Documents

TERMS OF BUSINESS:

Last updated: 13 July 2026

At a glance

The summary below is provided for information only. The full Terms set out below are legally binding.

1. We work exclusively with businesses on a B2B basis.
2. All prices stated in quotations and price lists are net prices.
3. An Agreement is formed only when we expressly confirm that your Order has been accepted for performance.
4. You may cancel an Order free of charge within 60 minutes of our confirmation.
5. Non-conformities that could be identified through an ordinary review must be reported within 14 days. Any others must be reported without undue delay and no later than 6 months.
6. Our total liability in respect of a single Order is, as a rule, limited to the limit of indemnity available for the relevant event under our professional indemnity insurance policy, which has an overall limit of indemnity of PLN 1,000,000.

1. Who we are and how we work

1.1. The services are provided by the translax translation agency, correspondence address: ul. Nowogrodzka 50/515, 00-695 Warsaw, Poland, Tax ID (NIP): 967-119-78-62 (“translax”, “we”, “us”).
1.2. We work exclusively with business Clients on a B2B basis. We do not provide services to consumers.
1.3. We perform translations in accordance with recognised industry best practice. Every person working on your materials is bound by a confidentiality obligation.
1.4. The Agreement consists jointly of these Terms, the accepted Commercial Proposal, also referred to as an Offer or Quotation, the Client’s Order and our confirmation that the Order has been accepted for performance. Matters not regulated by these documents are governed by Polish law.

2. Quotation and formation of the Agreement

2.1. We prepare each quotation individually on the basis of the materials supplied. For editable files, including MS Office files, and popular language pairs such as Polish–English, Polish–German, Polish–Russian and Polish–Ukrainian, this usually takes up to 15 minutes. In other cases, it usually takes up to 30 minutes. A quotation for website translation requires the website content to be downloaded first, and the time required for downloading is beyond our control.
2.2. A Commercial Proposal does not constitute an offer within the meaning of Article 66 § 1 of the Polish Civil Code, but an invitation to place an Order, unless we expressly state otherwise.
2.3. You place an Order by returning a signed Commercial Proposal or by sending an unambiguous confirmation by email or in another documentary form. Regular Clients may place Orders by email alone.
2.4. The Agreement is formed when we expressly confirm by email or in another documentary form that the Order has been accepted for performance. Mere receipt of the Order, an automated delivery confirmation, a failure to respond or the commencement of an analysis of the materials does not constitute formation of the Agreement.
2.5. The scope of work, instructions, price and completion date are determined jointly by the Commercial Proposal, the Order and the confirmation of its acceptance. Any subsequent amendments must be confirmed by both Parties in documentary form, failing which they shall be null and void. The Agreement remains in force for the duration of the Order.
2.6. By placing an Order, you accept the version of the Terms in force on the date the Order is placed, available at https://translax.eu/dokumenty/ in a form that enables it to be saved and reproduced, and you confirm that you have read the Privacy Policy. If a different version of the Terms is identified in the Offer, Order or confirmation of acceptance, the version identified there shall take precedence.
2.7. Until we confirm acceptance of the Order, we may decline to perform it, in particular where the materials differ from their description, are damaged or improperly prepared, where the required deadline or expected standard cannot be achieved, or where performance would create a risk of infringing the law, third-party rights or the ethical principles of the translax translation agency. We will notify you of any refusal without undue delay. A refusal issued before acceptance of the Order does not constitute withdrawal from an Agreement or refusal to perform an Agreement already formed.

3. Volume calculation and completion times

3.1. A billing page of a non-certified translation consists of 250 words or 1,800 characters including spaces. In accordance with the applicable rules, a billing page of a certified translation consists of 1,125 characters including spaces in the translated text, rounded up to a full page separately for each document. The minimum billable amount is one page.
3.2. The completion period starts on the day after the last condition required for work to begin has been fulfilled: confirmation that the Order has been accepted and receipt of all required materials, information, instructions and, where agreed, payment. Where a completion period is stated in days, the day of confirmation, the day on which the translation is delivered, Sundays and public holidays are excluded unless we agree otherwise.
3.3. We may begin work on Orders confirmed between Friday and Sunday on Monday unless we agree otherwise.
3.4. A translation completed on the day the materials are supplied or on the following day is treated as an expedited translation. The rules governing expedited work are set out in Clause 5.2.
3.5. Materials supplied after the Quotation has been prepared, and any changes to the scope, instructions, terminology or source materials after work has begun, are quoted separately. They may affect both the price and the completion date. The completion period shall also be extended accordingly by any delay on your side in providing materials, information, approvals or other required cooperation.
3.6. Non-standard formats, including audio, video, software, manuscripts and multimedia, and other non-standard work are quoted individually. We will inform you of any additional costs before the Agreement is formed.

