Terms of Service

DEFINITIONS

  1. Terms and Conditions – a document specifying the principles of operation and use of the PASSPORTA online service, as well as the rules for the provision of services by PASSPORTA.
  2. PASSPORTA – PASSPORTA Spółka z Ograniczoną Odpowiedzialnością, registered under NIP: 6343050934, KRS: 0001150100, share capital: PLN 50,400.00, with its registered office at ul. Jana III Sobieskiego 2, 40-082 Katowice.
  3. Platform – the official website PASSPORTA.com, serving as a tool for the provision of services by PASSPORTA and for the preparation, generation and verification of documents and materials necessary for submitting a visa application.
  4. Client – an adult individual who enters into an agreement for visa services via the form available on the Platform.
  5. Consumer – a user engaging in transactions with PASSPORTA in a scope not directly related to their business or professional activities.
  6. Visa – an official document authorizing the holder to cross a border or stay in another country, issued by the competent consular authorities of the given state.
  7. Special Visas – visa services offered by PASSPORTA Sp. z o.o., processed on an expedited basis and available to Platform Clients for a specified fee.
  8. Services – a package of activities including consultancy and mediation in obtaining visas, provided by PASSPORTA for its Clients, as well as other services consisting, among others, in the paid making available to the Client of the PASSPORTA Platform and tools (including an Application based on artificial intelligence) that enable the preparation, completion, verification and generation of documents and materials necessary for the Client to submit a visa application.
  9. Agreement – an agreement for the provision of services by electronic means specifying the obligations between PASSPORTA and the Client regarding the provision of the Services, concluded through the Platform.
  10. Personal Data – information concerning an identified or identifiable natural person ("data subject"); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, identification number, location data, online identifier, or one or more specific factors determining the physical, physiological, genetic, psychological, economic, cultural, or social identity of a natural person; for the purposes of these Terms and Conditions, the term personal data also includes data carriers such as documents and photographs.
  11. Sensitive Personal Data – data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data allowing the unique identification of a person, or data concerning health, sexuality, or sexual orientation.
  12. 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).
  13. Partners – entities with which PASSPORTA cooperates within the framework of a joint offer of products and services, as well as for the promotion of their activities and marketing efforts. PASSPORTA does not share its Clients' personal data with these partners.
  14. Application – a tool available on the Platform which uses artificial intelligence (AI) to automatically assess the technical parameters of the visa photograph uploaded by the User, without using biometrics or profiling.
  15. Remuneration – the fee paid by the Client to PASSPORTA, which includes the consular fee for the issuance of the Visa and PASSPORTA's commission for the provision of visa services to the Client.

GENERAL PROVISIONS

  1. These Terms and Conditions define the terms of concluding and executing agreements for the provision of services and additional services provided by PASSPORTA. The Terms and Conditions also specify, in other respects, the principles for personal data processing, the rights and obligations of the parties, and the procedures for submitting complaints.
  2. PASSPORTA is the entity responsible for managing the website www.passporta.com. PASSPORTA, with its registered office in Katowice, ul. Jana III Sobieskiego 2, 40-082 Katowice, NIP: 6343050934, KRS: 0001150100, is the sole owner of the Platform and is responsible for its operation and the content published on it.
  3. Through the Platform, Clients may enter into agreements for the Services and additional services provided by PASSPORTA. Clients and visitors to the Platform may submit feedback and inquiries regarding its operation in the following ways:
    1. by sending correspondence to the address: PASSPORTA sp. z o.o., ul. Jana III Sobieskiego 2, 40-082 Katowice, Poland,
    2. by sending an email to: support@passporta.com,
  4. PASSPORTA undertakes to review complaints within 14 days of their receipt and to provide a response to the Client or the complainant at the address provided. In justified cases, PASSPORTA may request additional information from the complainant, which may result in an extension of the complaint review period.
  5. All elements of the Platform, including textual content, graphics, multimedia materials, and the software source code, are the property of PASSPORTA and are legally protected. Any copying, reproduction, or use of the Platform elements in a manner inconsistent with their intended purpose without prior consent from PASSPORTA is prohibited.
  6. Clients and visitors to the Platform are prohibited from using tools or software that could disrupt the Platform's operation or compromise the security of PASSPORTA, Clients, or other users. In particular, the use of viruses, spyware, malware, or any other tools that may cause system damage or interfere with data is strictly prohibited.

