RELOPOL LIMITED Policies and Terms
Website, Client Services and Internal Governance Pack
Prepared for RELOPOL LIMITED
Version 1.1 | Effective date 15 September 2026 | Next review 15 September 2027
Purpose of this pack
This pack provides a coordinated set of public-facing terms and internal policies for RELOPOL LIMITED. It is designed for a UK company offering business start-up and SME consultancy, operational and international-expansion support, practical Poland relocation assistance, and tutoring or short training courses. Each document should be published or issued only where relevant to the service and customer relationship.
Implementation note: complete the outstanding company and operational fields and the actions at the end of this pack before publishing the affected policies. Review comments identify material amendments and decisions requiring confirmation. The effective date does not retrospectively change an existing client contract or replace any consent needed for a new use of personal information.
Company details
Field
Current entry
Legal name
RELOPOL LIMITED
Company number
[17427829 ]
Registered office
[Registered Office Address 63, Colburn Lane, Catterick Garrison, DL9 4NJ]
Website
ICO registration
[INSERT ICO REGISTRATION NUMBER IF APPLICABLE]
Telephone
+44 7752 024103
Contents
1 Privacy Policy
2 Confidentiality Policy
3 Cookie Policy
4 Website Terms of Service
5 Terms of Business
6 Cancellation and Refund Policy
7 Complaints Policy
8 Third Party Legal Advice and Immigration Disclaimer
9 Use of Artificial Intelligence Policy
10 Anti Bribery Corruption and Money Laundering Policy
11 Equality Diversity and Inclusion Policy
12 Accessibility Statement
13 Information Security Policy
1 Privacy Policy
Document control
Details
Applies to
Website visitors, enquiries, clients, learners, parents or guardians, suppliers and business contacts
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
1.1 Who we are
RELOPOL LIMITED is the controller of personal information covered by this policy unless we say otherwise. Our company number is [INSERT COMPANY NUMBER], our registered office is [INSERT REGISTERED OFFICE ADDRESS], our website is https://relopol.co.uk, and our contact email is relopolgroup@outlook.com.
1.2 Information we may collect
• Identity and contact details, including name, address, email, telephone number and preferred language.
• Enquiry, booking, contract, payment and transaction information. We normally receive payment status and limited payment details rather than complete card data.
• Service information, including business objectives, relocation circumstances, education needs, lesson notes, progress and communications.
• Identity-verification and due-diligence information where reasonably required.
• Technical and usage data, such as IP address, browser, device, pages viewed, cookie choices and security logs.
• Marketing preferences, feedback, complaints and correspondence.
• Special-category information, such as health information needed for an adjustment, only where necessary and supported by an Article 6 lawful basis and a separate Article 9 condition. Criminal-offence information requires a lawful basis and separate authority under Article 10 and applicable domestic law. We do not collect either category merely because it may be convenient.
1.3 How we obtain information
We obtain information directly from you, from a parent or guardian, from someone authorised to act for you, through our website and communications, and from service providers or public sources where lawful and relevant. Where we obtain information indirectly, we provide the required privacy information within the applicable legal time limit, normally within one month and, where earlier, at first contact or first disclosure, unless a lawful exception applies. We identify the relevant source and information categories where required.
1.4 Purposes and lawful bases
Purpose
Typical lawful basis
Answer enquiries and take steps before a contract
Steps at your request before entering a contract; legitimate interests
Provide and administer services, bookings, certificates and support
Contract for the contracting individual; legitimate interests for relevant non-contracting contacts or learners, subject to assessment
Process payments, invoices, accounts and tax records
Contract; legal obligation
Safeguarding and handling emergencies
Legitimate interests where appropriate; vital interests in qualifying emergencies; legal obligation only where a specific duty applies. Sensitive data requires an additional condition.
