This notice is prepared for transparency under the EU General Data Protection Regulation (GDPR/RODO), the Polish Act on Personal Data Protection and related Polish and European privacy rules. It is intended to be clear and practical. If you are already our client, your service agreement or power of attorney may contain additional data protection details for your specific case.
1. Data Controller
The controller of personal data processed through this website and our client communication channels is Advert Expert Migrator, providing immigration and relocation support services in Poland.
You can contact us about privacy matters at:
- Email: legal@migratorpl.com
- Phone / WhatsApp: +48 794 493 014
- Service area: Poland
If a formal company name, registration number or postal address is required for your case or complaint, contact us and we will provide the current controller details applicable to your service relationship.
2. When This Policy Applies
This Policy applies when you:
- visit migratorpl.com or interact with website forms;
- request a free consultation;
- communicate with us by email, phone, WhatsApp, social media or other channels;
- ask us to assess or handle an immigration, residence, work permit, citizenship, PESEL, driving licence exchange, apostille, translation or family reunification matter;
- send us personal documents, government letters or information about your legal stay in Poland.
This Policy does not replace privacy notices of third party websites, platforms or public authorities that you access independently.
3. Categories of Personal Data We Process
The exact data depends on your request and the type of case. We follow the principle of data minimisation and ask only for information that is reasonably necessary.
| Category | Examples |
|---|---|
| Identity and contact data | Name, surname, phone number, WhatsApp number, email address, preferred language, country of origin. |
| Consultation data | Service you selected, description of your situation, immigration goals, deadlines, questions and messages. |
| Case and document data | Passport details, visa or residence card information, PESEL, address in Poland, marital or family status, employer or school details, government correspondence, application forms and document scans. |
| Financial and contract data | Invoices, payment confirmations, service scope, billing details and records needed for accounting. |
| Technical data | IP address, device and browser information, approximate location from technical signals, pages viewed, timestamps, cookie identifiers and security logs. |
| Communication data | Email threads, phone notes, WhatsApp messages, attachments, appointment history and client support records. |
| Special category or sensitive data | Only where needed for a specific case: health insurance information, family documents, biometric-related document copies, information revealing nationality, migration status, or other sensitive circumstances. |
4. Purposes and Legal Bases
We process personal data only where there is a lawful basis under GDPR Article 6 and, where relevant, Article 9.
| Purpose | Legal basis | What this means |
|---|---|---|
| Responding to enquiries and consultations | Legitimate interest or steps before a contract | We use your contact details and request information to answer you and assess how we can help. |
| Providing immigration and relocation services | Contract performance | We process case data to prepare documents, manage deadlines, communicate with you and support your matter. |
| Representation before authorities, where authorised | Contract performance, legal obligation, legitimate interest | Where you give us authorisation, we may use your data to communicate with Polish offices, translators, notaries or other necessary parties. |
| Legal, accounting and tax compliance | Legal obligation | We keep invoices, payment records and legally required business documentation. |
| Website security and fraud prevention | Legitimate interest | We maintain logs and technical safeguards to protect the website, our clients and our services. |
| Marketing updates and follow-up messages | Consent or legitimate interest | We may send relevant updates where legally allowed. You can opt out at any time. |
| Analytics and website improvement | Consent where required, otherwise legitimate interest | We use limited technical data to understand website performance and improve user experience. |
| Establishing, exercising or defending claims | Legitimate interest | We may retain necessary records if there is a dispute, complaint or legal claim. |
5. Immigration Case Data
Immigration and relocation work can require detailed personal data. Depending on the service, we may need to review passports, visa documents, residence permits, employment contracts, education records, birth or marriage certificates, rental agreements, insurance documents, government letters and certified translations.
We use this data only for the case-related purpose for which you provide it, unless another lawful basis applies. We do not sell immigration documents, client files or consultation data.
Data from family members and third parties
If your matter involves a spouse, child, employer, school, landlord or sponsor, you are responsible for ensuring that you are allowed to provide their data to us or that they have been informed about the processing where required.
Accuracy of documents
You are responsible for providing accurate, current and lawful documents. We may ask for updated information if data appears incomplete, outdated or inconsistent with official requirements.
6. Sharing Data and Processors
We share personal data only when necessary for the purposes described in this Policy or when required by law.
- Public authorities: voivodeship offices, municipality offices, labour offices, Polish or EU public authorities, consulates and courts where needed for your case.