4. Delivery

4.1. Completed translations are delivered electronically. At your request, we can arrange collection in person on an agreed date, provide one printed copy or an electronic storage medium, or arrange courier delivery at the carrier’s rates.
4.2. A certified translation is issued in paper form or, subject to prior agreement and an additional charge, in electronic form bearing the qualified electronic signature of a sworn translator. In all other respects, the rules governing written translations also apply to certified translations.
4.3. We are not liable for delivery delays caused by telecommunications disruptions or courier transit times.

5. Scope of service, quality and complaints

5.1. The service level is defined in the accepted Quotation or Order. We may provide working deliverables intended for further review or editing on your side. In that case, we are responsible for correctly carrying out the agreed process, the completeness of the processed material and formatting within the agreed scope. We may also provide final translations subject to full revision under the four-eyes principle. In that case, we are also responsible for linguistic quality and conformity with the source material within the agreed scope.
5.2. Expedited work may limit the standard process, including independent revision by a second translator, extensive quality assurance or additional editorial stages. We specify the scope that can be completed within the available timeframe before work begins. By accepting expedited performance, you accept these limitations and the increased risk associated with them. We are not liable for non-conformities directly attributable to the accepted process limitations, provided that all agreed stages have been completed. This exclusion does not apply where stages included in the accepted scope of service have been omitted or where loss has been caused intentionally.
5.3. Before publishing, implementing or passing the translation on, you must review it to the extent reasonably possible on your side, particularly with regard to the intended use of the document, your organisation’s internal terminology, style and conventions that were not known to us and were not communicated before work began. Please report any comments before using the translation. We will analyse them and correct any justified non-conformities. Use of the deliverable without reservation constitutes acceptance in respect of non-conformities that could have been identified through an ordinary review. This does not apply to non-conformities that could not reasonably have been identified before use or to liability that cannot be excluded by agreement. We are not liable for failure to meet preferences or requirements that were not previously communicated to us, or for the consequences of using the translation for a purpose or within a scope different from that agreed.
5.4. You are responsible for the completeness, accuracy and legality of the source materials, instructions, glossaries, translation memories and reference materials supplied, and you warrant that you hold the rights required to provide them and commission their translation or processing. We are not liable for non-conformities arising from errors, omissions, inconsistencies, illegibility, ambiguity or changes in your materials or instructions that could not, despite due care, have been identified before or during performance. If material irregularities are identified, we may suspend work until they have been clarified.
5.5. Please submit a complaint by email to the address used to manage the relevant Order or in writing to our correspondence address. Identify at least one specific example: the disputed passage of the translation, the corresponding source passage and a description of the issue or the expected correction. One example is sufficient if it clearly demonstrates the nature of the issue. If the issue is recurring or is said to affect the document as a whole, we may request further examples. General comments, such as “the terminology is incorrect”, will be considered once they have been sufficiently particularised.
5.6. A solution that is linguistically and substantively correct and consistent with the glossaries, instructions and reference materials supplied before work began does not constitute a defect merely because it could have been expressed differently.
5.7. Non-conformities that could be identified through an ordinary review must be reported within 14 calendar days of delivery of the deliverable. Any others must be reported without undue delay after discovery and no later than 6 months after delivery. We will rectify justified non-conformities free of charge within a period appropriate to their scope. Once these periods have expired, the contractual right to free rectification lapses, except in respect of liability that cannot be excluded under mandatory provisions of law.
5.8. To the extent that the provisions on statutory warranty for defects in a commissioned work apply to an Order, the Parties exclude liability under the statutory warranty pursuant to Article 558 § 1 in conjunction with Article 638 § 1 of the Polish Civil Code. The exclusion does not apply to fraudulently concealed defects. Instead of the statutory warranty, you have the contractual right to free rectification described in Clause 5.7.

