Privacy policy

Last updated: 2025-12-18

1. Who we are (Controller)
1. The controller of your personal data is Yacht Registration Poland operated by Karolina Mościcka Bartoń, NIP/VAT: 9522241902, REGON: 525458037, registered office: Garncarska 51B, 04-886 Warsaw, Poland (“we”, “us”, “Controller”).
2. Contact e-mail: office@yachtregistrationpoland.com
3. Contact address (privacy): Garncarska 51B, 04-886 Warsaw, Poland
4. Data Protection Officer (DPO): We have not appointed a DPO. You can contact us at office@yachtregistrationpoland.com.

2. Scope of this Privacy Policy
This Privacy Policy explains how we collect and use personal data when you:
– visit our website www.yachtregistrationpoland.com (“Website”),
– contact us,
– place an order and use our yacht registration-related services,
– receive deliveries of documents.

3. What personal data we collect
Depending on how you interact with us, we may collect:

3.1 Data you provide directly
– Identity and contact data: name, e-mail, phone number, address.
– Billing/contract data: company name, VAT number, invoice details.
– Service data: yacht/vessel details (e.g., name, dimensions, HIN/CIN, engine data), ownership documents, VAT documents (if applicable), photos required by authorities, correspondence details.
– Identity documents: copies/scans of ID/passport and other documents required for registration procedures.
– Communication data: messages you send us (e-mail/WhatsApp/contact forms).

3.2 Data we collect automatically (Website usage)
– Technical data: IP address, device/browser information, logs, approximate location derived from IP.
– Cookie data: cookie identifiers and preferences (see section 10).

3.3 Data from third parties
– From payment providers (e.g., Stripe): payment status (success/failure), transaction identifiers, and basic anti-fraud signals.
– From couriers/postal operators: delivery status and shipment details.
– From authorities/registration offices/inspectors: requests for additional documents, status updates, decisions.

4. Why we process personal data (purposes and legal bases)
We process personal data only where we have a legal basis under GDPR.

4.1 To provide services and perform the contract
Purpose: preparing, submitting and managing registration/licensing applications; verifying documents; communicating with authorities; delivering documents.
Legal basis: contract performance or steps at your request (Art. 6(1)(b) GDPR).

4.2 To comply with legal obligations
Purpose: accounting and tax obligations; responding to lawful requests by authorities.
Legal basis: legal obligation (Art. 6(1)(c) GDPR).

4.3 To handle enquiries and communication
Purpose: replying to questions; managing correspondence; customer support.
Legal basis: legitimate interests (Art. 6(1)(f) GDPR) and/or contract pre-steps (Art. 6(1)(b) GDPR).

4.4 To secure the Website and prevent fraud / defend claims
Purpose: security monitoring; logs; abuse prevention; defending against claims.
Legal basis: legitimate interests (Art. 6(1)(f) GDPR).

4.5 Marketing and newsletters (if used)
Purpose: sending newsletters/marketing messages.
Legal basis: consent (Art. 6(1)(a) GDPR) and/or legitimate interest where permitted.
You can withdraw consent at any time.

4.6 Cookies and analytics (Google Analytics)
Purpose: measuring Website usage and improving the Website.
Legal basis: where required by law, consent for non-essential cookies/analytics (Art. 6(1)(a) GDPR).

5. Is providing data mandatory?
1. Some data is required to provide the services (especially registration-related documents). If you do not provide required data/documents, we may be unable to perform the service or may need to suspend/terminate it under our Terms.
2. Providing data for marketing is voluntary.

6. Who we share data with (recipients)
We share personal data only as necessary:
1. Authorities / registration offices / inspectors involved in yacht registration/licensing.
2. Payment provider: Stripe (payments and fraud prevention).
3. Couriers/postal operators for physical delivery of documents.
4. Certified/sworn translators (only if translation is required for your case).
5. IT/hosting/e-mail service providers supporting our Website and communications.
6. Professional advisers (lawyers/accountants) where necessary for compliance or claims.

We do not sell personal data.

7. International transfers (outside the EEA/UK/Switzerland)
1. Some providers (including Stripe and Google) may process data outside the EEA. Where required, we use appropriate safeguards such as EU Standard Contractual Clauses (SCCs) and/or other lawful transfer mechanisms.
2. Details on safeguards and transfers may be available in the providers’ legal documentation.

8. How long we keep data (retention)
We keep personal data only as long as necessary:
1. Contract/service data: for the duration of the service and afterwards for the period needed to handle claims and keep records.
2. Accounting/tax data: for the period required by applicable law.
3. Correspondence: for a reasonable period to demonstrate communications and arrangements.
4. Marketing: until you withdraw consent or object (as applicable).
5. Cookies: according to cookie lifetimes or until you delete them / change your browser settings.

9. Your rights under GDPR
You have the right to:
– access your data,
– rectification,
– erasure (in certain cases),
– restriction of processing,
– data portability (where applicable),
– objection (especially where we rely on legitimate interests),
– withdraw consent (where processing is based on consent).

Complaints to the supervisory authority:
If you believe your data is processed unlawfully, you can lodge a complaint with the Polish supervisory authority:
President of the Personal Data Protection Office (UODO)
Address: ul. Stanisława Moniuszki 1A, 00-014 Warsaw, Poland.

10. Cookies and similar technologies (including Google Analytics)
1. We use cookies and similar technologies to ensure the Website works properly and to measure Website usage with Google Analytics.
2. Cookies can be:
a) strictly necessary cookies (for Website functionality and security),
b) analytics cookies (Google Analytics).
3. We currently do not provide a dedicated cookie banner on the Website. You can control cookies through your browser settings (including blocking or deleting cookies).
4. You can also prevent Google Analytics tracking by installing Google’s official opt-out add-on:
https://tools.google.com/dlpage/gaoptout

11. Automated decision-making / profiling
We do not use automated decision-making that produces legal effects about you. Payment providers may apply anti-fraud checks as part of payment processing.

12. Security
We apply appropriate technical and organisational measures to protect personal data (limited access, security controls). No method of transmission or storage is 100% secure.

13. Children
Our services are not intended for children. We do not knowingly collect data from children.

14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top indicates when changes were made.

15. How to contact us
For privacy-related matters, contact: office@yachtregistrationpoland.com.