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Privacy Policy

This Privacy Policy applies to the website mowa-copyediting.com. Our Polish-language website, grupamowa.pl, has its own privacy policy.

§ 1. Definitions

We / the Controller – Mowa D spółka z ograniczoną odpowiedzialnością (a Polish limited liability company) with its registered office in Warsaw (postal code 02-319), at ul. Węgierska 1/10, entered in the register of entrepreneurs of the National Court Register under KRS number 0000909963, holding tax identification number (NIP) 9462708005 and statistical number (REGON) 38938575; email: clarify@mowa-copyediting.com.

Website – the website mowa-copyediting.com, through which you can learn about the Services and contact us.

Services – the services we provide, in particular copyediting and proofreading of scholarly texts written in English. Our current Services are described on the Website.

Personal Data – information that identifies you, or that allows us to identify you directly or indirectly, such as your name, email address, or postal address.

Terms – the Website terms of use, available at mowa-copyediting.com/terms.

GDPR – Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).

§ 2. What you will find in this Privacy Policy

This document sets out how and why we process your Personal Data. In short: we use Personal Data to answer your inquiries, prepare quotes, perform the contracts we conclude with you, and handle complaints.

The Website has no contact forms and no user accounts. You contact us by email, and we process the Personal Data you send us in that correspondence: your name, email address, the text you send for a quote, and, once you place an order, the data needed to issue an invoice.

The Website does not set cookies and does not use analytics or advertising tools. Our hosting provider keeps technical server logs, described in § 4.

We pass your Personal Data only to entities that guarantee lawful processing, such as accounting firms, IT and hosting providers, the copyeditors we work with, and our lawyers.

In connection with the processing of your Personal Data you have a number of rights, including the right of access, the right to rectification, erasure, restriction of processing, and data portability, the right to object, and the right to lodge a complaint with a supervisory authority.

Details follow below.

§ 3. Contacting the Controller

If you have any questions or doubts about the processing of your Personal Data, you can contact us:

  • by email at clarify@mowa-copyediting.com, or
  • by post at: Mowa D sp. z o.o., ul. Węgierska 1/10, 02-319 Warsaw, Poland.

§ 4. Processing of Personal Data

Inquiries, quotes, and orders

If you write to us about the Services, you voluntarily provide the Personal Data needed to answer your inquiry, prepare a quote, and then perform the contract between us: your name, email address, and the text you send us, and, when you place an order, your postal address and, if you are a business, your company name, business address, and tax identification number. These data are necessary to prepare the quote and to carry out the order.

We process your Personal Data on the basis of Article 6(1)(b) GDPR in order to take steps at your request before entering into a contract and to perform a contract to which you are a party. We also process it in order to meet obligations imposed on us by law (tax and accounting obligations) on the basis of Article 6(1)(c) GDPR, and for the purposes of any defense against claims on the basis of our legitimate interest (Article 6(1)(f) GDPR), which consists in defending our rights.

We will store your Personal Data for as long as is necessary to carry out the order, and then until claims arising from the contract become time-barred, that is, for 8 years. We may process your Personal Data for longer where the law requires it, for example under tax legislation. If you send us an inquiry and do not place an order, we keep the correspondence for no longer than is necessary to deal with the matter and for the limitation period for claims described below under “Contact on other matters”.

Handling complaints

When you file a complaint, you give us the Personal Data needed to consider your request. In this case we process Personal Data on the basis of our legitimate interest (Article 6(1)(f) GDPR) in order to process and consider your complaint, and for any defense against claims. Our legitimate interest consists in considering your request and defending our rights. Providing the data is voluntary, but necessary for us to act.

We process Personal Data for as long as is necessary to deal with the matter, and then for 8 years, that is, until the periods arising from the statutory warranty expire, or until claims arising from the contract to which the complaint relates become time-barred, depending on the kind of request we granted in handling the complaint.

Server logs

When you visit the Website, the server of our hosting provider, dhosting.pl, automatically records technical information about the request: your IP address, the date and time of the visit, the address of the page requested, and the type of browser. We use this information only to keep the Website running and secure, on the basis of our legitimate interest (Article 6(1)(f) GDPR). We do not combine it with other data and do not use it to identify you.