6. Liability

6.1. We hold professional indemnity insurance covering our business activities, with an overall limit of indemnity of PLN 1,000,000. The current policy and the applicable general terms of insurance are available at https://translax.eu/pomoc/polisa-oc/.
6.2. We are not liable for any delay or failure to perform an obligation for reasons beyond our reasonable control, including force majeure, infrastructure failures, widespread telecommunications disruptions, actions of public authorities, armed conflicts, natural disasters or serious cybersecurity incidents.
6.3. We first attempt to resolve claims for damages amicably on the basis of the source materials, the agreed scope of service, the instructions supplied and the documented circumstances. If the matter cannot be resolved amicably, by accepting these Terms you agree that any claim covered or potentially covered by our professional indemnity insurance may be referred for claims handling under that policy. We will notify the insurer and provide the necessary documents, and you agree to cooperate to the extent required to determine liability and quantify the loss. Referral to the insurer does not constitute an admission of liability. Any payment made by the insurer satisfies the claim to the extent of that payment.
6.4. Except for loss caused intentionally and any circumstances in which limitation of liability is prohibited by mandatory provisions of law, our total liability in respect of any single Order – regardless of the legal basis of the claim and the number of claims made – is limited as follows

1. the liability of translax for losses covered by insurance shall not exceed the limit of indemnity available for the relevant event under the professional indemnity insurance policy;
2. the liability of translax for losses not covered by insurance and for any part of a claim not paid by the insurer shall not exceed the net remuneration specified for the relevant Order.

The total amount paid by the insurer and translax shall not exceed the amount of the loss actually suffered. We are not liable for loss of profit or any indirect or consequential loss, including loss of production, contracts, data, reputation or anticipated savings.

7. Payment and cancellation

7.1. Payment is due within 7 days of receipt of the invoice unless we agree otherwise. Prices are net prices. VAT is charged in accordance with the applicable rules, taking into account the place of supply and the Client’s tax status. For taxable persons established outside Poland, the reverse-charge mechanism may apply where the statutory conditions are met. For expedited or high-volume Orders placed by new Clients, we may require an advance payment or deposit.
7.2. After the payment deadline has passed, we charge statutory interest for late payment in commercial transactions and claim the statutory compensation for debt recovery costs, together with any reasonable costs exceeding that compensation, in accordance with the applicable rules.
7.3. You may cancel an Order free of charge within 60 minutes of receiving confirmation that it has been accepted for performance. After that period, the required resources have already been reserved and the following rules apply:

1. if the Order is cancelled after 60 minutes and no more than 50% of the work has been completed, you must pay 50% of the remuneration specified in the Order;
2. if the Order is cancelled after more than 50% of the work has been completed, you must pay remuneration corresponding to the work actually completed, subject to a minimum of 50% of the remuneration specified in the Order, together with any documented, non-refundable external costs incurred for the purposes of performance;
3. a charge equal to 50% of the remuneration also applies where, after acceptance of the Order has been confirmed, you fail to provide the materials or information required for performance within the agreed time, making it impossible to use the reserved resources.

7.4. Cancellation of an Order for interpreting services, whether before interpreting begins or during performance, requires payment of 100% of the remuneration specified in the Order.
7.5. An instruction to cancel or suspend an Order is deemed submitted when it reaches the email address of the person managing the Order or our correspondence address. We will confirm receipt without undue delay. For the purposes of the 60-minute period, the relevant time is the time at which the message reaches our email system.
7.6. Bank transfer details: mBank S.A., IBAN: PL28 1140 2004 0000 3102 6729 3980, BIC/SWIFT: BREXPLPW. Other payment methods are available at https://translax.eu/metody-platnosci/.

8. Copyright

8.1. If the deliverable constitutes a copyright-protected work, upon receipt of full payment we grant you a non-exclusive, worldwide licence for the full duration of the economic copyright. The licence covers fixation and reproduction by any means, distribution, publication, display, playback, making available to the public, incorporation into documentation, products, software and databases, and the creation and use of adaptations to the extent consistent with the intended purpose of the Order. The licence fee is included in the service price.
8.2. Economic copyright is assigned only under a separate agreement executed in the form required by law and specifying the relevant fields of exploitation.

9. Final provisions

9.1. We may amend these Terms. Amendments take effect upon publication and apply prospectively only. The version in force on the date the Order is placed applies to that Order.
9.2. Separate terms for a particular service may be agreed in a separate written agreement.
9.3. These Terms and each Agreement concluded under them are governed by the laws of Poland.
9.4. Any dispute arising out of or in connection with an Agreement governed by these Terms shall be resolved by the ordinary court having territorial jurisdiction for Toruń, Poland.
9.5. These Terms are drawn up in Polish and in English. In the event of any discrepancy between the language versions, the Polish version prevails

Complaints and correspondence:
translax translation agency
ul. Nowogrodzka 50/515
00-695 Warsaw
Poland
Tax ID (NIP): PL967-119-78-62

PRIVACY AND COOKIE POLICY

Last updated: 13 July 2026

1. Data controller

1.1. The controller of your personal data is TRANSLAX operating the translax translation agency (“translax”, “we”, “us”).
1.2. Controller contact details:

• correspondence address: ul. Nowogrodzka 50/515, 00-695 Warsaw, Poland;
• Polish Tax Identification Number (NIP): 967-119-78-62;
• email: biuro@translax.eu;
• telephone: +48 22 201 28 66.

