Translax translation office – translation for business

biuro@translax.eu
+48 22 201 28 66
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Privacy Policy

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