- Professional service providers: translators, sworn translators, notaries, legal consultants, accounting providers, postal/courier providers and document specialists.
- Technology providers: hosting, email, CRM, analytics, form processing, communication, security and backup providers.
- Payment and accounting providers: banks, payment processors and invoicing systems where applicable.
- Social and messaging platforms: WhatsApp, Meta/Facebook, Instagram or other platforms if you contact us through them.
Where service providers process data on our behalf, we expect them to process data under appropriate confidentiality, security and data processing obligations.
7. International Data Transfers
Most case handling is connected with Poland and the European Economic Area. Some technology, communication or platform providers may process data outside the EEA, for example where cloud infrastructure, messaging tools or analytics services are operated internationally.
Where personal data is transferred outside the EEA, we rely on safeguards recognised by GDPR, such as adequacy decisions, Standard Contractual Clauses, transfer risk assessments or other lawful transfer mechanisms where required.
8. How Long We Keep Data
We keep personal data only as long as necessary for the purpose for which it was collected, including legal, accounting and dispute-resolution requirements.
| Data type | Typical retention approach |
|---|---|
| Unsuccessful consultation enquiries | Usually up to 12 months after the last contact, unless you ask us to delete earlier or a longer period is justified. |
| Client case files | For the duration of the case and then as needed for limitation periods, follow-up support, legal defence or regulatory requirements. |
| Accounting and tax records | For the period required by Polish accounting and tax law. |
| Marketing consent records | Until consent is withdrawn, plus a limited record of withdrawal where needed to prove compliance. |
| Technical and security logs | For a limited period needed for security, diagnostics and fraud prevention. |
Retention may be longer if required by law, a public authority request, ongoing proceedings, a complaint or the need to establish, exercise or defend legal claims.
9. Cookies and Similar Technologies
Our website may use cookies and similar technologies to make the site work, remember basic preferences, protect forms, measure performance and improve our services.
Managing cookies
You can manage cookies through your browser settings. Blocking some cookies may affect website functionality, form submission or analytics accuracy. Where legally required, we request consent before using non-essential cookies.
Third party platforms
If you click links to WhatsApp, Facebook, Instagram or other third party services, those platforms may process your data under their own privacy policies and cookie rules.
10. Your GDPR Rights
Subject to legal conditions and limitations, you have the following rights:
- Right of access: to know whether we process your data and receive a copy of it.
- Right to rectification: to correct inaccurate or incomplete data.
- Right to erasure: to request deletion where there is no valid reason for continued processing.
- Right to restriction: to limit processing in certain situations.
- Right to data portability: to receive certain data in a structured, commonly used format.
- Right to object: to object to processing based on legitimate interests, including direct marketing.
- Right to withdraw consent: where processing is based on consent, without affecting earlier lawful processing.
- Right not to be subject to solely automated decisions: we do not make immigration service decisions based solely on automated processing.
To exercise your rights, contact legal@migratorpl.com. We may need to verify your identity before acting on a request, especially because immigration records can be sensitive.
Complaint to the Polish supervisory authority
You have the right to lodge a complaint with the Polish data protection authority: President of the Personal Data Protection Office (Prezes Urzedu Ochrony Danych Osobowych, UODO), ul. Stawki 2, 00-193 Warsaw, Poland. Website: uodo.gov.pl/en.
11. Security and Confidentiality
We use organisational and technical measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. These measures may include access controls, limited staff access, secure communication practices, backups and provider due diligence.
No online service is completely risk-free. Please avoid sending highly sensitive documents through insecure channels unless we specifically agree on the safest practical method for your case.
12. Children and Family Cases
We do not intentionally market services directly to children. However, family reunification and residence cases may involve data of minors. In such cases, we process children's data only as needed for the case and usually through a parent, guardian or authorised representative.
13. Updates to This Policy
We may update this Privacy Policy to reflect changes in our services, website technology, legal requirements or regulatory guidance. The current version is always published at migratorpl.com/privacypolicy. Significant changes may be communicated through the website or direct client communication where appropriate.
14. Privacy Contact
For any question about this Policy, your data, or a GDPR/RODO rights request, contact us directly.
Advert Expert Migrator privacy desk
Email: legal@migratorpl.com
Phone / WhatsApp: +48 794 493 014
Website: migratorpl.com