Privacy Policy

Learn how we collect, use, and protect your personal data in compliance with GDPR and Polish law.

Last updated: May 22, 2026

This Privacy Policy explains how How to Poland ("we," "our," or "us") collects, uses, and protects your information when you use our website howtopoland.com (the "Service").

1. Data Controller

Data Controller: Tradeco Krzysztof Cichy

Address: os. Tysiąclecia 71/51, 61-255 Poznań, Poland

NIP: PL7822918532

Website: howtopoland.com

Email: hello@howtopoland.com

Jurisdiction: European Union (Poland)

2. Information We Collect

2.1 Analytics Data

We use the following analytics services to understand website usage:

DataFast (cookieless mode): We use DataFast in cookieless mode, a privacy-first analytics service. In this mode, DataFast does not use cookies for visitor identification. Instead, it uses a server-side pseudonymous identifier derived from hashed signals (such as IP address, browser user-agent, site domain, and a rotating salt that changes approximately every 24 hours). The same visitor is not linked as one profile across different days. No cross-domain visitor linking occurs. Session-only storage may be used in the browser for session continuity within a single visit, but it is cleared when the session ends. This approach is designed so that no cookie consent banner is required for DataFast specifically.

2.2 Calculator Data

All calculations (tax, salary, cost of living) are performed locally in your browser. We do not receive, store, or have access to any of your financial information or calculation results.

2.3 Contact and Inquiry Forms

When you submit a form on our website (such as a request for immigration legal assistance, job search help, or relocation support), we collect the information you voluntarily provide. This may include:

Full name
Email address
Phone number (if provided)
Location information (current city/country, target city)
Details about your inquiry (case type, industry, service needed, timeline)
Any additional information you include in free-text fields

This data is collected only when you actively submit a form and give your explicit consent. Form submissions are processed through Web3Forms, a third-party form handling service, and delivered to us via email.

3. Legal Basis for Processing

We process data based on the following legal grounds under the General Data Protection Regulation (GDPR) and the Polish Act on the Protection of Personal Data of 10 May 2018 (Ustawa z dnia 10 maja 2018 r. o ochronie danych osobowych):

Legitimate interest (Article 6(1)(f) GDPR): For cookieless analytics data (DataFast) to improve our website. DataFast operates in cookieless mode using pseudonymous, non-persistent identifiers that rotate daily, minimising the impact on user privacy.
Consent (Article 6(1)(a) GDPR): For personal data submitted through our contact and inquiry forms. You provide explicit consent by checking the consent checkbox before submitting a form. You may withdraw your consent at any time by contacting us at hello@howtopoland.com.

This website is also operated in compliance with the Polish Act on Providing Services by Electronic Means of 18 July 2002 (Ustawa z dnia 18 lipca 2002 r. o świadczeniu usług drogą elektroniczną), which governs the provision of electronic services, including the collection of personal data through online forms.

4. How We Use Your Information

We use the collected information to:

Provide and maintain our Service
Improve our website content and user experience
Analyze website traffic and usage patterns
Respond to your inquiries submitted through our forms
Connect you with relevant service providers (immigration lawyers, recruitment agencies, relocation specialists) when you request this through our forms
Ensure website security and prevent abuse
Comply with legal obligations

5. Data Sharing and Third Parties

5.1 Third-Party Services

DataFast (cookieless mode): Privacy-first analytics service operating in cookieless mode. Does not use cookies for visitor identification. Uses server-side pseudonymous hashing with a daily rotating salt. No cross-domain tracking. DataFast acts as a data processor on our behalf.

Website: https://datafa.st

GetYourGuide: We use GetYourGuide widgets and analytics on certain pages to display tours and activities. GetYourGuide may collect usage data and set cookies when you interact with their embedded content.

5.2 Form Processing (Web3Forms)

Our inquiry forms are processed through Web3Forms, a third-party form handling service. When you submit a form, your data is transmitted to Web3Forms servers and forwarded to us via email.