CONCLUSION OF THE AGREEMENT WITH PASSPORTA

  1. By using the Platform, the Client enters into an agreement with PASSPORTA for the provision of the Services. Within the framework of this agreement, PASSPORTA undertakes to:
    1. provide ongoing advisory services through the telephone helpline and support via electronic mailboxes,
    2. provide intermediation in obtaining visas, offered by PASSPORTA to its Clients,
    3. make available to the Client the PASSPORTA Platform and tools (including an Application based on artificial intelligence) that enable the preparation, completion, verification, and generation of documents and materials necessary for the Client to submit a visa application,
    4. represent the Client before the competent authority for the purpose of obtaining a visa, and
    5. provide the Client with access to a bot (chatbot) that answers the Client's questions concerning visa procedures, documentary requirements, and other aspects related to travel,
    6. the Client's passport verification service, consisting of checking its validity, the correctness of the data, and compliance with the requirements necessary for safe border crossing and travel.
  2. The Client undertakes to pay the agreed Remuneration, which includes the official fee for the issuance of the Visa and PASSPORTA's commission for the provision of visa services to the Client. The agreement is concluded upon completion of the registration form and payment of the required fee, which includes both the consular fee and PASSPORTA's commission. The payment is considered completed once the funds are credited to PASSPORTA's account. Available payment methods include bank transfer, card payment, and electronic payment systems.
  3. The Client is obligated to provide complete, accurate, and up-to-date information in the registration form. PASSPORTA reserves the right to contact the Client for verification. If required by the visa authority, PASSPORTA may request additional information, documents, or data completion.
  4. Upon payment, the Client receives confirmation of the agreement and its terms via email.
  5. By entering into the agreement, the Client confirms the accuracy of the provided information and acknowledges that incorrect or outdated data may result in visa application rejection. The Client also confirms familiarity with and acceptance of the Terms and Conditions, the information clause specified in § 7, and the voluntary nature of the agreement.
  6. The Client's acceptance of the Terms and Conditions signifies a full understanding of the rules governing the use of the Platform.
  7. Upon concluding the agreement, the Client automatically grants PASSPORTA power of attorney to represent them in the visa process, including submitting the application, paying official fees, and collecting the issued document.
  8. In the event of the Client's withdrawal from the agreement, the power of attorney is immediately revoked.
  9. The Client's Personal Data, necessary for service execution, is submitted to the competent visa authority along with the visa application.
  10. Upon receipt of the visa decision, PASSPORTA promptly sends the Visa to the Client's email address provided in the registration form, along with instructions for its use.
  11. If, for legal reasons, e.g. resulting from international regulations or regulations of the destination country, the submission of the application is impossible, PASSPORTA retains the right to Remuneration in the amount of 50% of the commission for the Services provided, and refunds the remaining amount, including the official fee for the issuance of the Visa, to the account from which the payment was made. If a refund to the same account is impossible, the Client shall indicate another account number. The Client may opt for expedited visa service by selecting one of the available processing options:
    1. Rush Processing – completion within 48 hours, up to 2 business days;
    2. Super Rush Processing – completion within 24 hours, up to 1 business day;
    3. Emergency Processing – completion within 6 hours, if the application is submitted on a business day. These deadlines apply to business days only.
  12. The Special Visa service requires an additional fee, as indicated on the Platform. In case of visa issuance delays due to reasons beyond PASSPORTA's control, the full amount is refunded to the Client.
  13. Ordering the Special Visa service is done at the explicit request of the Client. By entering into the agreement, the Client consents to the immediate commencement of service provision before the expiration of the statutory withdrawal period for distance contracts and acknowledges the loss of the right to withdraw after full service completion by PASSPORTA. Due to the nature of the service, its execution begins immediately, before the standard 14-day withdrawal period expires.
  14. Using the Platform and accessing the provided services and digital content require:
    • A device with internet access,
    • An up-to-date web browser,
    • An active email address.
    To properly view documents, the Client should have software capable of opening PDF files.
  15. The Client, after concluding the agreement, may create a Client Account on the Platform, allowing service management and access to order history. Upon first login, the Client sets a username and password. The Client may request the deletion of their account at any time.