1.3. For matters relating to personal data protection, please contact us at biuro@translax.eu.

2. Scope of this Policy and the roles of translax

2.1. This Policy describes the processing of personal data relating to persons who use translax websites, contact us, order services, represent Clients or contractors, receive our communications, or use forms, payment functions and other website features.
2.2. translax acts as a data controller in relation to contact details, enquiries, quotations, agreements, invoices, payments, marketing, website security and claims handling.
2.3. Where a Client supplies materials containing personal data relating to other persons for translation or other processing, translax may act as a processor on behalf of the Client. The scope of such processing is defined in the agreement, Order, data processing agreement or other documented instructions issued by the Client. The Client is responsible for ensuring that there is a lawful basis for disclosing the data and for providing the required information to the persons concerned.
2.4. Please do not send special categories of personal data or personal data relating to criminal convictions and offences unless this is necessary for a specific service agreed in advance.

3. Personal data we may process

3.1. Depending on how you contact us and the scope of our relationship, we may process:

• your name, job title, company name and details of persons authorised to represent the company;
• your email address, telephone number, correspondence address and other contact details;
• data required to prepare a quotation, place an Order and perform the service;
• billing and tax information, including the company’s tax number, business address, bank account number and payment details;
• the content of correspondence, arrangements, complaints and other submissions;
• personal data contained in materials supplied for translation, revision, DTP, OCR, file conversion or another agreed service;
• technical data relating to the use of our websites, such as IP address, device and browser identifiers, session data, analytics events, server logs and cookie information;
• records of consents given and objections made.

3.2. We obtain data directly from you, from the company or organisation you represent, from the person commissioning the service, or from publicly available registers and business sources where this is necessary to establish or manage a B2B relationship.

4. Purposes and legal bases for processing

4.1. Responding to enquiries and preparing quotations. We process data to respond to your message, analyse materials, prepare a quotation and take steps at your request before entering into an agreement. The legal basis is Article 6(1)(b) GDPR where you are to be a party to the prospective agreement, or Article 6(1)(f) GDPR where you act as a representative, employee or contact person of the Client. Our legitimate interest is to conduct business communications and prepare a proposal.
4.2. Entering into and performing an agreement. We process data in order to accept and perform an Order, manage project communications, deliver the results, process payments and complaints, and manage the ongoing business relationship. The legal basis is Article 6(1)(b) GDPR or Article 6(1)(f) GDPR in relation to persons representing the Client or acting on its behalf.
4.3. Accounting and legal obligations. We process data to issue and retain invoices, maintain accounting and tax records, and comply with other legal obligations. The legal basis is Article 6(1)(c) GDPR.
4.4. Establishing, pursuing and defending claims. We may process data to establish, pursue or defend claims, manage complaint, insurance and legal proceedings, and document the course of our business relationship. The legal basis is Article 6(1)(f) GDPR. Our legitimate interest is to protect the rights of translax and properly determine liability.
4.5. Website and system security. We process technical data, logs and event information to ensure security, detect misuse, spam, intrusion attempts, errors and failures, and protect forms. The legal basis is Article 6(1)(f) GDPR. Our legitimate interest is to ensure that our websites and systems operate securely and correctly.
4.6. Website analytics. If you consent to analytics, we load Google Tag Manager and Google Analytics 4 in order to measure how our websites are used, assess the effectiveness of forms and content, and improve the websites. Google Tag Manager and Google Analytics 4 are not loaded before you consent to analytics. The legal basis for the processing is Article 6(1)(a) GDPR and the consent required under Article 399 of the Polish Electronic Communications Law.
4.7. Electronic and telephone marketing. We send commercial information, newsletters and marketing messages, or make marketing calls, only where prior consent has been given for the relevant communication channel. The legal basis for processing personal data is Article 6(1)(a) GDPR, while the use of email, telephone or other electronic means of communication is based on the consent required under Article 398 of the Polish Electronic Communications Law.
4.8. Responding to a requested quotation or to a message concerning a specific service is not marketing requiring consent. Contacting us about a service does not constitute consent to receive marketing information unrelated to that enquiry.

