I. Definitions

  1. Regulations
    • These Terms and Conditions (the “Regulations”) govern the provision of services by The Polish Genealogist and define the rights and obligations of both the Service Provider and the Client.
  2. Service
    • The Polish Genealogist is an online and offline service available at [https://www.polishgenealogist.co.uk/], offering:
      • Genealogical research – Tracing ancestry, creating family trees, and analysing historical records.
      • Document retrieval – Acquiring birth, marriage, and death certificates, land registry extracts, and other official records.
      • Polish citizenship assistance – Supporting Clients in gathering documents, confirming Polish citizenship, and obtaining official identification.
      • Other related services as outlined in these Regulations.
  3. Service Provider
    • The entity providing the services described above is “Marcin Polak Nasi Przodkowie“, trading as “The Polish Genealogist“, registered at 9 Sienna Street, 70-542 Szczecin, Poland.
    • The company is legally registered under Polish law and holds the following identification numbers:
      • EU VAT ID: PL5252912507
      • REGON (National Official Business Registry Number in Poland): 522349247
  4. Client
    • Any natural person (individual), legal person (company, institution), or organisational entity without legal personality that accesses, orders, or uses the services provided by the Service Provider.
    • By engaging with the Service Provider, the Client confirms that they are legally entitled to enter into agreements and that they provide truthful and accurate information.
  5. Electronic Communication
    • Any exchange of information between the Service Provider and the Client conducted via:
      • Email correspondence
      • Contact forms available on the website
      • Other electronic messaging platforms agreed upon in writing
  6. Business Hours
    • The Polish Genealogist operates primarily on business days (Monday to Friday), excluding national holidays in Poland.
    • Response times may vary depending on the complexity of the inquiry and ongoing case workload.

II. General Provisions

  1. Scope of Application
    • These Regulations define the rules governing all services provided by The Polish Genealogist and apply to all Clients using the service. As services are provided remotely, these Regulations constitute a distance contract under applicable Polish and EU consumer protection laws.
    • By placing an order or contacting the Service Provider, the Client acknowledges that they have read, understood, and agreed to these Terms and Conditions.
  2. Modification of the Terms and Conditions
    • The Service Provider reserves the right to modify these Regulations at any time to reflect legal changes, improvements in service, or operational adjustments.
    • Clients with ongoing cases will be notified of any significant changes that may impact their services.
    • The latest version of these Regulations will always be available on the official website (https://www.polishgenealogist.co.uk/terms-and-conditions/).
    • Continued use of the services after an update constitutes acceptance of the revised Terms and Conditions.
  3. Communication and Notifications
    • The Service Provider may contact the Client via email or other agreed electronic methods to provide:
      • Service updates related to their case,
      • Administrative notices,
      • Important policy updates,
      • Optional marketing communications, if the Client has given explicit consent.
    • The Client is responsible for keeping their contact details up to date and regularly checking their email for important updates.
  4. Commercial Information and Marketing
    • By accepting these Terms and Conditions, the Client agrees to receive service-related notifications from The Polish Genealogist via email.
    • The Client will only receive marketing or promotional communications if they provide explicit consent, in accordance with the Polish Act on the Provision of Electronic Services (18 July 2002).
    • The Client may withdraw consent for marketing communications at any time by contacting the Service Provider.

III. Scope of Services

The Polish Genealogist provides a wide range of genealogical and administrative services, including but not limited to:

1. Genealogical Research

Comprehensive research to uncover family history, trace ancestors, and provide detailed documentation, including:

  • Tracing ancestry and historical records – Locating ancestors based on available historical documents, registry books, and census data.
  • Identifying and contacting living relatives – Assisting in reuniting families by searching for relatives in Poland and abroad.
  • Family tree creation – Preparing detailed family trees in graphical, text, or digital database format.
  • Research in Polish and foreign archives – Conducting searches in historical archives in Poland, Ukraine, Belarus, Germany, Lithuania, the USA, the UK, and other countries.
  • Verification and authentication of genealogical records – Checking the accuracy of existing genealogical data, verifying lineage, and confirming authenticity of historical sources.
  • Sourcing military and noble heritage records – Investigating military service records, nobility titles, and heraldic symbols of families.
  • Jewish genealogy research – Conducting in-depth research on Jewish ancestry, including analysis of synagogue and Holocaust records.
  • Historical property and estate searches – Identifying land ownership and property records linked to family heritage.
  • Translation and interpretation of historical documents – Translating old Polish, Russian, German, and Latin records into English or other languages.
  • Restoration, digitisation, and preservation of photographs and documents – Retouching, enhancing, and safeguarding old family photographs, letters, and documents for future generations.

