Privacy policy

Auxiliary translation. The Polish version of the document is binding.

Working draft. The text requires review by a lawyer and completion of the data before publication.

Information on the processing of personal data in connection with the site and ordering the occasional lease service (art. 13 and 14 GDPR).

1. Controller

VAERD Spółka z ograniczoną odpowiedzialnością, Aleje Jerozolimskie 109/70, 02-011 Warszawa, NIP 701-133-05-90, KRS 0001265114, REGON 545691143 (hereinafter: the “Service Provider”, “we”). Contact: kontakt@vaerd.pl, tel. +48 22 350 63 73.

2. What data we process

Data provided in the order form and in correspondence: first name and surname, date of birth, PESEL (if you provide it), citizenship, type and number of the identity document, e-mail address, telephone number, addresses (of residence, for delivery, of the premises), details of the people who are to live with you, details of landlords (individuals and companies), lease details (dates, rent, deposit, bank account number), payment data (passed to the payment operator), technical data (IP address, browser information in server logs).

3. Purposes and legal bases

Performance of the agreement and steps taken before its conclusion (art. 6(1)(b) GDPR): preparing documents, contact, delivery, handling the order and payment.
Legal obligations (art. 6(1)(c)): issuing invoices, accounting and tax settlements, storing accounting documents.
Legitimate interest (art. 6(1)(f)): establishing, pursuing and defending claims, ensuring the security of the site and preventing abuse, statistics in anonymised form.
Consent (art. 6(1)(a)): only where we ask for it (e.g. marketing, if we ever launch it). You may withdraw your consent at any time.

Providing data is voluntary, but necessary to prepare the documents. A PESEL is required only where the document requires it (e.g. a notarial deed); foreigners without a PESEL may leave it out.

4. Data of other people

If in the form you provide the data of other people (household members, landlords, partners, owners), you do so to the extent necessary to prepare the documents and you should inform those people about the transfer of their data and about the content of this policy. We process the data of such people on the same terms and for the same purposes; the source of the data is you.

5. Recipients of data

a notary's office cooperating with us in preparing and certifying documents (in the occasional lease service) and a sworn translator, if you order one;
the payment operator PayU (PayU S.A.);
in the company formation service: the S24 system and the registry court, tax authorities and the municipal office (as regards PESEL assistance), if you order such a service;
providers of hosting, e-mail and order-handling tools, an accounting firm, legal advisers;
public authorities, where the law obliges us to do so.

Some tool providers may process data outside the European Economic Area; in that case we apply the mechanisms required by the GDPR (e.g. standard contractual clauses). [TO BE VERIFIED: list of providers after the tools are chosen.]

6. How long we keep data

Accounting documents: 5 years from the end of the tax year in which the tax obligation arose. Order data and correspondence: until the limitation of claims under the agreement (as a rule up to 6 years from the end of the year in which the obligation expired; 3 years against businesses). Form data, if the order was not paid: up to 30 days. Data retrieved for the purposes of a dispute: until it ends. [TO BE VERIFIED by a lawyer.]

7. Your rights

You have the right of access to data, rectification, erasure, restriction of processing, portability and the right to object to processing based on legitimate interest. To exercise your rights, write to kontakt@vaerd.pl. You also have the right to lodge a complaint with the President of the Personal Data Protection Office (ul. Stawki 2, 00-193 Warszawa).

8. Automated decisions and cookies

We do not make decisions about you in a solely automated way. The form checks the correctness of data (e.g. PESEL, NIP, IBAN) in your browser, and for the landlord's NIP it may query the public taxpayer register (the Ministry of Finance list). The site does not use marketing or analytics tools that require consent. If we add them, we will obtain your consent before launching them.

The form may save your data on your device only when you yourself use the “Save data to file” button. The file contains personal data, so store it securely.