5. Recipients of personal data

5.1. Personal data may be disclosed or entrusted only to the extent required for a specified purpose, including to:

• translators, revisers, editors, DTP specialists, developers, consultants and other subcontractors involved in performing the Order;
• providers of hosting, email, cloud, backup, IT systems, CAT tools, language tools and other technology solutions used in accordance with the scope of the service and data protection requirements;
• accounting, payment, banking, courier, postal, legal, debt collection and insurance service providers;
• Google Ireland Limited and other Google group companies in connection with analytics, tag management or form protection services, where the relevant service is active and there is an appropriate legal basis;
• payment service providers, including Przelewy24, if you select a payment method supported by them;
• public authorities and other authorised bodies where disclosure is required by law.

5.2. Persons and entities providing services to translax receive access only to the extent necessary to perform their tasks and are subject to confidentiality obligations or another appropriate legal duty.
5.3. We do not sell personal data.

6. Transfers outside the European Economic Area

6.1. Some technology service providers may process personal data outside the European Economic Area, in particular in the United States.
6.2. In such cases, the transfer is made on the basis of a mechanism permitted by the GDPR, in particular an adequacy decision adopted by the European Commission, standard contractual clauses or another appropriate safeguard.
6.3. You may obtain information about the safeguard used, or a copy of it, by contacting us at biuro@translax.eu.

7. Retention periods

7.1. We retain personal data no longer than necessary for the purposes for which it was collected, taking into account legal obligations, limitation periods, arrangements with the Client and backup procedures.

• data from enquiries and quotations that do not lead to an agreement is generally retained for 24 months from the last contact, unless you object earlier or further retention is necessary to defend against claims;
• data relating to agreements, Orders, project correspondence, complaints and payments is retained for the duration of the business relationship and subsequently until the applicable limitation period has expired;
• accounting and tax records are retained for the period required by law;
• data processed on the basis of marketing consent is retained until consent is withdrawn or an objection is made, while information required to demonstrate that consent was given or withdrawn is retained for the period necessary to defend against claims;
• security logs are generally retained for up to 12 months unless they are required for longer to investigate an incident or protect against claims;
• cookie-related data is retained for the period indicated in the cookie settings panel, or until consent is withdrawn or the cookies are deleted from the device;
• materials containing personal data processed on behalf of the Client are retained in accordance with the agreement, the Client’s documented instructions and applicable law.

7.2. Data may remain for a limited period in protected backups until it is overwritten as part of the backup cycle, unless a legal requirement or incident handling requires longer retention.

8. Your rights

8.1. Subject to the conditions laid down in the GDPR, you have the right to:

• access your personal data and obtain a copy;
• rectify or complete your personal data;
• request erasure of your personal data;
• request restriction of processing;
• data portability where the processing is based on consent or an agreement and is carried out by automated means;
• object to processing based on Article 6(1)(f) GDPR;
• object at any time to processing for direct marketing purposes;
• withdraw consent at any time, without affecting the lawfulness of processing carried out before the withdrawal;
• lodge a complaint with the President of the Polish Personal Data Protection Office.

8.2. Please send requests relating to personal data to biuro@translax.eu. We may ask for information necessary to verify your identity.

9. Whether providing personal data is mandatory

9.1. Providing personal data is voluntary, but data marked as required is necessary to perform the relevant action, in particular to respond to an enquiry, prepare a quotation, enter into and perform an agreement, deliver the result or issue an invoice.
9.2. Failure to provide data required for a particular action may make it impossible to perform that action.
9.3. Marketing consent and consent to optional cookies are voluntary. Refusing such consent does not affect your ability to submit an enquiry or order a service.

10. Automated decision-making and profiling

10.1. We do not make decisions about you based solely on automated processing that produce legal effects or similarly significantly affect you.
10.2. With your consent, analytics tools may create aggregated statistics and traffic segments relating to the use of our websites. We do not use them to make decisions of the kind referred to in Clause 10.1.

