Privacy Policy ELP Office Sp. z o.o.

1. General Provisions

This Privacy Policy sets out how ELPOFFICE (hereinafter: "Administrator", "We") collects, uses, and protects the personal data of users of our website and clients using our services. We strictly comply with the requirements of the General Data Protection Regulation (GDPR / RODO).

2. Who is the Administrator of your data?

The Administrator of your personal data is ELP OFFICE SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ, registered in Poland at: 49A, 62-095 Murowana Goślina.

KRS: 0001070301 | NIP: 7773415876 | REGON: 526989009 | Contact e-mail for data protection matters: biuro@elpoffice.com.

3. What data do we collect and why?

We collect data only to the extent necessary to provide high-quality services.

  • To provide accounting services and assistance to foreigners: Name, surname, contact details (phone, e-mail), passport data, PESEL number, financial information, and other documents necessary for accounting, settlements with ZUS and the Tax Office (Urząd Skarbowy), as well as for the processes of legalizing the stay. (Legal basis: Art. 6(1)(b) GDPR – processing is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract; Art. 6(1)(c) GDPR – processing is necessary for compliance with a legal obligation to which the Administrator is subject).
  • To contact you: Data left in contact forms on the website (name, e-mail, phone number, Telegram). (Legal basis: Art. 6(1)(f) GDPR – legitimate interest of the Administrator).
  • Technical data and analytics (Cookies): IP address, browser type, data on behavior on the website. This data is collected through cookies only with your explicit consent in order to improve the operation of the website. (Legal basis: Art. 6(1)(a) GDPR – user consent).

4. Who do we share your data with?

Your data is strictly confidential. We may transfer it only to:

  • State authorities in Poland (Tax Office - Urząd Skarbowy, Social Insurance Institution - ZUS, Office for Foreigners - Urząd do Spraw Cudzoziemców) as part of fulfilling our legal obligations.
  • Trusted partners (IT specialists, hosting providers, mail services) who provide technical support for our office, provided they maintain strict security measures.

5. Transferring data outside the European Economic Area (EEA)

Due to our use of modern technological tools (such as Google Analytics for statistics and the Telegram messenger for ongoing contact with Clients), your personal data may be transferred outside the EEA (in particular to the USA).

This transfer takes place based on appropriate legal mechanisms ensuring security:

  • In the case of Google – based on the European Commission's adequacy decision (EU-US Data Privacy Framework).
  • In the case of other providers – based on Standard Contractual Clauses (SCC) approved by the European Commission and appropriate technical safeguards (encryption).

6. How long do we keep the data?

Your data will be stored only for the period necessary to achieve the purposes for which it was collected:

  • Data processed for the performance of the contract/services: for the duration of the contract, and after its termination, for the period of limitation of potential claims (usually up to 3 or 6 years).
  • Accounting and tax data: for a period of 5 years, counting from the end of the calendar year in which the tax payment deadline expired (in accordance with Polish law).
  • Data from contact forms: for the time necessary to handle the inquiry and complete the correspondence.
  • Data processed on the basis of consent (cookies): until you withdraw your consent or change your browser settings.

7. Profiling and automated decision-making

Your personal data will not be used for automated decision-making, including profiling, which would produce legal effects concerning you or similarly significantly affect you. Traffic analysis on the site using cookies serves exclusively statistical purposes.

8. Your rights (under GDPR / RODO)

You have the full right to control your data:

  • The right to access your data and obtain a copy of it.
  • The right to rectify incorrect data.
  • The right to erase data (the "right to be forgotten") if there are no legal grounds for its further retention.
  • The right to restrict processing and data portability.
  • The right to withdraw consent to the use of cookies or data processing at any time.

To exercise your rights, please contact us at: biuro@elpoffice.com.

9. Right to lodge a complaint with a supervisory authority

If you believe that the processing of your personal data violates the provisions of the General Data Protection Regulation (GDPR / RODO), you have the right to lodge a complaint with a supervisory authority. In Poland, this authority is:

President of the Personal Data Protection Office (PUODO)

ul. Stawki 2, 00-193 Warsaw

Website: https://uodo.gov.pl

10. Cookies

Our website uses cookies. Necessary cookies are required for the basic functioning of the website. Analytical and marketing cookies (Google Analytics) are activated only after clicking the "Accept" button on our banner.