Prevent fraud, protect systems, verify identity and manage disputes
Legitimate interests; legal obligation
Improve services and obtain feedback
Legitimate interests
Send electronic marketing
Consent where required; otherwise legitimate interests where permitted
Use non-essential cookies or analytics
Consent under our current optional-cookie policy
Comply with legal or regulatory duties
Legal obligation
We select and document the lawful basis appropriate to each activity; the alternatives in the table are not interchangeable. Our legitimate interests include answering business enquiries, administering services for learners or client personnel who are not contracting parties, improving services, protecting systems and resolving disputes. We balance these interests against individual rights, particularly children’s interests. Consent may be withdrawn at any time without affecting earlier lawful processing. Contractual or legally required information is identified when requested; without necessary details we may be unable to provide the service. Optional information is identified as optional.
1.5 Children and tutoring
A parent or guardian should arrange services for a child unless the child is legally able to enter the relevant arrangement. We limit information about children to what is needed for tuition, communication, safeguarding, payment and records and explain its use in age-appropriate language. A parent’s contract does not itself provide a contractual lawful basis for processing the child’s information. Recordings require advance information about purpose, access and retention, an appropriate lawful basis and any necessary consent. Photographs, testimonials or certificates identifying a child must not be published without appropriate separate permission. Safeguarding disclosures may be made without consent where lawful and necessary to protect a child.
1.6 Sharing information
We may share necessary information with website, hosting, scheduling, communications, payment, accounting, IT, document-storage and professional-service providers; carefully selected tutors, consultants, translators or relocation suppliers; authorities where required by law or necessary to protect a person; and a buyer or adviser involved in a genuine business reorganisation. Each recipient receives only what is reasonably necessary. Third-party professionals act under their own terms and privacy notices where they are independent controllers.
1.7 International transfers
Some providers or recipients may process information outside the United Kingdom, including in Poland or elsewhere in the European Economic Area. For restricted transfers, we assess the destination and use a valid adequacy regulation, approved contractual safeguards with any required transfer assessment, or another legally available mechanism. Contact us for information about the safeguards relevant to your data and how to obtain a copy, subject to lawful redactions. Where EU GDPR also applies, we meet its applicable transfer and transparency requirements.
1.8 Retention
We keep information only as long as needed for the purpose collected, legal and tax requirements, safeguarding, insurance, complaints and the establishment or defence of claims. Typical working periods are set below and may be extended where a dispute, legal hold or safeguarding concern requires it.
Record
Typical period
Unsuccessful general enquiries
Up to 12 months
Client contracts, material correspondence and invoices
Normally 6 years after contract completion or termination; tax records for the applicable statutory period; longer only where justified by a legal hold or claim
Tutoring attendance and routine progress notes
Up to 1 years after the course ends, unless a shorter period is appropriate
Safeguarding records
According to the nature of the concern and applicable safeguarding guidance
Marketing records and suppression lists
Marketing data until withdrawal, objection or expiry under a reviewed retention rule; minimal suppression data retained as necessary to honour opt-outs
Security logs and cookie-consent records
According to risk and provider settings, normally no longer than reasonably necessary
1.9 Your rights
Depending on the circumstances, you can request access, correction, erasure, restriction or portability of your information, object to processing and withdraw consent. You may object to direct marketing at any time, and we will stop using your information for that purpose. Other rights depend on the legal basis and circumstances. We respond without undue delay and normally within one month, subject to any lawful extension or pause; we explain any extension or refusal. We request only proportionate identity checks where needed. We do not use solely automated decisions with legal or similarly significant effects under these policies.
1.10 Complaints and contact
Contact relopolgroup@outlook.com to exercise your rights or raise a data-protection complaint; you do not need to use a particular form. We aim to acknowledge complaints within 3 working days and in all cases within the applicable 30-day limit, investigate without undue delay, keep you informed and explain the outcome. You may complain to the Information Commissioner’s Office at https://ico.org.uk/ or telephone 0303 123 1113. Where EU GDPR applies, you may also complain to the competent EU supervisory authority, including the Polish authority UODO where relevant. Our internal process does not remove these rights.
1.11 Changes
We review this policy at least annually, with the next scheduled review on 15 September 2027, and sooner when services, suppliers or law change. Material changes will be communicated appropriately. A policy update does not itself authorise a new use of information or replace a required lawful basis or consent.