11. Cookies and similar technologies

11.1. translax websites use cookies, browser session storage and similar technologies. These technologies are used to ensure the proper and secure operation of the website, remember your analytics preference and, after consent has been obtained, measure how the website is used.
11.2. Essential technologies. We store information in your browser’s session storage indicating whether you have accepted or rejected analytics. This information is used solely to apply your preference and is retained until the relevant browser session ends. It is not used for profiling or marketing purposes.
11.3. Analytics. After you select “Accept analytics”, the website loads Google Tag Manager, through which Google Analytics 4 may be activated. These tools help us measure website traffic, how visitors use the website, the effectiveness of forms and events, and improve the website.
11.4. Before consent is given, Google Tag Manager and Google Analytics 4 are not loaded by the translax consent mechanism, and analytics storage remains set to “denied”.
11.5. After analytics has been accepted, Google Analytics may store cookies, including cookies whose names begin with “_ga”. These cookies are used to distinguish visits and produce statistics about the use of the website. Detailed information about these technologies and their retention periods is provided by Google.
11.6. You may accept analytics, reject optional technologies or close the banner. Closing the banner is treated as rejecting analytics. After making a choice, you may reopen the panel using the “Cookie settings” or “Cookies” button displayed at the bottom of the website.
11.7. You may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn. After analytics is rejected, analytics storage is set to “denied” and the mechanism attempts to remove the relevant analytics cookies.
11.8. Rejecting analytics does not restrict basic use of the website, submission of enquiries or the ability to order services.
11.9. You may also manage cookies through your browser settings. Deleting website data or starting a new browser session may cause the consent banner to be displayed again.

12. Marketing communications

12.1. We send marketing communications only to persons who have given the appropriate consent for the relevant communication channel or who have provided an electronic address specifically for the purpose of receiving the indicated commercial information.
12.2. You may withdraw consent at any time by using the unsubscribe mechanism in the message or by writing to biuro@translax.eu.
12.3. Operational messages relating to an enquiry, quotation, Order, payment, delivery, security or changes affecting an ongoing business relationship are not marketing communications.

13. Data security

13.1. We apply appropriate technical and organisational measures suited to the nature of the personal data, the scope of processing and the associated risk, including access controls, confidentiality obligations, system safeguards, backups, updates, malware protection and incident response procedures.
13.2. More detailed information on the confidentiality and security of materials is provided in the separate “Security and Confidentiality” document.

14. Third-party websites

14.1. translax websites may contain links to external websites and services. The processing of personal data by their operators is governed by their own privacy policies.

15. Changes to this Policy

15.1. We may update this Policy, in particular where there is a change in the law, the operation of our websites, the scope of our services or the tools we use.
15.2. The current version is published on the website together with the date of the latest update. Changes do not affect the lawfulness of processing carried out before they took effect.

16. Contact

For matters relating to privacy and personal data, please contact us:

translax translation agency
ul. Nowogrodzka 50/515
00-695 Warsaw
Poland
email: biuro@translax.eu
telephone: +48 22 201 28 66
Polish Tax Identification Number (NIP): PL967-119-78-62

SECURITY, CONFIDENTIALITY AND RESPONSIBLE USE OF AI

Last updated: 13 July 2026

Materials submitted for translation may contain information about an organisation’s products, technologies, processes, employees, contractors, plans and strategies. The translax translation agency treats the protection of this information as an integral part of every Order.

We apply technical and organisational measures appropriate to the nature of the materials, the scope of the service and the risks associated with their processing. This also applies to projects involving machine translation, generative models, automated quality control or other AI systems.

No system can eliminate risk entirely. Security measures, access rules and the manner in which tools are used are therefore reviewed and adapted to the type of project, the technology used and the current terms under which the relevant providers deliver their services.

1. Confidentiality of materials

1.1. Information contained in submitted materials is subject to confidentiality obligations and is not disclosed to unauthorised persons.
1.2. Access to materials is granted only to persons and entities whose involvement is necessary to provide the agreed service, including translators, revisers, editors, DTP specialists, programmers and consultants.
1.3. Persons working on the materials are bound by confidentiality under an agreement, a confidentiality undertaking or the applicable law. This obligation continues after the project has been completed.
1.4. For certified or sworn translations, the statutory duty of confidentiality applicable to the sworn translator also applies.
1.5. At the Client’s request, we may provide the template confidentiality undertaking we use or enter into a separate non-disclosure agreement, provided that its terms are appropriate to the scope of the project.
1.6. The confidentiality obligation also covers prompts, instructions, glossaries, translation memories, intermediate files, analysis results and content processed using approved technology tools.

2. Access control and organisation of work

2.1. Access to materials is granted on a need-to-know basis, only for the period and to the extent necessary to perform the assigned tasks.
2.2. Roles, access permissions and file transfer methods are selected according to the type of project. Projects requiring additional safeguards may be carried out under individually agreed arrangements.
2.3. Persons working with translax are informed about the rules for the secure processing of documents, personal data and information constituting a trade secret.
2.4. Persons using AI tools are made aware of the limitations of these systems, including the risks of errors, omissions, hallucinations, incorrect interpretation of context and unauthorised disclosure of information.
2.5. The scope of the knowledge and instructions provided is adapted to the tasks performed. Using AI for auxiliary text analysis requires different competencies from configuring a translation process, an automation or a system that communicates directly with users.

