Privacy policy
This website uses no cookies, has no analytics and does not track you. The only data we collect is what you type into the form yourself. Below we explain exactly what happens to it. The Polish version of this policy is legally binding.
Who processes your data
The controller of your personal data is RACHAN sp. z o.o. (a limited liability company under Polish law), ul. Zacisze 3/2, 82-300 Elbląg, NIP 5552113845, REGON 366751205, KRS 0000667713, referred to below as "we".
For anything related to your personal data, write to: kontakt@ksiegowyekspres.pl.
We have not appointed a data protection officer because we are not required to (Art. 37(1) GDPR): we are not a public body, we do not monitor anyone on a large scale and we do not process special categories of data on a large scale. We handle all data matters at the address given above.
Where we get your data from
From two sources:
- From you: from the onboarding form and the answers you select in the price calculator.
- From a public register: if you enter your tax ID (NIP), we pull your company details from the register of VAT taxpayers kept by the Polish Ministry of Finance (the "White List"), so you do not have to type the name and address yourself.
The request to the Ministry of Finance is sent from our server, not from your browser. The Ministry receives only the NIP number, not your IP address or any other data.
The calculator works out the price in your browser, and the result reaches us only together with your request. We do not profile you and we do not make automated decisions about you (Art. 22 GDPR).
What we collect, why and on what basis
| Purpose | Data | Legal basis | How long |
|---|---|---|---|
| Replying to your request and preparing an offer | full name, email, phone (if given), NIP or company name, business stage, calculator answers and the calculated price | Art. 6(1)(b) GDPR: steps taken at your request before entering into a contract; for the contact itself also Art. 6(1)(a): your consent | 12 months from our last contact, or until you withdraw your consent |
| Protecting the form against bots | a hash of your IP address (not the address itself) | Art. 6(1)(f) GDPR: our legitimate interest in keeping the website running | 10 minutes, the length of the rate-limit window, after which the hash is deleted |
| Establishing, pursuing or defending legal claims | form data and correspondence | Art. 6(1)(f) GDPR: our legitimate interest | until the limitation period for claims expires |
If we sign a bookkeeping contract, you will receive separate information about how we process data as part of the accounting service, together with the contract.
Do you have to give us your data
Giving us your data is voluntary, but without some of it we cannot do anything:
- Full name and email: without them we have no way to reply. These are the only required fields.
- Phone: optional. Give it only if you prefer a call to an email.
- NIP: needed only if you are switching to us from another accountant and want your company details filled in automatically. You can type the company name instead.
Who we share your data with
We do not sell your data or share it with anyone for marketing. Only the following have access to it:
- our hosting provider: the website runs on its server and that is where requests are stored; it acts as a processor under a data processing agreement (Art. 28 GDPR),
- our email provider: we are notified about each new request by email,
- the Polish Ministry of Finance: receives only the NIP number when we look up a company in the White List,
- public authorities: where the law requires us to disclose data.
Cookies and tracking
We do not use cookies. There is no Google Analytics, no Facebook pixel and no other analytics or advertising tool here. We store nothing in your browser, neither in localStorage nor in sessionStorage.
That is why you will not see a cookie consent banner here. There is nothing to accept.
Our hosting server keeps standard access logs: IP address, date, page address and browser type. This is a technical requirement of running a server; the hosting provider's terms set how long the logs are kept.
Your rights
At any time you can request:
- access to your data and a copy of it,
- rectification of data that is incorrect or incomplete,
- erasure of your data,
- restriction of processing,
- portability of your data to another controller,
- objection to processing based on our legitimate interest,
- withdrawal of consent at any time; this does not affect the lawfulness of processing carried out before the withdrawal.
To exercise any of these rights, write to kontakt@ksiegowyekspres.pl. We reply within one month of receiving your request.
If you believe we process your data unlawfully, you have the right to lodge a complaint with the Polish supervisory authority: President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych), ul. Stawki 2, 00-193 Warsaw, Poland.
How we protect your data
- The connection to the website is encrypted (HTTPS), and requests are stored in a directory that cannot be reached from a browser.
- Only the people who handle onboarding can see requests. We never store your IP address in plain form, only its hash, and only for 10 minutes.
Changes to this policy
If we change how we process data, we will update this page and the date at the top. Previous versions are available on request at kontakt@ksiegowyekspres.pl.