2. Retrieval of Official Documents

Assistance in obtaining vital records and other legal documents from official institutions, including:

  • Civil registry documents – Obtaining certified copies of birth, marriage, and death certificates.
  • Land and property records – Retrieving land registry extracts, title deeds, and ownership history records.
  • Military service records – Acquiring military enlistment documents, war records, and veteran status verification.
  • Emigration and immigration records – Accessing passenger lists, residency permits, and visa documentation.
  • Religious records – Baptism, confirmation, and other religious documents from churches, diocesan archives, and religious institutions.
  • Court and notarial records – Searching for old wills, inheritance documents, and notarised agreements.
  • Education and employment records – Locating academic diplomas, work permits, and other professional documentation.

3. Polish Citizenship Support

Providing full assistance for individuals seeking Polish citizenship based on ancestry or historical ties, including:

  • Genealogical verification for citizenship eligibility – Tracing family history to establish Polish ancestry.
  • Document retrieval for citizenship applications – Acquiring necessary documents proving Polish heritage or lineage.
  • Assistance in administrative and legal procedures – Guiding clients through the bureaucratic process of applying for Polish citizenship.
  • Preparation and submission of applications – Ensuring the correct completion of Polish citizenship applications and forms.
  • Liaising with government institutions – Communicating with Polish administrative offices, consulates, and embassies.
  • Representation in citizenship confirmation cases – Assisting clients with legal steps in confirming Polish citizenship status.
  • Passport and PESEL number application support – Helping clients obtain a Polish passport and a national identification (PESEL) number.

4. Other Genealogy-Related and Administrative Services

To provide a full spectrum of support for clients researching their heritage or dealing with official documentation in Poland, The Polish Genealogist also offers:

  • Surname and heraldry research – Investigating the origin and meaning of surnames and family crests.
  • Assistance with repatriation cases – Providing historical evidence for clients applying for Polish repatriation programs.
  • Family name change verification – Identifying historical name changes due to migration, war, or administrative errors.
  • Estate inheritance verification – Assisting in locating heirs and verifying entitlement to inheritances in Poland (based on available records).
  • Document authentication and apostille services – Assisting with document certification and obtaining apostilles for international use.
  • Expert reports and genealogy consultations – Preparing professional genealogical reports for historical, academic, or personal purposes.
  • Custom genealogy tours in Poland – Providing guidance and assistance for visiting ancestral hometowns, historical sites, and family estates in Poland.

5. Research in Foreign Archives and Institutions

The Polish Genealogist collaborates with various historical and governmental archives worldwide to provide research outside Poland, including:

  • National and regional archives in Ukraine, Belarus, and Lithuania – Accessing Eastern European records related to Polish ancestors.
  • German archives and WWII records – Investigating wartime records, displacement documents, and migration history.
  • Jewish heritage and Holocaust-related records – Conducting research in Jewish archives, Holocaust museums, and restitution programs.
  • Emigration records in the USA, UK, Canada, and Australia – Tracing Polish ancestors who migrated to North America and other regions.
  • Religious and parish records worldwide – Accessing Catholic, Protestant, and Jewish religious documentation.