3. Technical safeguards

3.1. Depending on the system used and the nature of the project, we apply measures including:

• access controls for accounts, devices, systems and project resources;
• strong authentication mechanisms and, where available and justified, multi-factor authentication;
• encrypted connections for data transmission;
• system and software updates;
• protection against malicious software, unauthorised access and data loss;
• controlled backups and data recovery procedures;
• the recording and analysis of security-relevant events;
• limiting the amount of data submitted to individual systems;
• secure deletion or overwriting of data in accordance with the applicable retention periods.

3.2. The scope of the measures applied may vary depending on the agreed delivery channel, file format, tools required by the Client and the project’s risk level.
3.3. The mere use of encryption, access controls or a cloud service does not automatically mean that data may be processed without restriction. In each case, we consider the intended purpose of the tool, the terms of service, the location of processing, data retention and whether the provider may use the data.

4. Translation and technology tools

4.1. To provide our services, we may use professional CAT tools, translation memories, terminology databases, quality control tools, DTP, OCR, file conversion tools and other solutions required to fulfil the Order.
4.2. We select tools and providers with regard to the scope of the service, confidentiality requirements, data processing rules, technical safeguards and the settings available in the relevant solution.
4.3. Machine translation, post-editing, generative tools or other services using external models may be used only to the extent consistent with the agreed service option, the Client’s requirements and the data protection rules applicable to the project.
4.4. We do not submit Client materials to unvetted tools, personal accounts or generally available services in a manner inconsistent with the agreed scope of the service, confidentiality obligations or data protection requirements.
4.5. In our standard process involving external models, we use approved business accounts or commercial interfaces under which the use of Client content for model training is disabled through the applicable settings, agreement or terms of service.
4.6. Where a provider applies technical data retention, we select solutions and configurations that limit it to the minimum necessary. In our standard process, this period is generally no longer than 30 days, subject to exceptions arising from law, system security or the specific terms of the relevant service.
4.7. The Client’s translation memories, glossaries, instructions and terminology are not disclosed to other Clients or used for unrelated projects without an appropriate legal or contractual basis.
4.8. Where a project requires a particular technology, provider, model type or transfer of data outside a specified territory to be excluded entirely, this requirement should be communicated before the quotation is prepared and confirmed in the Offer, Order or a separate agreement.

5. Responsible use of AI

5.1. The translax translation agency treats AI as a tool supporting a defined process, rather than as an independent source of truth or an automatic substitute for human responsibility.
5.2. Before using an AI system, we assess at least:

• the purpose and scope of its use;
• the nature and confidentiality of the materials to be processed;
• the risk of errors and the possible consequences of using the output;
• the required level of human oversight;
• the rules governing retention, model training and further processing of data;
• the possibility of transferring data outside the European Economic Area;
• the scope of translax’s responsibility and the intended use of the output.

5.3. We do not use AI to make decisions concerning Clients, employees, candidates or other persons which are based solely on automated processing and which produce legal effects or similarly significantly affect those persons.
5.4. We do not rely solely on a tool provider’s marketing claims. We consider the available terms of service, documentation, account settings, data protection rules and the way in which the solution actually operates.
5.5. AI systems developed or tested internally are not made available to Clients or used in their projects without a prior assessment of their security, the scope of the data involved, the system’s intended purpose and the applicable information obligations.
5.6. Where a person is to communicate directly with an AI system operating under the translax brand, we inform that person of this no later than at the beginning of the interaction.
5.7. The use of AI does not remove the obligation to maintain confidentiality, follow the Client’s instructions, protect personal data or apply the level of output control appropriate to the agreed service option.

6. Output control and responsibility for the deliverable

6.1. The scope of output control depends on the selected service option, the intended use of the document, the arrangements made with the Client and the risk level.
6.2. An output generated solely by an AI system is treated as a working version unless the agreed process includes further control, review or editing sufficient for it to be treated as final.
6.3. For service options delivering working versions, translax is responsible for carrying out the agreed process, the completeness of the processed material and formatting within the specified scope. Final linguistic quality is not covered by full expert responsibility under such service options.
6.4. Where the service includes full expert review, the output is compared with the source by a suitably qualified person, and the scope of responsibility corresponds to the terms agreed for the relevant Order.
6.5. Public content published by translax, including blog articles and information materials, is subject to human review and editorial responsibility. Depending on the subject matter, this review covers the content, facts, sources, language and suitability for the intended purpose of the publication.
6.6. Spelling, formatting and minor linguistic elements may be corrected using automated tools. The type of software used does not alter translax’s responsibility for published or delivered content within the scope arising from the agreement.
6.7. The scope of review and responsibility is stated in each Offer, Quotation or confirmation of acceptance of an Order. If those documents do not expressly state that the output is a working version or that review is limited to an automated process, the service shall be deemed to include full expert review and the output shall be treated as final within the agreed scope.

