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This Privacy Policy describes the rules of providing services by the Probate Research Office GeneaTranslat Sokołowski C.L.P., hereinafter referred to as "GeneaTranslat". It regulates the general terms of concluding agreements by GeneaTranslat the Art. 384 Civil Code refers to.

Your personal data as of our client`s are processed by GeneaTranslat that conducts its business activity under the firm name "Probate Research Office GeneaTranslat Sokołowski C.L.P.", based w Warsaw, Piękna St. 43/3, 00-672 Warsaw, REGON-No. 017458510 NIP-No. 118 16 24 666, e-mail: office@geneatranslat.com.pl

Data protection is carried out safely according to the agreement and the applicable regulations, the data are held on the safe servers. The regulations are conformed to the General Data Protection Regulation of the European Parliament and the European Council (EU) 2016/679 of April 27th, 2016 (GDPR) on data protection for natural persons pertaining to the processing of personal data, the free workflow of such data and to the abrogating the Directive 95/46/EC.

Your personal data that we obtain while concluding agreements and during their implementation are used and processed for the following purposes:

• concluding and implementation of our mutual agreement as processing data is indispensable for its execution and the accounting once the agreement has been finalized (legal basis: Art. 6, par. 1, letter. b GDPR),

• performing legal duties we are obliged to due to the EU or Polish law, including storing of invoices, bookkeeping documentation,

• determining, implementing claims or defending against claims pertaining to our mutual agreement.

Your personal data will be processed as long as:

• the agreement is being executed,

• the claims are being determined, exercised or defended against - until the claims on the agreement or on the processing personal data become time-barred or until the objection has been filed,

• the legal duties resulting from the general law regulations, for example tax data, are being performed,

• we can bear legal consequences of not performing our duty, due to Art. 6, par. 1 f GDPR, called „our legitimate interest”.

For the purposes of conducting an agreement GeneaTranslat needs to have the following data from you to put into the agreement. Lack of these data will make implementing of the agreement impossible:

• first name, family name, date and place of birth, address,

• additionally, while the agreement is being implemented we can ask you to provide further data that are indispensable for concluding estate proceedings in Poland or abroad (there are different formal requirements depending on the country the decedent left his estate in). They are: copy of your personal card or another document confirming your identity, certificate of permanent residence, a utility bill as a supporting proof of your  address, marital status and others (on demand, you will be make aware of their importance and the need to be provided),

• other optional data that do not affect concluding the agreement but will help us communicate with you, for example e-mail, telephone number,

• data necessary for transmitting the funds from the estate to you, for example your bank account.

Providing data while concluding agreement is not a statutory requirement. Though, your data are indispensable to make us fulfil the provisions of the agreement and the powers of attorney.

By virtue of our business activity GeneaTranslat assigns some services and tasks to the partners based beyond the European Economic Area. That`s how the main provisions of transmitting of personal data are satisfied: „transmitting of personal data is indispensable for concluding or implementing an agreement that has been signed on behalf of the person concerned between the administrator and another natural or legal person”. On your demand we will advise you about what data have been transmitted beyond the EEA.

GeneaTranslat does not provide your personal data to the units other than those entitled to due to the applicable provisions of law.

The personal data are processed exclusively by persons authorized by us or those we closely colaborate with.

Transmitting personal data to partners, institutions, authorities, etc. is performed by virtue of separate powers of attorney that you signed as well as for the purpose of implementing our mutual agreement. Therefore, the data can be transmitted to:

• legal representatives and correspondents within the country and abroad, also in the third countries (beyond EU), registry offices, archives, other institutions that support the process of searching and submitting/legalizing documentation,

• applicable court and executive institutions pertaining to estate matters,

• firms maintaining computer network,

• firms providing postal or courier services,

• translators

• financial institutions  (banks, payment institutions) in order to wire funds to you or to repay,

• firms collaborating with us within bookkeeping, tax and legal issues  as far as they become data administrator,

• institutions entitled to obtain personal data by virtue of law, for example courts or prosecuting authorities, when they approach with demand of releasing the data by virtue of the respective law provisions.

You are entitled to access and control of processing the data held by the administrator, and especially to demand to suplement, update and correct personal data, to temporarily or permanently prevent them from processing  or to delete them if they are incomplete, out-of-date, not true or have been obtained by violating of law.

Transmitting of data to another administrator or to you (Art. 20 GDPR).

You can claim it by mailing an application to our office (ul. Piękna 43/3, 00-672 Warszawa) or e-mailing it (office@geneatranslat.com.pl).

To make sure that you are entitled to apply for it we may ask you to provide some additional information to verify your application.

You are entitled to file an action with the Inspector General for the Protection of Personal Data if you think that your personal data are being processed by violating the law.

To all matters not settled in this Privacy Policy applicable provisions of Polish law shall apply.