adhering to the provisions of Regulation of the European Parliament and of the Council (EU) 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC, Express Translations Sp. z o.o. has determined a policy for the principles of collecting, processing and use of personal and statistical data.

1. Personal Data Controller

The data controller of our Customers’ data is Express Translations Sp. z o.o. translation agency”, address of registered office: ul. Fundamentowa 53 Suite No. 12, 04-057 Warsaw, holding VAT Reg. No. (NIP): 1132984695, hereinafter referred to as “EXPRESS TRANSLATIONS.”

With respect to any issues related to the processing of your personal data by EXPRESS TRANSLATIONS, please contact us at the e-mail address provided below: kontakt@expresstranslations.pl.A competent employee will assist you in any issues related to the protection of personal data and will provide answers to any questions pertaining to the processing of your personal data.

2. Purpose and Bases of Personal Data Processing

In order to provide services in line with the scope of our operation, EXPRESS TRANSLATIONS processes the Customers’ personal data: for different purposes, yet always in compliance with the law. Below, you can find specific purposes of personal data processing along with legal bases.

For the purpose of estimating the price of a service and service performance, EXPRESS TRANSLATIONS processes such personal data as:

  • first name, surname; 
  • address of residence;
  • e-mail address;
  • number of order.

The legal basis for such processing of data is Art. 6 (1)(b) of the GDPR, which allows for the processing of personal data if such processing is necessary for the performance of a contract or in order to take steps prior to entering into a contract; if, at the stage of service assessment, you also decide to provide your surname, we assume that you gave your consent for the processing of your surname too - in such case, the basis of the processing is Art. 6(1)(a) of the GDPR which allows for the processing of personal data on the basis of a voluntarily given consent;

for the purpose of examining complaints, EXPRESS TRANSLATIONS processes such personal data as:

  • first name and surname (if it was provided);
  • e-mail address;
  • number of order;
  • potentially address of residence;
  • potentially bank account number.

The legal basis for such processing of data is Art. 6(1)(b) of the GDPR, which allows for the processing of personal data if such processing is necessary for the performance of a contract or in order to take steps prior to entering into a contract; if you also decide to provide your surname, we assume that you gave your consent for the processing of your surname too - in such case, the basis of the processing is Art. 6(1)(a) of the GDPR which allows for the processing of personal data on the basis of a voluntarily given consent;

for the purpose of e-mail or telephone contactwhich we necessitate for issues related to service performance, EXPRESS TRNALSTIONS processes the following data provided by you:

  • telephone number;
  • e-mail address.

The legal basis for such processing of data is Art. 6(1)(f) of the GDPR which allows for the processing of personal data if, in this manner, the Personal Data Controller pursues its’ legitimate interest and Art. 6(1)(a) of the GDPR which allows for the processing of personal data on the basis of a voluntarily given consent;

for the purpose of seeking claims on account of business activity pursued by EXPRESS TRANSLATIONS, we may process such personal data as:

  • first name and surname;
  • address of residence;
  • PESEL No.

The legal basis for such processing of data is Art. 6(1)(b) of the GDPR as the so-called legitimate interest of the Data Controller, which consists in seeking our claims and defence of our rights.

For the purpose of issuing an invoice and fulfilling other obligations resulting from the tax law provisions, EXPRESS TRANSLATIONS may process such personal data of the Customers as:

  • first name and surname;
  • address of residence;
  • VAT Reg. No. (NIP).

The legal basis for such processing of data is Art. 6(1)(c) of the GDPR in relation to the provisions of Accounting Act of 29 September 1994, which allow for the processing of personal data if such processing is necessary for the Data Controller's fulfilment of legal obligations.

To guarantee safety of persons and property in the registered office of EXPRESS TRANSLATIONS, we use video monitoring and process such personal data as:

  • image of persons recorded on camera. 

The legal basis for such processing of data is Art. 6(1)(f) of the GDPR as the so-called legitimate interest pursued by the Data Controller.

For marketing purposesrelated to the operation of EXPRESS TRANSLATIONS, we send offers, information about services, promotions, events organised by us or articles devoted to our industry via e-mail or to the telephone number provided by the Customer. This may lead to the processing of such personal data as:

  • first name and surname;
  • telephone number;
  • e-mail address.

The legal basis for such processing of data is Art. 6(1)(a) of the GDPR in relation to Art. 172 of Telecommunication Law of 16 July 2004in relation to Art. 10.2 of Act on Electronic Provision of Servicesof 18 July 2002, which allow for the processing of personal data for marketing purposes based on a voluntarily given consent. 

For analyticalpurposes, i.e. testing and analysing the activity on the website that belongs to EXPRESS TRANSLATIONS and for the purpose of administeringthe website, we process such data as:

  • date and time of website visit;
  • type of operating system;
  • approximate location;
  • IP address;
  • server date and time;
  • information about Internet browser;
  • information about operating system;

these data are automatically saved in the so-called server logs, every time you visit the website of EXPRESS TRANSLATIONS. The legal basis for such processing of data is Art. 6(1)(f) of the GDPR which allows for the processing of personal data if, in this manner, the Data Controller pursues its’ legitimate interest (in this case, the interest consists in administration of the website and learning about the activities of website users).

