Privacy policy
Last updated: 28 September 2026
This policy explains how I process the personal data of clients and of people who contact me about translations. It is based on Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (GDPR) and the Polish Personal Data Protection Act of 10 May 2018. In case of any discrepancy, the Polish version prevails.
1. Data controller
The controller of your personal data is Magdalena Szwedowska, running a business under the name “Zakład Magdalena Szwedowska”, ul. Grochowska 162/164 m. 37, 04-329 Warsaw, Poland, tax ID (NIP) 5211456567, REGON 140662936. For any data protection matters, write to magdalena@szwedowska.pl.
2. What data I process and where it comes from
I process the data you provide in e-mails or phone calls (name, e-mail address, phone number, content of your message), data needed to issue an invoice or receipt (e.g. company name, address, tax ID), and data contained in the documents you send for translation.
3. Purposes, legal bases and retention periods
| Purpose | Legal basis (GDPR) | How long |
|---|---|---|
| Replying to your enquiry and preparing a quote | Art. 6(1)(b) – steps prior to entering into a contract | if no order follows – 6 months from the last message |
| Performing the translation | Art. 6(1)(b) – performance of a contract | documents sent for translation and translation files – 12 months from completion of the order |
| Entry in the sworn translator’s register (repertorium) | Art. 6(1)(c) – legal obligation | for the period required by the Polish Act of 25 November 2004 on the Profession of Sworn Translator |
| Issuing invoices and bookkeeping | Art. 6(1)(c) – legal obligation | 5 years from the end of the year in which the tax payment deadline expired |
| Handling complaints | Art. 6(1)(b) and (c) – contract and legal obligation | until the complaint is resolved, then as for legal claims |
| Keeping correspondence as evidence that the order was completed | Art. 6(1)(f) – legitimate interest | until the limitation period for claims expires |
| Establishing, pursuing or defending legal claims | Art. 6(1)(f) – legitimate interest | until the limitation period under the Polish Civil Code expires, plus one year |
| Website visit statistics (Google Analytics) | Art. 6(1)(a) – consent given in the cookie banner | until you withdraw consent; data in Google Analytics – no longer than 14 months |
4. Who receives the data
Data may be shared with entities that help me run my business:
- the website hosting provider (Zenbox),
- the e-mail provider – Google, through Google Workspace, acting as a processor on my behalf,
- Google, as the provider of Google Analytics, if you consent to analytics cookies,
- the payment provider SumUp – for card payments by terminal or payment link. SumUp processes payment data as an independent controller, under the terms of the SumUp privacy policy,
- my accounting office,
- postal operators, courier companies and parcel locker operators – when I send a translation.
I do not sell data or share it for marketing purposes.
5. Transfers outside the EEA
My e-mail runs on Google Workspace and, with your consent, website statistics run on Google Analytics. Google may also process data outside the European Economic Area, including in the United States. Such transfers are based on the European Commission’s adequacy decision for the EU-U.S. Data Privacy Framework, to which Google LLC is certified, and, where the framework does not apply, on standard contractual clauses approved by the European Commission.
If you pay by card, SumUp, as an independent controller, may transfer payment data to companies in its group, including outside the EEA, under the terms of the SumUp privacy policy.
6. Your rights
You have the right to:
- access your data and receive a copy,
- have inaccurate or incomplete data corrected,
- have your data erased,
- restrict processing,
- data portability for data processed under a contract,
- object to processing based on legitimate interest,
- withdraw your consent at any time, without affecting the lawfulness of processing before its withdrawal,
- lodge a complaint with the President of the Polish Personal Data Protection Office (UODO).
Limits to your rights. For data I process to comply with a legal obligation (the sworn translator’s register, accounting records):
- I cannot erase it at your request while the obligation to keep it applies (Art. 17(3)(b) GDPR),
- you do not have the right to object, because Art. 21 GDPR applies only to processing based on legitimate interest,
- you do not have the right to data portability, because Art. 20 GDPR applies only to data processed on the basis of consent or a contract.
7. Do you have to provide your data?
Providing data is voluntary, but without it I cannot reply to your enquiry or complete the translation. Data required for an invoice must be provided under tax law.
8. Automated decisions
I do not make automated decisions and do not profile clients.
9. Professional secrecy
The content of the documents you entrust to me is covered by the professional secrecy of a certified (sworn) translator (tłumacz przysięgły).
10. Cookies and server logs
This website uses Google Analytics cookies (e.g. _ga) to collect anonymous visit statistics: which pages are viewed, where visitors come from and what devices they use. These cookies are set only with your consent, given in the banner on your first visit, as required by Polish electronic communications law. Without consent, Google Analytics is not loaded. Google Analytics cookies expire after 2 years at the latest.
You can change or withdraw your consent at any time by clicking “Cookie settings” in the page footer. Your choice is saved in your browser so that you are not asked on every visit.
The hosting server may automatically log basic technical information (e.g. IP address, time of visit) to keep the website secure and running.