RIGHTS AND OBLIGATIONS OF THE PARTIES

  1. PASSPORTA oversees the proper functioning of the Platform, ensuring its continuous availability and the accuracy of content across all its subpages.
  2. PASSPORTA is not liable for:
    1. consequences of the Client providing incorrect, outdated, or incomplete information in the registration form or failing to update such data,
    2. damages resulting from the Client's violation of third-party rights while using the Platform,
    3. interruptions, disruptions, or unavailability of the Platform caused by force majeure,
    4. damages arising from the Client's failure to comply with the provisions of the Terms and Conditions,
    5. incompatibility of the Client's device with the technical requirements of the Platform, provided that prior notice was given,
    6. consequences resulting from the decisions of the visa authority, over which PASSPORTA has no control.
  3. PASSPORTA informs that the execution time of the agreement, including the delivery of the Visa to the Client, depends on the decision of the competent authority. PASSPORTA is not responsible for any delays arising from administrative procedures unless such delays result from its actions.
  4. PASSPORTA's liability for any damages is governed by the provisions of the Civil Code and the Act on the Provision of Electronic Services of July 18, 2002.
  5. Digital content and digital services are made available to the Client immediately after concluding the agreement, unless otherwise agreed. Digital content is considered delivered when the Client or their physical or virtual device gains access to its content. Digital service is considered delivered when the Client gains access to it.
  6. The Client has the right to withdraw from the agreement without receiving the digital content or digital service if:
    1. based on their statement or circumstances, it is evident that PASSPORTA will not deliver the digital content or digital service,
    2. the parties agreed, or the circumstances of the agreement indicate, that the delivery deadline was crucial for the Client, and PASSPORTA did not meet this deadline.
  7. PASSPORTA is liable for the lack of conformity of digital content or digital services with the agreement if such non-conformity existed at the time of delivery and was discovered within two years of that moment. If the non-conformity is revealed within one year of delivery, it is presumed to have existed at the time of delivery. This presumption does not apply if:
    1. the Client's digital environment does not meet the technical requirements specified by PASSPORTA before concluding the agreement,
    2. the Client, despite prior notice of their obligation to cooperate in verifying the compliance of the digital content or digital service, failed to take actions to determine the cause of the non-conformity.
  8. The Client agrees to:
    1. not share their Platform account username and password with third parties,
    2. properly secure access to their account against unauthorized persons.
  9. PASSPORTA is not liable for damages resulting from:
    1. the Client sharing their login credentials with third parties,
    2. improper account security measures taken by the Client, unless PASSPORTA is at fault.
  10. In connection with the submitted visa application, the Client is required to attach their own photograph that complies with the applicable requirements of the authority issuing the Visa. The photographs are checked by the photo-verification Application. The Application assesses the photograph attached by the Client for compliance with formal requirements, in particular the possibility of using the photograph for the requested Visa. PASSPORTA uses an external artificial intelligence platform solely for the automatic assessment of the technical parameters of the photograph (including, without limitation, background, resolution and cropping) for the purpose of preparing the photograph for visa procedures.
  11. The Client is entitled, within the Platform, to use only their own photographs.
  12. By using the Application, the Client represents that:
    1. the photographs uploaded by the Client to the Platform are their own, or the Client is the legal representative of the applicant,
    2. the Client is at least 18 years of age,
    3. the Client uses the Platform voluntarily,
    4. the Client holds the copyright (economic rights) in the photographs uploaded to the Platform to the extent necessary to upload the photograph in the Application,
    5. by using photographs uploaded in the Application, the Client does not infringe any third-party copyright,
    6. the Client is aware that failure to attach their own photograph makes it impossible to submit the visa application.
  13. Use of the Platform, as well as the digital content and services supplied through it, requires that the Client have an end device with access to the Internet and an up-to-date web browser. In addition, the Client should have a registered e-mail address and software enabling the opening of PDF files. To use the camera function, a device with a built-in camera and a browser supporting access to the camera is also required. The Platform does not have access to the camera on the User's end device, but only to photographs taken with that camera by the User.
  14. It is prohibited to upload to the Application any content, including photographs, of a pornographic nature or otherwise contrary to principles of public decency.
  15. Subject to the relevant mandatory provisions of law, PASSPORTA is not liable for content uploaded by Users in the Application.
  16. PASSPORTA is not liable for errors in the AI assessment caused by defective input data provided by the User or by the requirements of public authorities or by changes to such requirements.
  17. PASSPORTA is not liable for technical problems relating to access to the camera resulting from the settings of the User's device or web browser.
  18. PASSPORTA does not use biometric identification (biometrics) or profiling that produces legal effects. The Client is fully free not to follow the system's suggestions. The photo-assessment system does not make any binding decision towards the Client, nor any decision producing legal or personal effects.
  19. Photographs provided by the Client are not used to train artificial intelligence.
  20. Photographs provided are deleted by PASSPORTA and by the provider of the photo-assessment system without undue delay after the Client has finished using the service.
  21. Data are processed by the AI provider as a Processor on the basis of a data processing agreement (Article 28 GDPR); the list of Sub-processors forms an annex to these Terms and Conditions.
  22. The AI assessment results are advisory in nature; the final determination of the photograph's compliance with the consular post's guidelines rests with the authority issuing the Visa. PASSPORTA clarifies that the photo-assessment system is merely suggestive and auxiliary; the final decision on accepting the photograph is taken by the representatives of the competent post (public authority) issuing visas, and PASSPORTA has no ability to influence that decision.

