1. Who processes your data
The data controller is AUTAGO BAU Sp. z o.o., with its registered office at ul. Ogrodowa 3/LU-33, 00-893 Warsaw, entered in the business register of the National Court Register maintained by the District Court for the Capital City of Warsaw under KRS 0001153798, NIP 5273150586, REGON 540838989 (hereafter “ProstoBY”, “we”).
For data protection enquiries, write to info@prostoby.com or Telegram @prostobyeu. We respond to data requests within 30 days.
This policy explains what data we collect on prostoby.com, in messengers and when providing services, why, on what grounds, for how long, and your rights. We comply with EU Regulation 2016/679 (GDPR / RODO) and Polish law.
2. What data we collect
- Contact details: name, phone, email and Telegram, WhatsApp or Viber username when you contact us or fill in a form.
- Enquiry details: document type, destination country, deadlines, and document photos or scans you send for the quote and order.
- Document data: full name, dates, places of birth and registration, marital status, education and other information in your documents.
- Criminal record information only when you order a criminal record certificate, to the extent needed to fulfil the order (Article 10 GDPR).
- Contract and payment data needed to enter into the contract, issue invoices and record payments.
- Technical website data: IP address, browser and device type, pages visited, time of visit and cookies (see the cookies section).
We do not request more data than your case requires. If you provide another person's data, such as a spouse's or child's, ensure you are entitled to do so and inform them of this policy.
3. Purposes and legal grounds
- Responding to enquiries and free quotes — Article 6(1)(b) GDPR: pre-contractual steps at your request.
- Entering into and performing a contract, order updates and document delivery — Article 6(1)(b) GDPR.
- Accounting and tax records — Article 6(1)(c) GDPR: a legal obligation.
- Defending claims, debt recovery and website security — Article 6(1)(f) GDPR: our legitimate interest.
- Website analytics and advertising — Article 6(1)(a) GDPR: only with your consent, withdrawable at any time.
- News and promotional messages only with your separate consent.
4. Who receives your data
We share data only with parties necessary to fulfil your order or operate the website, and only to the extent needed:
- contractors and partners involved in document processing, including in Belarus;
- state authorities issuing documents and apostilles, to the extent required for submission;
- our sworn translator partner if you order a translation;
- courier and postal services to deliver originals;
- IT providers: hosting, email, CRM, messengers and analytics;
- accountants and legal advisers;
- state authorities where required by law.
We enter into data processing agreements with processors (Article 28 GDPR).
5. Transfers outside the EEA
Some data is transferred to Belarus because documents are processed there. Belarus has no European Commission adequacy decision. Transfers rely on Article 49(1)(b) GDPR as necessary to perform the contract requested by you. We transfer only data indispensable to obtain the document.
Some IT services, such as messengers and analytics, may process data outside the EEA; European Commission standard contractual clauses or other Chapter V GDPR mechanisms then apply.
6. How long we retain data
- Enquiries without an order: up to 12 months after the last contact.
- Contract data and order correspondence: for the contract duration and until limitation periods expire, generally 6 years.
- Accounting documents: 5 years from the end of the year of payment.
- Retention of scans and photos is determined by the processing purpose and contract terms. They are deleted when necessary processing ends.
- Cookie data: according to your chosen settings.
7. Your rights
You have the right to:
- access your data and obtain a copy;
- correct inaccurate data;
- erase data, the right to be forgotten, unless legal grounds require retention;
- restrict processing;
- transfer data to another controller;
- object to processing based on legitimate interests;
- withdraw consent at any time, without affecting the lawfulness of earlier processing.
To exercise your rights, email info@prostoby.com. You may also complain to the Polish data protection authority (Prezes Urzędu Ochrony Danych Osobowych, ul. Stawki 2, 00-193 Warszawa, uodo.gov.pl).
8. Whether providing data is mandatory
Providing data is voluntary. Without contact details we cannot respond; without document data we cannot fulfil the order.
We do not make decisions about you solely by automated means or create profiles with legal effects.
9. Cookies
Cookies are small files stored by the website in your browser.
- Necessary cookies ensure the site works and retain your cookie preferences. Always active.
- Analytics cookies (Google Analytics 4) help us understand website usage. Consent required.
- Advertising cookies (Meta Pixel, Google Ads) help show relevant advertising. Consent required.
You can change your choice at any time using Cookie settings in the footer or your browser settings.
10. Messengers and external services
When you contact us on Telegram, WhatsApp or Viber, the messenger also processes data under its own rules. Share no more than necessary; we will arrange a suitable secure method for originals and particularly sensitive documents.
Third-party links lead to resources whose privacy policies we do not control.
11. How we protect data
The website uses HTTPS. Only staff and contractors who need data for their work have access and must maintain confidentiality. We use passwords and two-factor authentication and regularly delete expired data. We report breaches posing a risk to you to UODO within 72 hours, and to you if the risk is high.
12. Minors
Services are intended for adults. A child's documents are processed at the request of a parent or legal guardian.
13. Policy changes
We may update the policy, for example when laws or services change. The current version is always on this page with its update date.