Privacy Policy

1) Controller
Polandia Solutions sp. z o.o., ul. Sucha 3, 50-086 Wrocław, Poland (“we”, “us”).

2) What we do
We provide (i) Outsourcing & Managed Services (on-site value-added operations), (ii) Project Management, (iii) Legalization Services for businesses and individuals in Poland and internationally.

3) What data we process

Contact data: name, company, role, email, phone, message content, files you attach.
Contract & project data: SOWs, timelines, KPIs/SLA, approvals, access data needed for on-site work.
Legalization data: identification and civil/immigration documents necessary for filings (scope defined case-by-case).
Recruitment data (when you apply or we recruit for a project): CV, experience, skills, availability.
Web/IT: technical logs, cookies/analytics (per your consent where required).

4) Purposes & legal bases (GDPR Art. 6)

Handling inquiries & pre-contract steps: responding to contact forms/emails; basis: legitimate interests and/or contract (Art. 6(1)(f)/(b)).
Service delivery & project management: performance of the contract (Art. 6(1)(b)).
Legalization services: preparing applications, representing you under PoA; basis: contract, legal obligation where applicable (Art. 6(1)(b)/(c)).
Recruitment for projects: evaluation and placement; basis: legitimate interests / consent if national rules require (Art. 6(1)(f)/(a)).
Marketing (optional): newsletters, offers; basis: consent (Art. 6(1)(a)) – separate opt-ins, withdrawable anytime.
Security, fraud, record-keeping: legitimate interests / legal obligation (Art. 6(1)(f)/(c)). GDPR+1

5) Cookies & analytics
We use only the categories you approve in the banner (except strictly-necessary). Full details appear in the Cookie Notice. You can change preferences anytime.

6) Where data comes from
Primarily from you; in legalization/recruitment contexts also from your representatives, public registers, or verified partners (per law).

7) Sharing

Processors: vetted IT/hosting, email, CRM, document management, sworn translators, notaries, couriers, HR/agency partners—only under contracts and instructions.
Authorities: when required for legalization or by law (e.g., offices, courts).
Business transfers/mergers: if applicable, with safeguards.

8) International transfers
If we transfer outside the EEA, we use adequacy decisions or Standard Contractual Clauses with supplementary measures.

9) Retention

Inquiries: 12–24 months (or earlier upon deletion request, unless needed for defense of claims).
Contracts/projects: contract term + limitation period (usually up to 6–10 years under Polish rules for accounting/claims).
Legalization files: for the procedure’s duration + statutory retention.
Recruitment pool: up to 24 months with your consent (or shorter under local rules).
Marketing: until you withdraw consent.

10) Your rights (GDPR Chapter III)
Access, rectification, erasure, restriction, portability, object (where basis is legitimate interests), and the right not to be subject to decisions based solely on automated processing. You can withdraw consent at any time (without affecting prior processing). GDPR+1

11) How to exercise rights
Email [privacy@polandia-solutions.pl]. We will respond within one month (extendable per GDPR where justified).

12) Complaints
You can lodge a complaint with the Polish supervisory authority (UODO): ul. Stanisława Moniuszki 1A, 00-014 Warsaw, Poland (contact details on the UODO website). UODO

13) Do not include special categories
Please avoid sending sensitive data unless we specifically ask for it as part of legalization or required compliance.

14) Updates
We may update this Notice for legal/operational reasons. See the “Effective date” below.

Effective date: 13/10/2025