CLIENT'S RIGHTS

  1. A Consumer who has concluded an agreement with PASSPORTA for visa services has the right to withdraw from the agreement within 14 days without providing a reason and without incurring additional costs. In the event of a valid withdrawal, the agreement is considered null and void.
  2. If the Client submits a withdrawal statement before PASSPORTA accepts the offer, the offer ceases to be binding.
  3. The withdrawal period is counted from the day of service execution, and in other cases from the moment of agreement conclusion.
  4. The Client may withdraw from the agreement by submitting a written or electronic withdrawal statement. They may use the withdrawal form available in Annex No. 1 to the Terms and Conditions, but it is not mandatory.
  5. To comply with the withdrawal period, the Client must send the statement before the deadline expires to PASSPORTA's address or electronically to support@passporta.com. PASSPORTA will confirm receipt of the withdrawal statement via email.
  6. PASSPORTA will refund all payments made by the Client, including delivery costs, promptly but no later than 14 days from the date of receiving the withdrawal statement.
  7. The refund will be made using the same payment method used by the Client, unless the Client agrees to another refund method that does not generate additional costs. PASSPORTA may withhold the refund until the returned goods are received or proof of return is provided, whichever occurs first.
  8. The provisions of the Terms and Conditions applicable to Consumers also apply to individuals concluding an agreement directly related to their business activity, provided that, based on the agreement's content, it does not have a professional character for that individual. This assessment is based particularly on the business activity information disclosed in the relevant business register.
  9. In the event of withdrawal from the Agreement concerning the supply of digital content or digital services, the Client undertakes to cease using them, not to make them available to third parties, and not to transfer them to further circulation.
  10. PASSPORTA has the right to prevent the Client from further access to digital content or digital services, for example by blocking access to them or deactivating the user account.
  11. The Client is not entitled to withdraw from the Agreement in the following cases:
    1. paid service agreements, if PASSPORTA has fully performed the service with the Client's explicit consent, and the Client was informed before the commencement of performance that they would lose the right to withdraw upon its completion, which has been confirmed,
    2. agreements concerning the supply of digital content that is not recorded on a tangible medium, if the Client has given consent to its immediate making available and was informed that they lose the right to withdraw, and PASSPORTA has provided the Client with the appropriate confirmation.
  12. If the Consumer withdraws from the Agreement after having previously given consent to the commencement of the service performance before the expiry of the withdrawal period, the Consumer is obliged to pay remuneration for the part of the service performed up to the moment of withdrawal. This fee is determined proportionally to the scope of the services performed in relation to the total amount of the Agreement.
  13. In the event of withdrawal by the Consumer from the Agreement after PASSPORTA has submitted, on the Consumer's behalf, an application for the issuance of a Visa to the competent authority authorized to issue Visas, the Remuneration shall not be refundable to the Client, neither in respect of the official fee for the issuance of the Visa nor in respect of PASSPORTA's commission.
  14. In the event of withdrawal by the Consumer from the Agreement after PASSPORTA has commenced the provision of the Services, in particular after:
    • providing access to the telephone helpline,
    • providing access to support via the electronic mailbox,
    • making available to the Consumer the PASSPORTA Platform and tools (including an Application based on artificial intelligence) that enable the preparation, completion, verification, and generation of documents and materials necessary for the Consumer to submit a visa application,
    • providing the Consumer with access to the chatbot,
    • providing the Client's passport verification service,
    PASSPORTA retains the right to Remuneration in the amount of 50% of the commission for the Services provided, and refunds the remaining amount, including the official fee for the issuance of the Visa, to the Consumer.

