Privacy Policy

1. Data controller

The controller of your personal data is Iga Kolasa-Kozłowska, operating at: ul. Samarytanka 1/77, 03-592 Warsaw, Poland. Contact for data protection matters: biuro@igakolasakozlowska.eu or by phone: +48 505 487 951.

2. What data I process and where it comes from

I process only the data you provide yourself:

• Contact form: name, e-mail address, message content and — if you attach one — a document file.
• Direct contact (e-mail, phone, WhatsApp): data you provide in correspondence.
• Cooperation: data necessary for a quote, completion of the assignment and invoicing.

This website uses no analytics or marketing tools and collects no data about you in the background. The only record in your browser is your light/dark mode preference (localStorage) — it stays on your device and is not transmitted anywhere.

3. Purposes and legal bases of processing

• Responding to enquiries and quoting — Art. 6(1)(b) GDPR (steps taken at your request prior to entering into a contract).
• Completion of a translation or interpreting assignment — Art. 6(1)(b) GDPR (performance of a contract).
• Accounting and tax records — Art. 6(1)(c) GDPR (legal obligations).
• Register of certified translations (repertorium) — Art. 6(1)(c) GDPR in conjunction with the Polish Act on the Profession of Sworn Translator (statutory obligation to keep a register of certified acts).
• Establishing, pursuing or defending legal claims — Art. 6(1)(f) GDPR (legitimate interest).

4. Confidentiality of documents

Documents provided for quotation or translation are treated as confidential regardless of whether a separate NDA has been signed. As a sworn translator I am bound by a statutory duty of secrecy regarding facts and circumstances I learn in connection with a translation. Documents sent solely for quotation are deleted if no cooperation follows.

5. Special categories of data in documents

Documents submitted for translation may contain special categories of data (e.g. health data in medical records — Art. 9 GDPR) or data relating to convictions and offences (Art. 10 GDPR). I process such data solely to the extent necessary to complete the translation, on the basis of the contract with you or your organisation, and — for certified translations — within the statutory duties of a sworn translator. I do not use this data for any other purpose.

6. Controller or processor

For enquiry data, invoicing and the sworn translator's register, I act as a controller. When I translate documents entrusted by a company or institution that contain personal data of third parties (e.g. employees, contract parties, study participants), I typically act as a processor within the meaning of Art. 28 GDPR — on the documented instructions of the client. A data processing agreement is available to institutional clients on request.

7. Scope of this policy and classified information

This policy covers the website and the handling of enquiries. Assignments involving classified information are carried out in accordance with the Polish Act on the Protection of Classified Information and the procedures applicable to the assigned classification level — separately from the rules described in this document.

8. Who may receive the data

Data may be entrusted only to entities supporting the operation of this website and the handling of assignments: the hosting and e-mail provider, the accounting office (invoice data) and — for remote interpreting — the operators of conference platforms used by the event organiser. I do not sell data or share it for marketing purposes.

The fonts and icons used on this website are served locally, from the same server as the website itself — your browser does not connect to any external providers for this purpose. I do not transfer data outside the European Economic Area.

9. How long I keep the data

• Enquiries that do not lead to cooperation — up to 12 months after the end of correspondence.
• Assignment records and invoices — for the period required by tax law (as a rule, 5 years).
• The sworn translator's register — as required by the regulations governing the profession.

10. Your rights

You have the right to: access your data, rectify it, erase it, restrict processing, data portability, object to processing based on legitimate interest and — where processing is based on consent — withdraw it at any time (without affecting the lawfulness of processing carried out before withdrawal). An e-mail to the address in section 1 is sufficient.

You may also lodge a complaint with the President of the Personal Data Protection Office (PUODO), ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl.

11. Voluntary provision of data

Providing data is voluntary but necessary to answer an enquiry or complete an assignment. I do not make decisions based solely on automated processing and I do not use profiling.

12. Changes to this policy

This policy may be updated, for example when the scope of services or the law changes. The current version is always available at this address.