Privacy Policy

1. Data controller

Controller / service provider: HANNA VELYKA PRAVIS (trade name: PRAVIS), NIP 1132935521, REGON 545376200, registered address: ul. Stanisława Leszczyńskiego 4, lok. 25, 50-078 Wrocław, Poland. Email: office.pravis@gmail.com.

This Privacy Policy explains how we process personal data in connection with the PRAVIS website and translation / certification services. We are a translation bureau, not a law firm. This document is provided for transparency under the GDPR (Regulation (EU) 2016/679) and Polish data-protection law. For a binding legal opinion on your situation, consult an independent lawyer.

2. Whose data we process

We process data of website visitors, people who request a quote or place an order, and people whose data appear in documents you send us for translation (for example names on certificates), where you are entitled to provide those documents to us.

3. What data we collect

Contact and order data: name, email address, phone number (if provided), message content, service / country / situation selected in forms, and correspondence history.

Document files: scans, photos or PDFs of documents you upload or send (email, messengers), including personal data contained in those documents.

Payment data: when you pay online we do not store full card numbers. Payments are handled by Stripe; Stripe processes payment identifiers, billing details and transaction metadata needed to take payment.

Technical data: IP address, browser type, device information, approximate location derived from IP, pages viewed, and cookie / similar technology identifiers — as described in our Cookie Policy.

4. Purposes and legal bases (GDPR)

Responding to quote requests and preparing an offer — Art. 6(1)(b) GDPR (steps prior to a contract) and/or Art. 6(1)(a) (consent where you tick a consent box).

Performing the translation / certification / apostille-support / related service — Art. 6(1)(b).

Invoicing, accounting and tax records — Art. 6(1)(c) (legal obligation).

Establishing, exercising or defending legal claims — Art. 6(1)(f) (legitimate interest).

Website security, abuse prevention and basic analytics — Art. 6(1)(f), and where required Art. 6(1)(a) for non-essential cookies.

Payment processing via Stripe — Art. 6(1)(b) and (f).

5. Documents and confidentiality

Documents you send are used only to quote, translate, certify, deliver and support your order, and to meet legal obligations (for example accounting). We do not sell document contents or use them for advertising.

You confirm that you are entitled to provide the documents and any personal data they contain. Do not send more data than needed for the service.

6. Use of AI tools for document analysis

To analyse documents, extract structure, assist quality review or speed up drafting of translations, we may use artificial-intelligence tools operated by third-party providers, including: Anthropic (Claude); OpenAI (ChatGPT); Google (Gemini).

These tools act as processors or sub-processors for us under their terms and, where applicable, data-processing agreements / standard contractual clauses. Content you send may be transmitted to those providers' systems for processing. We configure and instruct use of such tools only for performing or improving the service you requested — not for unrelated marketing profiling.

We do not publish this AI use as a marketing claim on the public website; it is disclosed here because it is relevant to how documents may be processed.

7. Subcontractors and other recipients

We may share data necessary to perform the order with:

— translators, reviewers and other freelancers / contractors working with us under invoices (faktury) or service agreements (umowy / B2B), who process data only on our instructions and under confidentiality;

— IT, hosting, email and messaging infrastructure providers;

— Stripe for online payments;

— AI providers listed above, where used for analysis or drafting assistance;

— accountants, legal advisers, couriers / postal operators, and public authorities where required by law.

Each recipient receives only what is needed for their role.

8. Payments (Stripe)

Online payments are processed by Stripe, Inc. / Stripe Payments Europe, Limited (“Stripe”). Stripe may process your payment data as an independent controller or as our processor, depending on the product used. Stripe’s own privacy notice applies in addition to this policy. We receive confirmation of payment status, amount, currency and identifiers needed for accounting — not your full card PAN/CVC.

9. Transfers outside the EEA

Some providers (including Stripe and certain AI vendors) may process data in the United States or other countries outside the European Economic Area. Where we transfer personal data outside the EEA, we rely on appropriate safeguards such as the European Commission’s Standard Contractual Clauses and the provider’s supplementary measures, or another lawful transfer mechanism under Chapter V GDPR.

10. Retention

Quote requests without an order: typically up to 12 months, unless you ask us to delete sooner.

Order and translation files: for the time needed to deliver the service and handle follow-up, then as required for accounting and tax law in Poland (generally up to 5 years from the end of the tax year, unless a longer period applies).

Correspondence needed for claims: for the limitation period under Polish law.

Cookie data: as set out in the Cookie Policy.

11. Security

We apply organisational and technical measures appropriate to the risk (access control, encrypted transport where available, limited staff / contractor access, instructions to processors). No method of transmission or storage is 100% secure; we work to reduce risk continuously.

12. Cookies

Our use of cookies and similar technologies is described in the Cookie Policy available on this website. Non-essential cookies are used only with consent where required.

13. Your rights

Under the GDPR you may request: access to your data; rectification; erasure; restriction of processing; data portability; and objection to processing based on legitimate interests. Where processing is based on consent, you may withdraw consent at any time without affecting the lawfulness of processing before withdrawal.

You may lodge a complaint with the President of the Personal Data Protection Office (UODO), ul. Stawki 2, 00-193 Warszawa, https://uodo.gov.pl.

14. Changes

We may update this Policy. The “Last updated” date at the top will change. Material changes will be published on this page.

15. Contact

Questions about personal data: office.pravis@gmail.com. Postal address: ul. Stanisława Leszczyńskiego 4, lok. 25, 50-078 Wrocław, Poland.