SPECIFIC PROVISIONS – MARKETING

  1. At the Client's request, PASSPORTA issues an invoice for the execution of the Agreement and sends it to the email address provided by the Client. The Client agrees to receive invoices in electronic form, in accordance with the Act of March 11, 2004, on Goods and Services Tax.
  2. PASSPORTA enables the Client to receive marketing and commercial information regarding the current offer of PASSPORTA and its Partners via email. Receiving such information requires the Client's explicit prior consent to receive commercial information about PASSPORTA's services and the services or goods of Partners. The processing of such consents is carried out in accordance with the Act of July 18, 2002, on the Provision of Electronic Services and the Act of July 16, 2004, Telecommunications Law, which governs the use of telecommunications end devices and automated calling systems for direct marketing purposes.
  3. The Client has the right to unsubscribe from marketing and commercial information at any time by:
    1. Clicking the unsubscribe link included in the received email,
    2. Sending an email to PASSPORTA with a request to unsubscribe,
    3. Using the contact form available on the Platform.
  4. The list of PASSPORTA's Partners is available in Annex No. 2 to the Terms and Conditions.
  5. PASSPORTA is not responsible for the provision of services or the delivery of goods by its Partners. The terms of service provision and product delivery are solely determined by those entities.

PRIVACY POLICY

To comply with Regulation (EU) 2016/679 of the European Parliament and of the Council of April 27, 2016, concerning the protection of natural persons with regard to the processing of personal data and the free movement of such data, and repealing Directive 95/46/EC (GDPR), PASSPORTA informs Clients about the principles of personal data processing and their rights.

