Privacy Policy

1. General information

This Privacy Policy sets out the rules for processing personal data of users of the website operated by the Controller and the rules for using cookies. The Controller makes every effort to protect users’ privacy and the security of processed personal data, in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR).

2. Personal data controller

The controller of personal data is:
INNOVATE SOLUTIONS sp. z o.o.
registered office: Rawałowice 120, 32-010 Kocmyrzów-Luborzyca, Poland
entered in the Register of Entrepreneurs of the National Court Register (KRS) under number: 0001089089
Tax ID (NIP): 6821804665
REGON: 527850621
e-mail: biuro.innovatesolutions@gmail.com
(hereinafter: the “Controller”).

3. Scope of processed data

The Controller may process users’ personal data to the extent of:
1. identification and contact data such as:
  – first and last name,
  – e-mail address,
  – phone number (if provided in the message),
2. data contained in e-mail correspondence,
3. data necessary to provide translation services, including data contained in documents sent by the client (e.g., address data, identification data, financial data, or other data included in such documents).

4. How data is collected

Personal data may be collected by the Controller in the following ways:
– via the user contacting the Controller by e-mail,
– via the content of a message sent by the user using their own e-mail client (e.g., Gmail, Outlook) after clicking the e-mail link on the website.
The Controller does not operate a contact form or a file-upload system directly through the website.

5. Purposes of processing

Users’ personal data is processed for the following purposes:
1. replying to e-mails and conducting correspondence,
2. preparing a quote for translation services,
3. entering into and performing a contract for translation services,
4. issuing accounting documents (e.g., VAT invoice),
5. handling complaints and requests,
6. establishing, pursuing or defending claims,
7. ensuring the proper functioning of the website.

6. Legal bases for processing

Personal data is processed on the basis of:
– Article 6(1)(b) GDPR – processing necessary for entering into and performing a contract (translation services),
– Article 6(1)(c) GDPR – compliance with a legal obligation (e.g., tax and accounting obligations),
– Article 6(1)(f) GDPR – the Controller’s legitimate interest (e.g., communication, archiving correspondence, defending claims),
– Article 6(1)(a) GDPR – consent (if in the future tools requiring consent are implemented, e.g., analytical cookies).

7. Voluntary provision of data

Providing personal data is voluntary; however, failure to provide it may prevent:
– receiving a reply to an enquiry,
– preparing a quote,
– entering into a contract and providing the translation service.

8. Recipients of data

Personal data may be shared with entities cooperating with the Controller only to the extent necessary to achieve the purposes of processing, in particular:
– accounting and bookkeeping service providers,
– IT and website hosting service providers,
– e-mail service providers,
– legal service providers (in the event of claims or disputes).
The Controller does not disclose personal data to third parties for marketing purposes.

9. Data processing entrusted to processors

The Controller may entrust the processing of personal data to processors (e.g., hosting, IT support, accounting) under appropriate data processing agreements compliant with the GDPR.

10. Transfers outside the European Economic Area (EEA)

As a rule, the Controller does not transfer personal data outside the EEA. At the same time, the Controller informs that the use of e-mail providers (e.g., Gmail, Outlook) may involve processing on servers located outside the EEA, depending on the user’s e-mail service provider. If analytical services such as Google Analytics are implemented, data may be transferred to third countries (e.g., the USA) on the terms set out by those providers and in accordance with applicable data protection mechanisms.

11. Data retention period

Personal data is retained for the period necessary to achieve the purpose for which it was collected, in particular:
– e-mail correspondence data – for the time necessary to handle the enquiry and archive correspondence,
– contract-related data – for the duration of the contract and until the limitation period for potential claims expires,
– accounting records (e.g., invoices) – for the period required by tax and accounting laws (typically 5 years).

12. Rights of the data subject

The data subject has the following rights:
– the right of access to their data,
– the right to rectification,
– the right to erasure (where there is no legal basis for further processing),
– the right to restriction of processing,
– the right to data portability,
– the right to object to processing,
– the right to withdraw consent at any time (where processing is based on consent).
To exercise your rights, please contact the Controller by e-mail: biuro.innovatesolutions@gmail.com

13. Right to lodge a complaint

The data subject has the right to lodge a complaint with the supervisory authority. In Poland, the supervisory authority is the President of the Personal Data Protection Office (UODO):
ul. Stawki 2, 00-193 Warsaw, Poland.

14. Data security

The Controller applies appropriate technical and organisational measures to protect personal data, in particular safeguards against unauthorised access, loss of data, damage or unauthorised modification.

15. Confidentiality of documents provided for translation

The Controller ensures the confidentiality of documents provided for the purpose of delivering translation services. Access to documents is limited to authorised persons necessary to perform the translation. Documents and the data contained therein are not disclosed to third parties without a legal basis or the client’s explicit consent, except where required by applicable law.

16. Cookies

The website may use cookies to ensure its proper operation. Cookies are small text files stored on the user’s device. You can change your cookie settings at any time in your web browser.

17. Links to external websites

The website may contain links to external services (e.g., Gmail, Outlook). The Controller is not responsible for the rules on processing personal data applied by third parties. Users are advised to review the privacy policies of those services.

18. Changes to this Privacy Policy

The Controller may amend this Privacy Policy, in particular in the event of changes in law or technological changes related to the operation of the website. The current version of the Privacy Policy is always available on the website.
Last updated: 16 February 2026