1. Controller and contact
The controller of data processed by the office is Vadym Rekel, trading as VADYM REKEL, Polish tax number (NIP) 6793053128, REGON 121398530, sworn translator of Ukrainian, TP/27/17. Address: ul. Kielecka 2/53, 31-526 Kraków, Poland. For data-related matters, email or use the appropriate telephone number below.
+48 883 040 483 — for courts, prosecutors and police only. +48 735 753 383 — for individual clients, courts, prosecutors and police.
2. Data and its sources
When you contact the office, it receives the contact details you provide, correspondence and attachments you choose to send. An assignment involves data necessary for translation, billing and required records. Documents may also contain information about people other than the client; in that case, the source is material supplied by the client or an authorised authority.
Limit an initial enquiry to information needed to establish the scope, language and deadline. Material containing health information, details of proceedings or other specially protected data requires an appropriate processing basis and an agreed transfer method. Do not include such data in public reviews.
3. Purposes and legal bases
The basis depends on the purpose and type of matter. Consent does not replace a statutory obligation and is not a universal basis for a sworn translator’s work.
- Taking requested steps before a contract with the individual and performing that contract — GDPR Article 6(1)(b).
- Professional duties, the statutory register of work and required accounting — GDPR Article 6(1)(c), together with the applicable legislation, including the Polish Sworn Translators Act.
- Correspondence with client representatives, resolving disputes, establishing or defending claims and website security — GDPR Article 6(1)(f); the legitimate interests are handling correspondence, protecting rights and maintaining security.
- External features include an automatically loaded Google map and links opened by the user; their operation is described in section 6. Where consent is the basis, it may be withdrawn without affecting earlier lawful processing.
- Special-category data and information about criminal convictions or offences require the additional conditions in GDPR Articles 9 or 10 appropriate to the particular assignment; merely sending a document does not satisfy those conditions.
4. Local calculator and OCR
Text recognition from selected files runs in the browser on your device. This feature does not send files or recognised text to the office’s server or an AI model API. Selecting a file does not submit it for translation. You can clear the tool’s data or close the page.
The browser downloads program files and language data needed for OCR. These downloads create ordinary network requests to the hosting service but do not contain your document’s content. OCR and calculator results are not automated decisions accepting an assignment or setting its final price.
5. Form, email and clipboard
The form prepares a message locally and opens your email application through a mailto link. It does not submit the form to the website’s server. The office receives the data only after you send the email yourself. Your email application and provider operate under their own terms.
The copy button places the selected text on your device’s clipboard after your action. Check the content and recipient before sending a message. Emailing a document is a separate action from processing it locally with OCR.
6. Maps and external services
The embedded Google map loads automatically when a page containing the map is displayed, without an additional click. Google receives a connection request, including your IP address, browser information and the requested map area, and may use its own browser storage.
Google Maps and Apple Maps directions links open an external service or application with the public addresses of the office and the selected institution. Apple Maps is not embedded on this website. The selected provider calculates the route, distance and driving or walking time after you open the link. The office’s website does not obtain your device’s current location.
Google Maps, Apple Maps and the review page apply their respective providers’ privacy policies. Closing the page ends the display of the embedded map; reloading the page does not disable its automatic loading. Data stored by an external service can be managed in your browser or that provider’s account settings.
7. Browser storage, reviews and hosting
The website’s code does not use analytics or advertising tools. sessionStorage remembers when you dismiss the contact message within the tab’s session so it is not shown again. It contains no document or form data. You can clear this storage in your browser; session restoration depends on its settings.
Labelled summaries of selected genuine public Google reviews form part of the website content. They are not verbatim quotations. There is no separate form for collecting reviews; the review link opens Google.
Hosting is provided through ChatGPT Sites / OpenAI. Loading the website requires technical data such as your IP address, request address and browser information to be transmitted. The provider may keep logs for operation, security and legal duties. Having no analytics tools of our own does not mean that the host performs no technical data processing.
8. Recipients and processing outside the EEA
Where necessary, data may be received by hosting, email and technical support providers, accounting service providers and authorised authorities. Disclosure must match its purpose and legal basis and respect professional confidentiality. Documents used only in local OCR are not disclosed in this way.
Google processes technical data when the embedded map loads automatically; after external links are opened, the providers of those services also receive technical data. International providers may process data outside the European Economic Area, including in the United States. OpenAI describes reliance on adequacy decisions or Standard Contractual Clauses; its European privacy policy explains the safeguards and how to obtain further information about them. Google and Apple policies are linked in the sources below.
9. Retention
Personal data collected by a sworn translator in connection with translation is retained for four years after the end of the calendar year in which it was collected, under Article 29c of the Act. It is then deleted unless further retention is necessary to protect rights or pursue claims. Separate legislation may impose accounting-record obligations.
Correspondence unrelated to a completed translation is retained for as long as needed to handle the matter, and longer only where justified by a legal duty or protection of claims. Providers’ technical logs follow their retention policies. A locally recognised document does not enter the office’s archive simply because you use the calculator.
10. Your rights
Within the conditions of the GDPR, you may request access, rectification, erasure, restriction and, where applicable, portability, and object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it. Send requests to the controller above; responses follow the GDPR’s time limits.
The Polish Sworn Translators Act contains specific restrictions: GDPR Articles 15(1) and 15(3), 18 and 19 apply insofar as they do not breach professional confidentiality; Article 21(1) does not apply to data obtained in connection with translation. The right to erasure does not override mandatory retention.
You may lodge a complaint with the President of Poland’s Personal Data Protection Office (UODO). Providing enquiry data is voluntary, but without necessary information the office may be unable to reply or carry out an assignment; data required by law is necessary to meet the relevant duties. The website does not use profiling or solely automated decisions producing legal effects for users.