  1. The Personal Data Controller is PASSPORTA, with its registered office at ul. Jana III Sobieskiego 2, 40-082 Katowice, Poland, NIP: 6343050934, KRS: 0001150100.
  2. The Client may contact the Data Controller regarding personal data protection via email: support@passporta.com.
  3. For matters related to personal data protection, the Client may also contact PASSPORTA'sData Protection Officer by sending an email to data-protection@passporta.com.
  4. The Client's Personal Data is processed for the purpose of executing the Agreement to which the Client is a party or taking pre-contractual actions at the Client's request, based on Article 6(1)(b) GDPR.
  5. In certain cases, PASSPORTA may process Personal Data based on:
    1. A legal obligation (Article 6(1)(c) GDPR),
    2. Protection of the vital interests of the Client or another natural person (Article 6(1)(d) GDPR),
    3. PASSPORTA's legitimate interests (Article 6(1)(f) GDPR), including:
      • Marketing of PASSPORTA's services,
      • Monitoring service quality, including analyzing Platform traffic,
      • Handling legal disputes, defense against claims,
      • Ensuring security in service provision and transactions.
  6. Data may be processed based on the Client's consent when no other legal basis applies, in accordance with Article 6(1)(a) GDPR.
  7. PASSPORTA processes Sensitive Personal Data only based on the Client's explicit consent, particularly regarding health information or criminal records, if required in the visa application process (Article 9(2)(a) GDPR).
  8. If the visa process requires criminal records data (e.g., for visa applications to Australia, Canada, or Kenya), the processing is based on Article 10 GDPR and the national regulations of the relevant visa authority.
  9. PASSPORTA may contact the Client via email to collect service feedback. For this purpose, it may entrust data processing to Trustpilot A/S, to which it provides the Client's name, email address, and order number.
  10. Personal Data may be shared with the following entities:
    1. Public authorities authorized to process visa applications,
    2. State institutions fulfilling legal obligations,
    3. Entities processing electronic payments and banking transactions,
    4. Companies supporting PASSPORTA in service provision, including:
      • Hosting service providers,
      • Law firms and accounting offices,
      • Customer service providers and quality monitoring entities.
  11. Personal Data is retained for the necessary period to fulfill the purposes for which it was collected. After the Agreement is completed, PASSPORTA may retain data for the legally required period or for a legitimate interest, but no longer than 6 years from collection.
  12. The Client has the right to:
    1. Access their data,
    2. Rectify incorrect or incomplete data,
    3. Request data erasure ("right to be forgotten") in specific cases,
    4. Restrict data processing,
    5. Data portability, if processing is based on consent or contract,
    6. Object to processing in justified cases.
  13. The Client has the right to withdraw consent for data processing at any time. Withdrawal of consent does not affect the legality of processing prior to withdrawal.
  14. In case of data protection violations, the Client has the right to file a complaint with the relevant supervisory authority.
  15. PASSPORTA may transfer data to countries outside the European Economic Area (EEA) to fulfill the Agreement. In such cases, standard contractual clauses of the European Commission are applied to ensure an adequate level of data protection.
  16. For visa applications to certain non-EEA countries (Australia, Bahrain, Cambodia, Egypt, India, Kenya, Myanmar, Oman, Sri Lanka, Tanzania, Turkey, USA, Vietnam), the Client's data may be transferred to relevant government authorities in accordance with the applicable regulations of that country. Transfers to the USA and the UAE may occur based on standard contractual clauses approved by the European Commission, ensuring high-level personal data protection. For transfers to Canada, data processing is necessary for the execution of the visa intermediary service agreement, and the European Commission's decision of December 20, 2001, confirms that Canada ensures an adequate level of data protection.
  17. The Client has the right to obtain a copy of their personal data provided to PASSPORTA.
  18. Providing Personal Data is voluntary but necessary to conclude and execute the Agreement for Visa Services. Failure to provide the required data will prevent the service from being performed.

PRIVACY POLICY – AI PHOTO ASSESSMENT

Information notice (GDPR) – use of the AI photo-assessment system

In order to comply with 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 (the "GDPR"), PASSPORTA informs Clients about the rules for Processing their Personal Data and their rights.