IV. Orders and Execution

  1. Initial Consultation and Free Feasibility Analysis
    • Clients are encouraged to contact The Polish Genealogist without any obligation to discuss their research needs.
    • The initial consultation and preliminary feasibility analysis are completely free of charge.
    • During this stage, we:
      • Review the details provided by the Client,
      • Assess the likelihood of success based on available records,
      • Discuss possible research strategies and approaches.
  2. Proposal and Budget Agreement
    • After the initial analysis, the Client will receive a custom research proposal, including:
      • A suggested research plan, outlining the scope of work,
      • Budget options, based on the complexity and estimated costs,
      • An estimated timeframe for completion.
    • The Client is given time to review and discuss the proposal. No payment is required until both parties agree on the scope and budget.
    • Only after the Client formally accepts the terms and makes the agreed payment does the research officially commence.
  3. Execution and Research Process
    • Once payment is received, The Polish Genealogist proceeds with research based on the approved plan.
    • The Client is provided with progress updates at key stages of the research.
    • The timeframe for completion depends on factors such as:
      • The complexity of the case,
      • Response times from archives, government offices, or religious institutions,
      • Legal and administrative requirements related to document retrieval,
      • Availability and accessibility of requested records.
  4. Modifications and Additional Requests
    • Once research has begun, the Client may request additional services or modifications, subject to:
      • Feasibility analysis – to confirm whether the additional work can be incorporated,
      • Timeframe adjustments – if the requested changes extend the research process,
      • Additional costs – if the modifications require extra resources or fees.
    • The Polish Genealogist reserves the right to decline modifications if they significantly alter the agreed scope of work or are impractical.
  5. Delivery of Research Results
    • Upon completion, the research findings are provided in the format agreed upon with the Client, such as:
      • A written report containing the research methodology and results,
      • Digital copies of retrieved records,
      • A family tree in graphical or database format,
      • Certified copies of official documents (if applicable).
    • The final documentation is delivered electronically via email or secure cloud storage. If the Client requests physical copies, they will be shipped via courier, subject to additional shipping costs.
  6. Exceptional Circumstances
    • The Polish Genealogist is not responsible for delays caused by:
      • Archive closures, administrative delays, or restrictions imposed by official institutions.
      • Unforeseen legal or governmental changes affecting document retrieval.
      • Unexpected difficulties in accessing historical records.
    • If the research cannot be completed due to external circumstances beyond control, the Client will be informed, and potential alternative solutions will be discussed.

V. Payments and Refunds

  1. The total service cost is agreed upon before work begins.
  2. Payment options:
    • Bank transfer (preferred method).
    • Google Pay, Apple Pay, credit/debit card, PayPal (available only if applicable in a given case and subject to a processing fee of 2-4%, depending on the payment provider).
  3. Payment structure:
    • Clients may choose to pay in full upfront or in two instalments upon request.
    • Work will not commence until at least 50% of the estimated cost is paid.
  4. Important considerations regarding genealogical research:
    • Genealogical research often involves examining historical documents that may be several hundred years old. While most records are preserved, some may be difficult to access due to administrative restrictions or historical events.
    • We make every effort to retrieve all possible information and documents within the agreed budget, but some searches may be limited by the availability of records or the complexity of the case.
    • The scope of research is directly influenced by the Client’s budget. Some cases require extensive archive work, which may not be feasible within a smaller budget due to the large volume of documents that need to be examined.
  5. Withdrawal and refunds:
    • If a Client withdraws within 14 days of making a payment and before research begins, they are entitled to a refund, minus any costs already incurred (e.g., administrative fees, initial inquiries).
    • If the research has started, payments are non-refundable, even if:
      • The requested document does not exist in the official records, despite the information provided by the Client.
      • A government institution rejects an application for reasons beyond the Service Provider’s control.
      • The research does not yield the expected results, but was conducted in a professional and thorough manner based on available sources.
  6. Delays and external factors:
    • The Polish Genealogist is not responsible for any delays, failures, or inability to complete the research due to factors beyond its control, including but not limited to third-party institutions (archives, government offices, religious institutions, postal services), natural disasters, technical failures, or changes in applicable laws and regulations.