Social media profiles

We process the Personal Data you disclose on our profiles on social media platforms such as LinkedIn and Facebook (for example your name, username, the content of comments, and reactions such as likes). We process Personal Data for the following purposes:

  • to let you be active on our profiles,
  • to run our profiles, including replying to your comments and sharing information about our Services and publications,
  • any defense against claims.

The basis for processing Personal Data is our legitimate interest (Article 6(1)(f) GDPR), which consists in running our profiles on social media and in defending our rights.

Your activity on our social media profiles is voluntary, and so you provide your Personal Data voluntarily.

Your Personal Data will also be processed in accordance with the privacy policies of those social media platforms:

  • LinkedIn: https://www.linkedin.com/legal/privacy-policy
  • Facebook: https://www.facebook.com/privacy/policy

Contact on other matters

When you contact us by email or by post and the contact is unrelated to the Services, the legal basis for processing your Personal Data is our legitimate interest (Article 6(1)(f) GDPR). It consists in corresponding with you in order to deal with the matter. In such a case we process only the Personal Data relevant to the matter the correspondence concerns. We also process Personal Data for any defense against claims on the basis of our legitimate interest (Article 6(1)(f) GDPR). Our legitimate interest here consists in defending our rights. Providing Personal Data is voluntary, but without it we cannot contact you or deal with the matter.

Your Personal Data will be processed for as long as is necessary to deal with the matter, and after that for the 6-year limitation period for claims, or until you object, whichever comes first.

§ 5. Processing of Personal Data: business contacts

a. Where you are our contractor, or the representative or attorney of a third party that is our contractor

If you are our contractor (a sole trader), we process your Personal Data in order to conclude and perform a contract, including maintaining communication. Processing Personal Data is necessary to perform a contract to which you are a party, or to take steps at your request before entering into a contract (Article 6(1)(b) GDPR).

If you are the representative or attorney of a third party, we process your Personal Data when you act on behalf of the entity you represent. Personal Data are processed on the basis of our legitimate interest (Article 6(1)(f) GDPR), namely the need to process the data required to conclude and perform contracts with our contractors.

If you are our contractor (a sole trader) or the representative or attorney of a third party, we also process your Personal Data in order to:

  • initiate contact and maintain business relationships, on the basis of Article 6(1)(f) GDPR (processing is necessary for the purposes of our legitimate interests, which include building a network of contacts and improving our services);
  • fulfill our legal obligations, including our tax and accounting obligations, on the basis of Article 6(1)(c) GDPR;
  • establish, pursue, or defend against any claims, on the basis of Article 6(1)(f) GDPR (processing is necessary for the purposes of our legitimate interests, which consist in defending our rights).

Where you did not provide your Personal Data to us yourself, the source is most likely your employee or associate.

If you are our contractor (a sole trader), we process in particular the following Personal Data: your name, business name, registered address, tax identification number (NIP), statistical number (REGON), bank account number, email address, and telephone number.

If you are the representative or attorney of a third party that is our contractor, we process in particular the following Personal Data: your name or names, personal identification number (PESEL), position, email address, and telephone number.

Providing the data is a contractual requirement and a condition of concluding and performing the contract, and is voluntary. If the Personal Data are not provided, the contract cannot be concluded.

Where you are a contractor, or the representative or attorney of a third party that is our contractor, your Personal Data will be processed for the term of the contract, and after it ends for the period required by mandatory provisions of law, including the period laid down by the rules on the limitation of claims. Your Personal Data will also be processed for the purpose of maintaining business relationships until you object to processing for that purpose.

b. Where you are a contact person for our contractor

We process your Personal Data in order to:

  • carry out the cooperation under the contract concluded by us, as a party to that contract, with your employer or principal, including maintaining communication. The basis for processing is our legitimate interest (Article 6(1)(f) GDPR), which consists in carrying out cooperation with your employer or principal, who named you as the contact person;
  • initiate contact and maintain business relationships. The basis for processing is our legitimate interest (Article 6(1)(f) GDPR), which consists in building a network of contacts and improving our services;
  • establish, pursue, or defend against any claims. The basis for processing is our legitimate interest (Article 6(1)(f) GDPR), which consists in defending our rights.

