Pro Document Terms of Service

§1. Definitions

• Provider — Pro Document Sp. z o.o., address: ul. Ofiar Oświęcimskich 17/301, 50-069 Wrocław; NIP: 8971939103, REGON: 528914234, KRS: 0001111057
• Client — a natural person who concludes a service agreement with the Provider
• Platform — the Pro Document system available at prodocument.ai for managing client cases
• Services — legal services relating to the legalization of residence (karta pobytu (residence card), citizenship, appeals, business registration)
• Case — an individual service provided to the Client on the basis of a separate agreement

§2. Scope of services

Pro Document provides services in the following areas: legalization of foreigners' residence in Poland (karta pobytu czasowego (temporary residence card), stałego (permanent residence card), karta rezydenta UE (EU long-term resident card)), obtaining work permits, appeal procedures, registration of business activity, employee relocation, immigration advisory, and representation before the Urzędy Wojewódzkie (Voivodeship Offices) on the basis of a power of attorney.

§3. Conclusion of the agreement

1. The agreement is concluded after acceptance of these Terms and confirmation of the order for a specific Service
2. The Client registers on the Platform, accepting these Terms and the Privacy Policy
3. A specific Case requires the conclusion of a separate detailed agreement (legal services agreement) and the granting of a power of attorney to the Provider
4. The power of attorney is granted to the natural person representing Pro Document — it covers proceedings before the Urzędy Wojewódzkie (Voivodeship Offices), the Szef Urzędu do Spraw Cudzoziemców (Head of the Office for Foreigners) and the Wojewódzki Sąd Administracyjny (Voivodeship Administrative Court)

§4. Fees

• Standard price for a karta pobytu czasowego (temporary residence card): 2 000 PLN for full handling of the case
• State fees (opłata skarbowa (stamp duty), the card issuance fee, the power of attorney fee) are borne separately by the Client and are non-refundable in the event of a refusal
• Sworn translations, notarized copies, apostille — actual costs, borne separately
• The price does not change if the processing of the case is prolonged by the Urzędy (Offices)

§5. Payments

1. Payment may be made in a single instalment (2 000 PLN) or in three instalments (750 + 750 + 500 PLN)
2. The first instalment is payable before work on the case begins
3. The second and third instalments are charged automatically (Tpay BLIK Cyclic) on the specified dates
4. In the event of a refund (cancellation of the case before the wniosek (application) is submitted) — a full refund of the amount paid, less the actual costs incurred
5. After the wniosek (application) is submitted to the UW (Voivodeship Office) — no refunds are made, as the service has been performed

§6. Client's obligations

• Providing all required documents in a legible and complete form
• Promptly informing of any changes: place of residence, place of work, family status, passport data
• Responding to wezwania Urzędu (official requests) within 7 days of receipt
• Appearing in person at the UW (Voivodeship Office) for biometrics on the appointed date
• Maintaining the confidentiality of information provided by Pro Document

§7. Pro Document's obligations

• Professional handling of the case in accordance with applicable Polish law and GDPR (RODO)
• Keeping the Client regularly informed of the progress of the case via the Platform and WhatsApp
• Responding to wezwania Urzędu (official requests) on time
• Observing professional secrecy with respect to information about the Client
• Representing the Client in administrative proceedings within the scope of the power of attorney granted

§8. Complaints

Complaints must be submitted in writing to the email address: prodocumentt@gmail.com or to the Provider's registered office. Pro Document has 14 days to respond. In the event of a dispute, the competent court is the Sąd Rejonowy (District Court) in Wrocław or the court having jurisdiction over the place of residence of a Client who is a consumer.

§9. Right of withdrawal from the contract

1. A Client who is a consumer has the right to withdraw from a distance contract within 14 days of its conclusion, without giving any reason.
2. To exercise the right of withdrawal, the Client submits an unequivocal statement — in writing to the Provider's registered office or to the email address: prodocumentt@gmail.com. The Client may use the model form provided below, but this is not mandatory. To meet the deadline, it is sufficient to send the statement before the deadline expires.
3. In the event of withdrawal, the Provider returns all payments received without delay, no later than within 14 days of receiving the statement, using the same means of payment.
4. If the Client requested that the provision of services begin before the withdrawal period expired (which is often necessary to meet official deadlines), gave explicit consent to this, and acknowledged that they lose the right of withdrawal once the service is fully performed — the right of withdrawal expires upon full performance of the service (art. 38 pt 1 of the Consumer Rights Act).
5. In the case of withdrawal after the service has begun but before it is fully performed, the Client is obliged to pay for the services rendered up to the moment of withdrawal — in proportion to the scope of the work performed. State fees already paid on behalf of the Client are not refundable by the Provider.

Model withdrawal form (complete and return only if you wish to withdraw): Addressee: Pro Document Sp. z o.o., ul. Ofiar Oświęcimskich 17/301, 50-069 Wrocław, email: prodocumentt@gmail.com. — “I/We hereby give notice of my/our withdrawal from the contract for the provision of the following service: […………]. Date of conclusion of the contract: […………]. Consumer's name: […………]. Consumer's address: […………]. Date: […………]. Signature (only if this form is sent on paper): […………].”

§10. Final provisions

• These Terms are effective as of 14 May 2026
• Amendments to these Terms are published on the Platform 14 days in advance
• For matters not regulated herein — the provisions of the Civil Code, the Consumer Rights Act, the Act on the Provision of Services by Electronic Means and GDPR (RODO) apply
• The Polish version of these Terms is legally binding in the event of any linguistic discrepancies