Privacy notice

Who is responsible for your information?

PolishCitizen.uk operates this service and is the data controller for the enquiry information described in this notice. For privacy questions and requests, contact polak@polishcitizen.uk.

Your private pre-check

Answers are held in the browser’s memory for the open page. Our pre-check code does not save them in cookies, local storage or an account, and does not send them while you answer. Refreshing or closing the page clears them. The page checks whether online submission is available; that technical request contains no quiz answers or email address.

“Download summary” saves a text file on your device. “Copy my summary” puts the text on your clipboard, or shows it for manual copying. You control any copies you keep or share.

What happens when you submit an enquiry?

The online form asks for your email address. Before sending, you can review the exact summary and this notice. Clicking “Send my review request” shares the email address and summary with PolishCitizen.uk. We store them with an enquiry reference, submission time, your reported next-step category and priority, and the version of the privacy notice acknowledged. Opening the form, completing the quiz or viewing a result does not submit your answers.

The summary can include family relationships, approximate or known birth years, document availability, migration and citizenship events. The form does not ask for relatives’ names, full birth dates or document uploads. Please avoid passport scans, identity documents, health information or other sensitive records in an initial enquiry.

The request is stored in a private review queue outside the public website files. An email notification to our service mailbox includes your enquiry reference and reply address; the full summary remains in the queue. A notification is not a marketing subscription.

“Prepare enquiry email” opens a draft in your own email application. Nothing is sent automatically. If you send it, your email provider transmits the address and information you include to our service mailbox.

Why we use the information

We use enquiry information to review the starting point you have asked us to consider, reply to you and discuss a possible Case Map. For these requested steps before a potential service contract, our lawful basis is Article 6(1)(b) UK GDPR. For general correspondence and maintaining the security and operation of this website, we rely on legitimate interests under Article 6(1)(f): answering messages, preventing abuse and keeping the service reliable.

Providing contact information is optional. You can use the local pre-check without it. We need a reply address to respond to a submitted enquiry. The review checkbox confirms your request and acknowledgement of this notice; it is not consent to advertising. We do not sell enquiry information or add you to marketing lists.

The quiz generates a starting-point suggestion in your browser. It does not verify documents or make a legal citizenship decision. A person reviews an enquiry before recommending a paid next step. Further service records and document-sharing arrangements are agreed separately before they are requested.

Hosting, email and technical information

Hostinger hosts the public website and private enquiry queue. Hosting and email delivery providers process information needed to store enquiries, deliver correspondence and secure the service. Your own email provider also handles messages you choose to send. Access to the review queue is restricted by a password over HTTPS.

Technical requests can involve an IP address, requested URL, time and browser information in hosting security logs. Our enquiry code uses a secret-derived connection identifier for short-term abuse limits; it is stored separately from enquiry content and cleared by housekeeping after 24 hours. It does not put an IP address in the enquiry record.

Provider infrastructure and support may process information outside the UK. Hostinger’s data processing addendum describes its processors and international-transfer safeguards, including standard contractual clauses and the UK transfer addendum where applicable. Contact us if you need information about processing arrangements or copies of relevant safeguards.

The website code includes no advertising or analytics scripts. The pre-check and enquiry form do not use cookies or persistent browser storage. External links take you to websites with their own privacy practices.

How long information is kept

The online enquiry queue uses a retention period of 180 days from submission. Records that reach this age are removed when automated server housekeeping runs. We retain enquiry email correspondence for up to six months after the last contact, unless a requested ongoing service, dispute or legal obligation requires relevant information for longer. If you commission a paid service, its record-keeping arrangements are explained as part of ordering.

Hosting logs and backup copies follow the provider’s security and backup retention cycles. Deleted queue records are not used for active enquiries. If a backup is restored, housekeeping removes expired queue records before they are shown in the review panel. Deletion requests also consider relevant mailbox and backup copies.

Your rights and complaints

Depending on the circumstances, you can request access to your information, correction, deletion or restriction, object to processing based on legitimate interests, and request portability where it applies. Contact polak@polishcitizen.uk and include only enough information to identify the enquiry, such as its reference. You can ask us to stop considering an enquiry. Some information may need to be retained where the law permits or requires it.

If you have a concern, contact us so we can address it. You can also complain to the Information Commissioner’s Office.

Changes to this notice

This notice is dated 10 October 2026. We update it when the operator’s details or processing arrangements change. A change to this notice does not allow us to reuse earlier enquiry information for an unrelated purpose.