5.3 Service Provider Matching

When you submit an inquiry form requesting assistance with immigration, employment, or relocation, we may share the information you provided with third-party service providers (such as immigration lawyers, recruitment agencies, or relocation specialists) for the purpose of fulfilling your request. We will only share your data:

With your explicit consent (given when submitting the form)
With providers we have vetted and consider relevant to your inquiry
Limited to the information necessary to address your request

You can request deletion of your data or withdrawal of consent at any time by emailing hello@howtopoland.com.

5.4 Affiliate Links

Our website contains affiliate links to banks and financial services. When you click these links:

You are redirected to the third party's website
Their privacy policy applies
We may receive a commission (at no cost to you)
We do not share your personal data with affiliates

6. Data Retention

DataFast analytics data: Pseudonymous visitor identifiers rotate approximately every 24 hours and are not linked across days. Aggregated analytics data is retained by DataFast as a processor in accordance with their Data Processing Agreement.
Form submission data: Retained in our email system for up to 12 months from the date of submission, or until you request deletion. Data processed by Web3Forms is subject to their retention policy.

7. Your Rights Under GDPR

As a data subject in the European Union, you have the following rights:

Right of Access (Article 15): Request information about your personal data
Right to Rectification (Article 16): Correct inaccurate personal data
Right to Erasure (Article 17): Request deletion of your personal data
Right to Restrict Processing (Article 18): Limit how we process your data
Right to Data Portability (Article 20): Receive your data in a structured format
Right to Object (Article 21): Object to processing based on legitimate interests

To exercise any of these rights, please contact us at hello@howtopoland.com. We will respond within 30 days.

8. Cookies and Tracking

Our website uses minimal cookies and tracking technologies:

Essential cookies: Strictly necessary cookies required for basic website functionality. These do not collect personal information.
Third-party cookies (GetYourGuide): May be set when you interact with embedded GetYourGuide widgets on certain pages.

DataFast does not use cookies. DataFast operates in cookieless mode and does not set any cookies for visitor identification. It may use session-only browser storage for continuity within a single visit, which is cleared when the session ends. No cookie consent banner is required for DataFast in this configuration.

We do not use Google Analytics or any other cookie-based analytics service. You can manage or delete cookies set by third-party widgets through your browser settings.

9. International Data Transfers

Our website is hosted within the European Union. DataFast processes analytics data as a processor on our behalf; for details on where DataFast processes data, see their Data Processing Agreement. GetYourGuide may process data outside the EEA under EU-US Data Privacy Framework and Standard Contractual Clauses approved by the European Commission, ensuring an adequate level of data protection as required by GDPR.

10. Data Security

We implement appropriate security measures including:

HTTPS encryption for all data transmission
Regular security updates and monitoring
Limited access to personal data
Secure hosting infrastructure
Regular backups with encryption

11. Children's Privacy

Our Service is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If you become aware that a child has provided us with personal information, please contact us immediately.

12. Supervisory Authority

If you believe we have not handled your personal data in accordance with GDPR, you have the right to lodge a complaint with the supervisory authority:

Polish Data Protection Authority (UODO)

Urząd Ochrony Danych Osobowych

ul. Stawki 2, 00-193 Warsaw, Poland

Website: https://uodo.gov.pl

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

Changes are effective immediately upon posting. We encourage you to review this Privacy Policy periodically.

14. Contact Information

If you have any questions about this Privacy Policy or our data practices, please contact us:

Email: hello@howtopoland.com

Website: howtopoland.com

Subject Line: "Privacy Policy Inquiry"

We will respond to all privacy-related inquiries within 30 days as required by GDPR.

Disclaimer

This privacy policy is provided for informational purposes. While we strive for GDPR compliance, we recommend consulting with legal professionals for specific privacy law requirements. Laws and regulations may change, and this policy will be updated accordingly.