If we did not receive your data directly from you, the source is most likely your employer or principal, who named you as the contact person.

We process the Personal Data you provide, such as your name, telephone number, email address, and job title.

Processing the Personal Data you provide is a contractual requirement (performance of the contract between us and your employer or principal) and is voluntary. Without the data, performing the contract may be more difficult for us.

We process your Personal Data for the term of the contract concluded between us and your employer or principal, or for as long as you remain the contact person of your employer or principal in connection with the performance of the contract, and after the contract ends for the period required by mandatory provisions of law, including the period laid down by the rules on the limitation of claims. Personal Data will also be processed for the purpose of maintaining business relationships with your employer or principal until you object to processing for that purpose.

§ 6. Recipients of Personal Data

The recipients of your Personal Data may be: entities related to us personally or through capital ties; our contractors providing services to us, in particular legal, tax, and accounting advice; postal operators; entities providing IT services and support (such as hosting providers and cloud service providers, where we keep backups that may contain your personal data); and the copyeditors we work with.

We may also disclose your data to public authorities, in particular tax offices, the police, courts, and public prosecutors.

§ 7. Transfers of Personal Data to third countries (outside the EEA)

We do not transfer your Personal Data to third countries or to international organizations. However, because we use external providers of communication tools, such as email, data may be transferred to servers located outside the European Economic Area (outside the European Union, Iceland, Norway, and Liechtenstein). The external providers of communication tools ensure an adequate level of protection of Personal Data through compliance mechanisms such as standard contractual clauses.

§ 8. Your rights in connection with the processing of Personal Data

You have the following rights:

  • the right of access to your data, that is, the right to obtain from us information on whether your data are processed, on the purposes of processing, the recipients of the data, the storage period, and so on;
  • the right to obtain a copy of the Personal Data undergoing processing;
  • the right to rectification, that is, the right to correct inaccurate or incomplete Personal Data;
  • the right to erasure of Personal Data, for example where they were processed unlawfully;
  • the right to restriction of processing. On this basis we stop carrying out operations on Personal Data, except for operations to which you have consented and for storage in accordance with our retention rules, or until the reasons for restricting the processing of Personal Data cease to apply (for example, where a supervisory authority issues a decision permitting further processing of Personal Data);
  • the right to data portability, that is, the right to receive your Personal Data in a structured, commonly used, machine-readable format, or the right to have your Personal Data transmitted directly to another controller, where technically feasible;
  • the right to object to the processing of Personal Data on the basis of legitimate interest (this applies mainly to processing Personal Data for marketing purposes);
  • the right to withdraw consent to the processing of Personal Data. Withdrawing consent does not affect the lawfulness of processing carried out before it was withdrawn;
  • the right to lodge a complaint with the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych) if you consider that your Personal Data are processed unlawfully.

If you have any requests concerning the processing of your Personal Data, contact us. If we need more information about the request, we will ask you to provide it.

We will respond to your request within one month of receiving it. If that is not possible, we will tell you before that period expires and explain why we need more time to consider your request.

If you sent us your request electronically, we will reply electronically, unless you ask for the reply to be given in another form.

§ 9. Profiling

We do not use profiling. We do not treat your situation differently from that of other clients, and we do not show different prices.

§ 10. Cookies and links to social media

The Website does not set cookies and does not use analytics, advertising, or tracking tools. Fonts and images are served from our own server.

The Website contains plain links to our profiles on LinkedIn and Facebook and to the profiles of our Managing Partners. They are not plugins: your browser sends no information to those platforms until you click a link. After you click, the privacy policy of the platform applies.

§ 11. Updating the Privacy Policy

This Policy is reviewed on an ongoing basis. The current version was adopted and is in force from 21 September 2026.