7. Retention and deletion of materials

7.1. We retain project materials for the period required to fulfil the Order, address justified feedback, comply with legal obligations and establish, pursue or defend legal claims, unless the Parties agree on a different period.
7.2. Where translax processes personal data on behalf of the Client, the return, deletion or continued retention of the data is governed by the agreement, the Client’s documented instructions and the applicable law.
7.3. Copies of data may remain in protected backups for a limited period until they are overwritten as part of the regular backup cycle.
7.4. Longer retention of materials, translation memories or terminology databases may result from separate arrangements concerning ongoing service, terminology consistency or future Orders.
7.5. Data submitted to an external tool is limited to the scope necessary to perform the relevant operation. We do not retain it in that system for longer than is required by the selected solution, its configuration, the arrangements with the Client and the applicable law.

8. Personal data contained in Client materials

8.1. Where submitted materials contain personal data, the Client is responsible for the lawfulness of its disclosure and for determining the purpose and scope of the processing.
8.2. Where translax is to process personal data on behalf of the Client, before such processing begins the Parties enter into a data processing agreement or agree other binding provisions compliant with Article 28 GDPR. The Client initiates the relevant arrangements and provides the information and documented instructions required to define the scope of the processing. The agreement or provisions specify in particular the subject matter and duration of the processing, its nature and purpose, the types of personal data, the categories of data subjects, the obligations and rights of the Parties, the rules governing the use of sub-processors, the required security measures and the arrangements for returning or deleting the data.
8.3. Before work begins, the Client should inform translax if the materials contain specially protected data, data subject to localisation requirements, information covered by statutory or sector-specific secrecy obligations, or data subject to additional industry requirements.
8.4. Materials containing special categories of personal data, medical information, biometric data, personal data relating to criminal convictions and offences, or other information requiring enhanced protection may require separate arrangements concerning the tools used, access and the manner in which the service is provided.

9. Incident response

9.1. Events that may compromise the confidentiality, integrity or availability of data are analysed and handled in accordance with the procedures in place.
9.2. In the event of an incident, we take steps to limit its effects, preserve evidence, remove its cause and prevent similar events from recurring.
9.3. Where translax acts as a processor, we inform the Client of a personal data breach without undue delay, in accordance with the agreement and applicable law.
9.4. AI-related incidents may also include unexpected disclosure of information, incorrect operation of an integration, the generation of a materially incorrect output, failure to provide required information to a user, or the use of a tool outside its approved purpose.

10. Secure cooperation on the Client’s part

10.1. The level of security also depends on how the Client prepares and submits materials. Before sending documents, the Client should:

• remove any data that is not required for the service;
• inform us of any specific security requirements before the project begins;
• inform us if particular tools, providers or AI technologies must not be used in the project;
• use the agreed channel for submitting materials;
• send passwords through a separate channel from the protected file;
• avoid submitting specially protected data through a standard contact form unless this is necessary;
• specify any requirements concerning data location, retention, sub-processors or transfers outside the EEA.

10.2. Requirements communicated after work has begun may require changes to the tools, process, price or delivery date.

11. Additional arrangements

11.1. For projects requiring an enhanced level of protection, we may agree additional rules concerning confidentiality, access, retention, delivery methods, subcontracting or the use of tools.
11.2. Additional arrangements may include in particular:

• excluding machine translation or generative models;
• limiting the list of permitted providers;
• processing exclusively within a specified geographical territory;
• a shorter retention period or deletion of materials after the project has been completed;
• excluding the use of sub-processors;
• individual rules for encryption, file transfer and access control;
• additional human oversight or independent review of the output.

11.3. Security conditions applicable to a specific Order take precedence where they have been agreed in the Offer, Order, non-disclosure agreement, data processing agreement or another document accepted by both Parties.
11.4. This document describes the general principles applied by translax. It does not replace an individual project assessment or any specific requirements arising from law, an agreement or regulations applicable to the Client’s sector.

12. Contact

For matters concerning security, confidentiality, data protection or the use of AI, please contact us:

translax translation agency
ul. Nowogrodzka 50/515
00-695 Warsaw
Poland
email: biuro@translax.eu
telephone: 22 201 28 66
Polish Tax Identification Number (NIP): PL967-119-78-62