  1. Controller – The Controller of Personal Data is PASSPORTA, with its registered office in Katowice, ul. Jana III Sobieskiego 2, 40-082 Katowice, NIP: 6343050934, KRS: 0001150100.
  2. Contact with the Controller – The Client may contact the Controller regarding Personal Data protection via e-mail: support@passporta.com.
  3. Data Protection Officer – For matters related to Personal Data protection, the Client may also contact PASSPORTA's Data Protection Officer by sending an e-mail to: data-protection@passporta.com.
  4. Purpose and legal basis (AI photo assessment) – The Client's Personal Data are Processed for the purpose of the Client's voluntary use—based on the Client's consent—of the service that includes the assessment of the correctness of photos submitted with visa applications (Article 6(1)(a) GDPR).
  5. As part of its services, PASSPORTA enables the Client—via the PASSPORTA Platform—to use an AI-based system that automatically assesses the technical parameters of a photo (e.g. background, resolution, cropping, proportions). PASSPORTA does not use identity recognition (biometrics) or profiling that produces legal effects; the outcome of the assessment is not the sole basis for any decision concerning the Client.
  6. Other legal bases (where applicable) – In specific cases, PASSPORTA may Process Personal Data on the basis of:
    • a legal obligation (Article 6(1)(c) GDPR),
    • protection of the vital interests of the Client or another natural person (Article 6(1)(d) GDPR),
    • PASSPORTA's legitimate interests (Article 6(1)(f) GDPR), including in particular:
      • conducting contentious proceedings and defending against claims,
      • ensuring the security of service provision and transactions.
  7. Consent-based Processing – Personal Data may be Processed on the basis of the Client's consent where no other legal basis for Processing applies – Article 6(1)(a) GDPR.
  8. No special categories of data (in the scope of photos) – PASSPORTA does not Process special categories of Personal Data for the purposes of the AI photo-assessment system; in the scope of photos provided, PASSPORTA does not Process sensitive data.
  9. Recipients – Personal Data may be disclosed to the following categories of recipients – entities supporting PASSPORTA in the provision of services, including:
    • hosting and IT service providers (including the AI system provider acting as a Processor on the basis of a data processing agreement – Article 28 GDPR),
    • law firms.
  10. Retention – Personal Data are stored for the period necessary to achieve the purposes for which they were collected. Data used by the AI system to assess the technical parameters of photos are not retained longer than necessary to carry out that assessment and to document the course of the service. Photos are deleted without undue delay after completion of the assessment and presentation of the result to the User. PASSPORTA may, however, Process for a limited period the technical metadata necessary solely for GDPR accountability, security and the defence of claims (e.g. a cryptographic hash of the file, timestamp, session identifier) – as a rule for no longer than 90 days, unless a longer period arises from provisions of law or from pending proceedings.
  11. Client rights – The Client has the right to:
    • access their Personal Data,
    • rectification of inaccurate or incomplete Personal Data,
    • erasure of data ("right to be forgotten") in the cases specified by law,
    • restriction of Processing,
    • data portability where Processing is based on consent or on a contract,
    • object to Processing in justified cases,
    • obtain human intervention and to contest the outcome of the automated photo assessment performed by the AI system (no decision is based solely on automated Processing).
  12. Withdrawal of consent – The Client has the right to withdraw their consent to the Processing of Personal Data at any time. Withdrawal of consent does not affect the lawfulness of Processing carried out on the basis of consent before its withdrawal.
  13. Complaint to a supervisory authority – In the event of an infringement of Personal Data protection rules, the Client has the right to lodge a complaint with a Supervisory Authority competent for their habitual residence, place of work or the place of the alleged infringement.
  14. Transfers outside the EEA – PASSPORTA may transfer Personal Data to countries outside the European Economic Area in order to perform the agreement. In such cases, inter alia the European Commission's Standard Contractual Clauses (SCCs) or other appropriate safeguards are applied to ensure an adequate level of Personal Data protection. This also applies to any Processing by the AI system provider if its servers are located outside the EEA.
  15. Copy of data – The Client has the right to receive a copy of their Personal Data provided to PASSPORTA.
  16. Requirement to provide data – Providing Personal Data, including in particular the photo, is voluntary, but necessary in order to use the photo-assessment system. Failure to provide the required Personal Data will make it impossible to provide the service.
    Note regarding the AI system: the system is used solely to assess the technical parameters of photos; PASSPORTA does not Process biometric data for the purpose of identifying a person. If, in the future, PASSPORTA offers additional functionalities requiring separate consent (for example, using photos to train models), PASSPORTA will first obtain the Client's explicit, voluntary consent before enabling such functionalities.
  1. Definitions
    • Administrator – PASSPORTA Spółka z Ograniczoną Odpowiedzialnością, headquartered at ul. Jana III Sobieskiego 2, 40-082 Katowice, Poland, NIP: 6343050934, KRS: 0001150100, with a share capital of PLN 50,400.00, operating the website PASSPORTA.com.
    • User – any natural person visiting the Administrator's website or using services provided through it.
    • Cookies – small text files stored on the User's device (computer, smartphone, tablet) while using the website.
    • Local Storage – a technology for storing data on the User's device in the browser memory, allowing information to be saved more permanently than Cookies.
  2. Types of Data Storage Technologies Used
    • Session Cookies – stored temporarily and deleted upon closing the browser.
    • Persistent Cookies – saved on the device's memory for a specific period or until deleted by the User.
    • Third-Party Cookies – originating from external providers of analytical and advertising tools, such as Google Analytics, Yandex Metrica.
    • Local Storage – data stored on the User's device in the browser memory, not automatically deleted at the end of the session.
  3. Purposes of Using Cookies and Local Storage
    • Customizing the website content to the User's preferences.
    • Facilitating the use of registration forms, e.g., storing entered data so the User does not have to re-enter them.
    • Storing language settings and User preferences.
    • Creating anonymous statistics for analytical and optimization purposes.
    • Ensuring the security and continuity of the User's session.
  4. Cookies and Local Storage Used on the Website
    • PHP Session Cookie – manages the User's session and is deleted after closing the browser.
    • Language Cookie – stores the User's language preferences.
    • Google Analytics Cookies – collects anonymous data on how the website is used.
    • Yandex Metrica Cookies – gathers statistical data on website traffic.
    • Local Storage for Forms – stores data entered by the User in registration forms to prevent data loss in case of page refresh.
    • Local Storage for User Settings – saves preferences for content display and interface personalization.
  5. Managing Cookies and Local Storage