3. Right to Withdraw Consent

  1. If the processing of personal data takes place on the basis of a consent, such consent may be withdrawn any time - at your discretion. It is sufficient to:
  • send an e-mail directly to EXPRESS TRANSLATIONS to the following address: 

kontakt@expresstranslations.pl or

  • contact us via telephone at the following number: +48 22 404 80 12, or
  • visit our office.
  1. If the processing of personal data of a Customer took place on the basis of a consent, its’ withdrawal does not render the processing of personal data until such withdrawal illegitimate. In other words, until revocation of your consent, we have a right to process your personal data and its revocation does not affect the legitimacy of processing before such revocation.

4. Requirement to Provide Personal Data

  1. Provision of any personal data is voluntary and depends on your decision. However, in some cases provision of specific personal data is necessary to fulfil your expectations with respect to the use of our services. 
  2. To order a translation service, it is necessary to provide your first name and surname, address of residence and e-mail address (with respect to remote orders) - without these data, we will not be able to conclude and to perform the agreement. 
  3. To allow you to receive an invoice for the services, you should provide all the data required under the tax law, i.e. first name and surname or name of the company, address of residence or address of the company’s registered office, VAT Reg. No. (NIP): without these data, we are not able to issue an invoice correctly. 
  4. In order to contact you via telephone with respect to the issues related to service performance, it is necessary that you provide your telephone number: without it, we are unable to establish telephone contact.

5.  Automated Decision Making and Profiling

We wish to inform you that we do not perform automated decision making, also on the basis of profiling.

6. Recipients of Personal Data

  1. As professionals, we take care for the confidentiality of our Customers’ data. However, given the necessity of ensuring proper organisation of EXPRESS TRANSLATIONS, e.g. within the scope of IT infrastructure or current issues pertaining to our operation as an entrepreneur, as well as exercise of the Customers’ rights, your personal data may be transferred to the following categories of recipients:
  • translators collaborating with EXPRESS TRANSLATIONS for the purpose of ensuring continuity and consistency of an order;
  • suppliers of technical and organisational solutions which allow us to provide services and to manage our organisation;
  • entities providing IT, accounting and insurance support;
  • suppliers of legal and counselling services, as well as services supporting EXPRESS TRANSLATIONS in the seeking of claims that are due to it;
  • persons authorised by Customers.

 

  1. Apart from it, it may happen that on the basis of a relevant legal provision or a decision of a competent authority, we will be required to provide your personal data also to other entities, either public or private. Therefore, it is very difficult for us to foresee who may apply to us with a request for making personal data available. Nevertheless, we wish to assure you that every such request for making personal data available is analysed very thoroughly by us in order to avoid any unintentional disclosure of data to unauthorised persons.

7. Transfer of Personal Data to Third Countries

Your personal data is not transferred outside of the European Economic Area, with the exception of situations when this is requested by the data subject.

8. Term of Personal Data Processing

  1. In compliance with the applicable legal provisions, we do not process your personal data “indefinitely”, but for a term of time that is necessary to meet the designated purpose. After such term, the personal data of Customers will be irrevocably deleted or destroyed.
  2. With respect to individual terms of personal data processing, we wish to inform you that in principle, we process personal data during the term of the agreement, as well as during a period of expiry of claims resulting from the provisions of the Polish Civil Code, for the purpose of potential seeking of civil law claims.
  3. Any data for accounting purposes and for tax-related purposes are processed for 5 years, calculated as of the end of a calendar year in which such tax obligation arose.
  4. Personal data processed on the basis of your consent (data for marketing purposes) are processed by EXPRESS TRANSLATIONS from the moment of consent until its withdrawal, however not longer than for a term of 2 years from the date of the last order submitted by you.

9. Rights of Data Subjects

  1. As the Data Controller of your personal data, we guarantee that you have a right to:
  • access your personal data;
  • rectify your personal data;
  • request deletion of personal data;
  • restrict the processing of personal data;
  • object against the processing of personal data;
  • transfer personal data.
  1. We respect your rights resulting from the provisions on personal data protection and we are trying to facilitate exercise of such rights in the highest degree possible.
  2. The above-listed rights are not absolute; thus, in certain cases, we may refuse to exercise them in line with the law. However, if we refuse to acknowledge a request, it is only after a thorough analysis and only in a situation when refusal of acknowledging it is necessary.
  3. If processing of your personal data by EXPRESS TRANSLATIONS takes place on the basis of our legitimate interest as the Personal Data Controller, the Customer may object to such processing (information about the basis of processing is provided above in Section II “Purpose and Bases of Personal Data Processing”). However, please remember that in line with the provisions, we may refuse to acknowledge your objection if we demonstrate that:
  • there are legitimate bases for data processing, which are overriding in comparison to your interests, rights and freedoms, or;
  • there are bases for determining, seeking or defending against claims.
  1. Furthermore, you can file an objection against the processing of your personal data for marketing purposes at any moment. In such situation, we will cease the processing for this purpose. 
  2. The Customers may exercise their rights by:
  • sending an e-mail directly to EXPRESS TRANSLATIONS to the following address: kontakt@expresstranslations.pl  or
  • contacting us via telephone at the following number: +48 22 404 80 12,
  • or visiting our office.

10. Right to File Complaints

If you believe that your personal data are processed in violation of the applicable law, you may lodge a complaint to the President of the Personal Data Protection Office.

11. Final Provisions

  1. Issues not regulated by this Privacy Policy shall be governed by the provisions on personal data protection.

This Privacy Policy enters into force on 25 May 2018.