Privacy Policy — GDPR & RODO Compliant

Privacy Policy

Last updated: January 2025

This privacy policy explains how Magdalena Fowler (trading as a Polish sworn translator, tłumacz przysięgły języka angielskiego, registered under TP/122/24) collects, uses, stores and protects personal data in connection with translation services provided through polishsworntranslator.com.

This policy is compliant with the General Data Protection Regulation (GDPR) (EU Regulation 2016/679) and its Polish implementation, the Act on the Protection of Personal Data (RODO).

1. Data Controller

The data controller is:
Magdalena Fowler
Pasterzewo 3, 11-440 · Warmia-Mazury, Poland
Email: magdalenafowler@gmail.com
Phone: +48 733 479 010

2. What Personal Data Is Collected

When you make contact via this website, by email or by WhatsApp, the following personal data may be collected:

• ›Contact data: name, email address, phone number
• ›Document data: scans, photographs or copies of documents submitted for translation — which may include sensitive personal information such as dates of birth, family relationships, legal status and official identification
• ›Correspondence: the content of emails, WhatsApp messages and other communications relating to translation projects
• ›Technical data: basic website analytics data (page views) if analytics are enabled — no tracking cookies are used on this website

3. Why Personal Data Is Processed (Legal Bases)

Personal data is processed on the following legal bases under GDPR Article 6:

• ›Performance of a contract (Article 6(1)(b)): To provide the translation services requested and to communicate with clients about their projects
• ›Legal obligation (Article 6(1)(c)): The Act of 25 November 2004 on the Profession of Sworn Translator requires all certified translations to be recorded in a statutory repertory (repertorium), which includes details of the client and document type
• ›Legitimate interests (Article 6(1)(f)): Retaining correspondence and project records for a reasonable period for professional and legal purposes

4. Professional Secrecy — Special Protection for Translation Documents

As a sworn translator (tłumacz przysięgły), Magdalena Fowler is bound by professional secrecy obligations under Polish law. All documents submitted for translation, and all information contained in them, are treated as strictly confidential. This obligation is absolute and extends beyond the end of the professional relationship.

Documents submitted for translation are used exclusively for the purpose of producing the requested translation. They are not shared with any third party except where strictly necessary for the completion of the translation (for example, where a native English reviewer is engaged for quality assurance — in which case they are subject to the same confidentiality obligations).

5. How Long Personal Data Is Retained

• ›Statutory repertory records: Retained for the period required under Polish law governing sworn translators
• ›Project correspondence and document copies: Retained for up to 5 years from the date of completion of the project, unless a shorter or longer period is required by applicable law
• ›Enquiries that did not proceed to a project: Retained for up to 12 months, then deleted

6. Data Sharing

Personal data and document data are never sold, rented or shared with third parties for marketing or commercial purposes. Data may be shared with:

• ›Native English language reviewers engaged for quality assurance on specific projects — under confidentiality agreement
• ›Postal services — only the name and address required for delivery of physical documents
• ›Polish public authorities — only where required by law (e.g. statutory repertory records)

7. Data Security

All project documents and personal data are stored securely. Email communications use standard TLS encryption. WhatsApp communications use end-to-end encryption. Document files are stored on password-protected, encrypted storage. Physical documents are stored in a secure location.

8. Your Rights Under GDPR

Under GDPR, you have the following rights regarding your personal data:

• ›Right of access: To request a copy of the personal data held about you
• ›Right to rectification: To request correction of inaccurate data
• ›Right to erasure: To request deletion of data, subject to legal retention requirements
• ›Right to restrict processing: To request that processing be limited in certain circumstances
• ›Right to data portability: To receive data in a structured, machine-readable format where applicable
• ›Right to object: To object to processing based on legitimate interests

To exercise any of these rights, contact: magdalenafowler@gmail.com. Requests will be responded to within 30 days.

9. Cookies

This website does not use tracking cookies. No third-party analytics, advertising or retargeting scripts are active on this site. The only cookies set, if any, are technically necessary session cookies required for the contact form to function.

10. Contact Form (Formspree)

The contact form on this website uses Formspree (formspree.io) to handle submissions. When you submit the form, your data is transmitted to Formspree’s servers for delivery. Formspree’s privacy policy is available at formspree.io/legal/privacy-policy. Formspree acts as a data processor on behalf of Magdalena Fowler and processes data only as instructed.

11. Supervisory Authority

You have the right to lodge a complaint with the Polish data protection supervisory authority:
Urząd Ochrony Danych Osobowych (UODO)
ul. Stawki 2, 00-193 Warsaw, Poland
uodo.gov.pl

12. Changes to This Policy

This policy may be updated from time to time. The date at the top of this page indicates when it was last revised. Continued use of translation services after a revision constitutes acceptance of the updated policy.