    The User can change the cookie and Local Storage settings at any time in their browser:

    • Deleting stored data – possible by manually clearing the browser memory.
    • Disabling data storage – browser settings allow blocking the storage of Cookies and Local Storage.
    • Managing Local Storage data – options are available in the browser's settings menu.
    • Restricting the use of Cookies and Local Storage may impact the website's functionality.

COMPLAINTS AND FINAL PROVISIONS

  1. The Client may submit complaints regarding the services provided by PASSPORTA in accordance with the terms of the Agreement by:
    1. Sending a written complaint to the address: PASSPORTA, ul. Jana III Sobieskiego 2, 40-082 Katowice, Poland,
    2. Emailing the complaint to support@passporta.com,
  2. PASSPORTA undertakes to review the complaint within 14 days of receipt and to provide a response to the Client's designated contact address. If additional information is required, PASSPORTA may request the Client to provide it, which may extend the complaint review process.
  3. PASSPORTA reserves the right to amend the Terms and Conditions, particularly due to organizational, technical, or legal changes. Clients will be informed of any changes by:
    • Posting relevant information on the Platform,
    • Publishing the updated Terms and Conditions,
    • Sending an email notification to Clients.
      The amended provisions come into force 14 days after publication. Agreements concluded before the amendment's effective date will be executed under the previous terms.
  4. All matters arising from the Agreement are subject to Polish law. Disputes between the Client and PASSPORTA will be resolved by Polish common courts. The choice of Polish law does not deprive the Client of protections provided by the mandatory provisions of the Client's country of residence.
  5. A Client who is a consumer may use out-of-court dispute resolution methods, including mediation conducted by the Permanent Consumer Arbitration Court at the Provincial Inspectorate of Trade Inspection in Katowice.
  6. Disputes concerning online services within the European Union, involving Consumers, may also be resolved through the ODR platform, available at: https://ec.europa.eu/consumers/odr.
  7. The Client may seek free assistance in resolving disputes by contacting the district (municipal) consumer ombudsman or consumer protection organizations, such as the Consumer Federation or the Polish Consumers' Association. More information about dispute resolution methods can be found on the Office of Competition and Consumer Protection (UOKIK) website at: http://www.uokik.gov.pl, under the "Dispute Resolution" section.

Annex No. 1 – Template for Withdrawal from the Agreement

(Please complete and send this form only if you wish to withdraw from the Agreement.)

At Passporta, we specialize in helping travelers with their online visa applications for various countries around the world. Our focus is on providing expert assistance and guidance to facilitate travel experience.

Please note that we are a private company and are not affiliated with any government agency or law firm. As such, we do not offer legal advice.

If you prefer, you can apply for a visa directly through the official government website.