Privacy policy

Data controller

The controller of personal data is Dariusz Włodarczyk, operating as Kancelaria TRC, ul. Kuropatwy 34S, 02-892 Warszawa. For personal data matters, contact box@kancelaria-trc.pl. The controller has not appointed a data protection officer.

Who we are

Kancelaria TRC is not a regulated professional representation practice and does not provide services reserved to regulated professional representatives under Polish law. We handle administrative and compensation cases where professional representation is not required.

Data we collect

Initial assessment chat: case category, details, stage, the description entered by the user, phone number or email, consent wording and date, and entry-source information (utm_source, utm_medium, utm_campaign and the landing-page address).

Contact form: first name, phone number or email, message and dated consent.

Client account: email address, password stored as a cryptographic hash, full name, optional phone number, correspondence language, and the wording and dates of each granted or withdrawn consent.

Documents uploaded through the account: all information in the files, including passports, residence cards, decisions, requests from authorities, employment contracts, medical records, accident reports and insurance policies.

Technical data: IP address, browser information and events necessary for the service to function securely.

Special category data

In compensation cases, we process health information, including medical records, injury descriptions and assessments of lasting impairment. These are special category data under Article 9 GDPR (RODO). We process them only with explicit consent under Article 9(2)(a) GDPR or where necessary to establish, exercise or defend claims under Article 9(2)(f) GDPR.

Without that consent, we cannot handle the compensation case. Please do not send medical records through any channel other than the client account.

Purposes and legal bases

Replying to a chat or form enquiry and initially assessing the case — consent, Article 6(1)(a) GDPR.

Providing a client account — performance of the contract for an electronic service, Article 6(1)(b) GDPR.

Handling the case — performance of a contract, Article 6(1)(b) GDPR; for health data, also Article 9(2)(a) or (f) GDPR.

Telephone and email contact about the case — consent, Article 6(1)(a) GDPR.

Referring a case to a cooperating professional representative when a court decision is needed — consent or performance of a contract depending on the scope, Article 6(1)(a) or (b) GDPR. Referral takes place only after the person concerned has been informed and has agreed.

Defending against claims and pursuing the controller’s own claims — legitimate interests, Article 6(1)(f) GDPR.

Tax and accounting obligations — a legal obligation, Article 6(1)(c) GDPR.

Information about services (marketing) — consent, Article 6(1)(a) GDPR. This is entirely optional; refusal does not affect case handling.

Consents we request

1. I consent to Kancelaria TRC processing my personal data to handle my case.

   required

2. I explicitly consent to processing special category data, including information about my health, to the extent necessary to handle my compensation case.

   required only for compensation cases

3. I consent to telephone and email contact about the handling of my case.

   required

4. I consent to receiving information about Kancelaria TRC services.

   optional

You may withdraw any consent at any time in “My profile” in your client account or by emailing box@kancelaria-trc.pl. Withdrawal does not affect the lawfulness of earlier processing. Withdrawing consent required for case handling means we can no longer continue that work. We record the consent wording, version, date granted and date withdrawn.

Recipients of data

The provider of website infrastructure, the database and file storage — data and documents are held on the hosting provider’s servers under a data processing agreement with the controller.

Email provider — notifications of enquiries.

Cooperating professional representatives — only for cases requiring a court decision, after informing the person concerned.

Authorities and institutions to which we send case correspondence: the voivode, Urząd do Spraw Cudzoziemców, ZUS, KRUS, insurers and courts, to the extent necessary for case handling.

Accounting office — for billing and accounting data.

We do not sell personal data or disclose it to third parties for their marketing.

WhatsApp and transfers outside the European Economic Area

If you choose to contact us on WhatsApp, the service provider processes the conversation under its own terms, and data may be transferred outside the European Economic Area. WhatsApp is entirely optional: you can submit the same enquiry in the website chat, contact form or by email.

Please do not send medical records or identity-document scans through WhatsApp. Use the client account for these documents.

Voice dictation in chat

You can dictate a case description in chat. Your browser performs speech recognition; some browsers send audio to their provider for this purpose. The controller receives only the resulting text and does not receive or store the audio recording. The feature is optional; you can always type instead.

How long we keep data

Chat and form enquiries that do not lead to case handling — 12 months from the last contact.

Data and documents for a case handled by the controller — during the case, then until the limitation periods for claims associated with its handling expire.

Accounting records — for the period required by tax and accounting rules.

Client account — until you delete it. After deletion, we remove the data and documents except those required for statutory obligations or defence against claims.

Data processed on the basis of consent — until consent is withdrawn.

Your rights

You have the rights of access, rectification, erasure, restriction of processing, data portability, objection to processing based on legitimate interests and withdrawal of consent at any time. Send a request to box@kancelaria-trc.pl or use the client account: your profile lets you change data, withdraw consent and delete the account and documents. You may also complain to the President of the Polish Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stawki 2, 00-193 Warszawa.

Providing data is voluntary

Providing data is voluntary but necessary: without contact details we cannot reply, without documents we cannot assess the case, and without an account documents cannot be uploaded securely.

No automated decisions

We do not make decisions based solely on automated processing, including profiling, that produce legal effects or similarly significantly affect users. The initial assessment chat only organises an enquiry and directs it to the appropriate person; it does not decide the case.

Cookies and browser storage

The service uses cookies and browser storage only where necessary: keeping the signed-in session, remembering a chat in progress and retaining the entry source during a single session. We do not use advertising cookies or third-party tracking cookies.

Security

Documents are kept in private storage accessible only to the account owner and the controller. The connection to the service is encrypted. Please do not send identity-document scans by email or messaging apps.

Policy changes

The policy will be updated if the scope of processing changes. The last-updated date and version number appear at the bottom of the page.