VI. Complaints and Liability

  1. Commitment to Client Satisfaction
    • The Polish Genealogist strives to provide the highest quality service and ensure a positive experience for every Client.
    • We operate with transparency and professionalism to ensure both parties are satisfied with the cooperation.
    • While we are committed to conducting thorough research, we cannot guarantee specific results, as the availability of records and the accuracy of historical documentation are beyond our control.
  2. Complaint Submission
    • If a Client is dissatisfied with any aspect of the service, they may submit a formal complaint within 14 calendar days from the date of document delivery.
    • Complaints can be submitted via:
      • By post – based on the postmark date.
      • By courier – based on the date of receipt by the courier company.
      • By email – based on the date received by the Service Provider.
  3. Complaint Resolution Process
    • Each complaint will be reviewed and responded to within 14 business days from the date of submission.
    • If verification requires additional archival research or coordination with institutions, the resolution period may be extended, in which case the Client will be informed of the estimated timeline.
    • If the complaint is justified, The Polish Genealogist will take appropriate corrective measures, which may include additional research, clarification of findings, or other reasonable actions.
    • If the Client’s complaint concerns external factors beyond the Service Provider’s control (e.g., lack of records, administrative decisions), the complaint may not be eligible for compensation.
  4. European Online Dispute Resolution

VII. Contract Termination

  1. Client’s Right to Withdraw
    • We understand that circumstances may change, and Clients might need to reconsider their decision. If this happens, Clients have the right to withdraw from the contract within 14 calendar days from the start of the research, provided that no substantial work has been completed.
    • If research has not yet started, a full refund will be issued, minus any administrative costs incurred (e.g., consultations, initial inquiries).
  2. Termination Procedure
    • To request contract termination, the Client must submit a formal request in writing via email or post.
    • The termination request should include the Client’s name, order details, and reason for cancellation (optional).
  3. Refund Policy and Work Progress
    • If termination occurs before any substantial research has been conducted, the Client is entitled to a partial refund, calculated based on the work already completed.
    • If the research has already started and significant work has been done (e.g., document retrieval, archival visits, translation work, report preparation), payments are non-refundable.
    • The Polish Genealogist will always strive to handle cancellations fairly, ensuring that Clients are not charged for services they have not received.
  4. Service Provider’s Right to Terminate the Contract
    • The Polish Genealogist reserves the right to terminate the contract in exceptional cases, such as:
      • The Client repeatedly fails to provide necessary information or respond to inquiries.
      • The research becomes impossible due to factors beyond control (e.g., sudden closure of archives, legal restrictions).
      • The Client engages in inappropriate, abusive, or unethical behavior towards the Service Provider.
    • In such cases, the Client will be informed in writing, and if applicable, a fair refund will be provided based on the progress of the work.

VIII. Data Protection and Confidentiality

  1. Compliance with Data Protection Laws
    • The Polish Genealogist is committed to protecting Clients’ personal data and complies with the General Data Protection Regulation (GDPR) (EU) 2016/679, as well as applicable Polish data protection laws.
    • The details of our data processing practices are outlined in our Privacy Policy, available at: https://www.polishgenealogist.co.uk/privacy-policy/.
  2. Purpose of Data Collection and Processing
    • Personal data is collected and processed solely for the purpose of providing genealogical research, document retrieval, and related services.
    • The types of data we may collect include, but are not limited to:
      • Contact information (name, email address, phone number).
      • Family history details provided for research purposes.
      • Payment and transaction data (processed securely via third-party providers).
      • Any additional information necessary to fulfil the Client’s request.
  3. Confidentiality and Data Sharing
    • All data provided by Clients is handled with strict confidentiality and is used only for the agreed-upon research and service execution.
    • The Polish Genealogist does not share personal data with third parties for marketing or commercial purposes.
    • However, personal data (including names, family details, and contact information) may be disclosed to official institutions, archives, or other relevant authorities if necessary to complete genealogical research, retrieve documents, or facilitate administrative processes. Examples of such institutions include:
      • Polish and foreign state archives and historical institutions,
      • Civil registry offices for retrieving birth, marriage, and death certificates,
      • Government agencies and embassies when assisting with Polish citizenship applications,
      • Church and religious archives for accessing baptismal or other ecclesiastical records.
    • Data will only be shared with such entities when strictly necessary and only to the extent required for completing the requested service.
  4. Client Rights Under GDPR
    Clients have the following rights regarding their personal data:
    • Right to access – Clients can request a copy of their personal data processed by The Polish Genealogist.
    • Right to rectification – Clients can request corrections to inaccurate or incomplete personal data.
    • Right to erasure (right to be forgotten) – Clients can request the deletion of their personal data, subject to legal and contractual obligations.
    • Right to restriction of processing – Clients can request a temporary restriction on the processing of their data in certain circumstances.
    • Right to data portability – Clients can request a structured, commonly used format of their data for transfer to another service provider.
    • Right to object – Clients can object to the processing of their data in specific situations.
    • Right to withdraw consent – If data processing is based on consent, Clients can withdraw their consent at any time.
  5. Data Retention Policy
    • Personal data is stored only for as long as necessary to fulfil the service and meet legal or regulatory requirements.
    • Upon request, data can be deleted or anonymised unless legal obligations require its retention.
  6. Cookies and Website Tracking
    • Our website uses cookies to improve user experience and analyze traffic. Details on cookie usage can be found in our Privacy Policy.
  7. Contact for Data Protection Requests
    • Clients wishing to exercise their rights regarding personal data may contact us at:

IX. Governing Law and Jurisdiction

  1. Applicable Law
    • These Terms and Conditions, as well as any agreements concluded between the Client and The Polish Genealogist, are governed by the laws of Poland.
    • Any matters not regulated herein shall be subject to applicable provisions of Polish law, including but not limited to:
      • The Civil Code of Poland,
      • The Act on the Provision of Electronic Services (18 July 2002),
      • The General Data Protection Regulation (GDPR) (EU) 2016/679,
      • Any other relevant national and European laws applicable to the provided services.
  2. Jurisdiction and Dispute Resolution
    • Any disputes arising from these Terms and Conditions or services provided by The Polish Genealogist shall be resolved before a court designated by the Service Provider, with particular consideration given to courts in Szczecin or Warsaw.
    • The Service Provider reserves the right to indicate the specific court jurisdiction at its discretion, depending on the nature of the dispute.
    • Before initiating formal legal proceedings, both parties agree to attempt to resolve any disputes amicably through negotiation or mediation.
    • If an amicable resolution is not possible, disputes will be resolved through a competent Polish court designated by The Polish Genealogist.
  3. Limitation of Legal Claims
    • The Client agrees that any claims related to services provided by The Polish Genealogist must be raised within 6 months from the date of service completion. After this period, claims will be considered expired and legally unenforceable.
  4. Liability Disclaimer
    • The Polish Genealogist shall not be held liable for:
      • Delays or inability to complete research due to reasons beyond its control (e.g., archive closures, government processing delays, lack of records).
      • Decisions made by administrative offices or other institutions that affect the outcome of the Client’s case.
      • Errors or discrepancies in historical documents that originate from official records and archives.
      • Any financial, legal, or personal consequences resulting from the use of the provided research.
  5. Severability Clause
    • If any provision of these Terms and Conditions is found to be invalid or unenforceable under applicable law, the remaining provisions shall remain in full force and effect.

X. Copyright and Intellectual Property

  1. Ownership of Research Materials and Website Content
    • All genealogical research reports, historical analyses, document translations, family trees, photographic restorations, and related materials provided by The Polish Genealogist are intellectual property of The Polish Genealogist, unless explicitly agreed otherwise in writing.
    • The website content, including text, images, databases, and other materials, is also protected under copyright law.
  2. Permitted Use by Clients
    • The Client is granted a non-exclusive, non-transferable licence to use the research materials for personal, educational, and non-commercial purposes.
    • The Client may share research findings with family members, friends, or for personal historical documentation.
    • The Client may use research in exhibitions, articles, or other public presentations, provided that The Polish Genealogist is credited as the source where applicable.
  3. Restrictions on Commercial and Competitive Use
    • The Client may not:
      • Sell, republish, or distribute research materials for commercial gain without explicit written permission.
      • Modify, misrepresent, or claim authorship of the research.
      • Provide research materials to competitors or use them in a way that directly supports competing services.
    • The methodologies, research techniques, and proprietary processes used by The Polish Genealogist are trade secrets and may not be copied, replicated, or commercially exploited.
  4. Protection Against Unauthorised Use
    • Any unauthorised commercial use, reproduction, or distribution of The Polish Genealogist’s materials may result in legal action.
    • The Polish Genealogist reserves the right to request the removal of any unauthorised use of its work, especially if used by competitors or for profit without permission.