2 Confidentiality Policy
Document control
Details
Applies to
Directors, staff, tutors, contractors, consultants and clients where incorporated into an agreement
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
2.1 Commitment and scope
We treat confidential information with care and use it only for the purpose for which it was provided. Confidential information includes personal data, business plans, financial material, teaching records, relocation documents, pricing, credentials, case information, intellectual property and information that a reasonable person would understand to be confidential.
2.2 Our controls
• Access is limited to people who need the information for authorised work.
• Staff and contractors must follow written confidentiality and security obligations.
• Information is shared through approved systems and only to the extent necessary.
• Printed material and devices must be secured and disposed of safely.
• Confidentiality continues after a role, contract or client relationship ends.
2.3 Permitted disclosure
We may disclose confidential information with the owner’s permission; to personnel and professional advisers who need it and owe confidentiality duties; or where disclosure is legally required or otherwise lawfully justified, including necessary and proportionate safeguarding or crime-prevention disclosures. A request from an authority is assessed for its legal basis and scope. Where lawful and practicable, we inform the affected person before disclosure. These exceptions do not permit unnecessary sharing or override data-protection law.
2.4 Exclusions
Confidentiality does not cover information that is lawfully public, already known without restriction, independently developed, or lawfully received from another source without a duty of confidence.
2.5 Client responsibilities and incidents
Clients must use reasonable care when sending information, check recipients and avoid unnecessary sensitive material. Suspected loss, misdirection or unauthorised disclosure must be reported immediately to relopolgroup@outlook.com. We will investigate, contain the issue, preserve evidence and make any legally required notifications.
3 Cookie Policy
Document control
Details
Applies to
Website visitors
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
3.1 What cookies are
Cookies and similar technologies store or access information on a device. They may be required for a website to operate, remember choices, measure use, support embedded content or enable advertising. This policy should be read with our Privacy Policy.
3.2 Squarespace website
Our website is built using Squarespace. Squarespace may set essential cookies needed for security, sessions, consent choices, forms, customer accounts or other enabled functions. Optional analytics, marketing or embedded-service cookies depend on the features we have activated. The live cookie banner and cookie inventory must be checked whenever the website configuration changes.
3.3 Cookie categories
Category
Purpose
Consent
Strictly necessary
Security, network management, session operation, requested functions and remembering privacy choices
Not normally required, but clear information is provided
Preferences or functionality
Remember settings or improve optional functions
Consent under our current policy unless strictly necessary
Analytics
Understand visits, performance and use
Prior consent under our current policy
Marketing
Measure campaigns, build audiences or personalise advertising
Required before setting or accessing cookies
Embedded third-party content
Enable maps, video, scheduling, chat or social content
May be required depending on the technology
3.4 Your choices
Our policy is to obtain consent before using optional analytics, marketing and other non-essential storage or access technologies. We do not rely on a statistical or other additional exemption unless its conditions and the rules applicable to the visitor have been assessed and this policy updated. The banner must offer equally clear accept and reject choices and category controls, with optional technologies disabled before consent. Consent can be withdrawn through an accessible cookie-settings control as easily as it was given. Browser controls are also available, although blocking essential cookies can affect the website.
3.5
3.6 Updates and contact
We may update this policy when website features or providers change. Questions may be sent to relopolgroup@outlook.com.
4 Website Terms of Service
Document control
Details
Applies to
All users of the RELOPOL LIMITED website
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
4.1 Acceptance and information status
By using the website, you agree to these terms. Website content is general information only. It is not legal, immigration, tax, financial, medical or other regulated professional advice and must not be relied upon as a substitute for advice tailored to your circumstances.
4.2 Permitted use
• Use the website lawfully and in a way that does not infringe another person’s rights.
• Do not introduce malware, attempt unauthorised access, scrape the site excessively, interfere with security, impersonate another person or submit false information.
• Do not copy, republish or commercially exploit website content except as permitted by law or with written permission.
4.3 Accuracy and availability
We aim to keep information useful and current, but laws, official processes, fees, availability and third-party requirements can change. We do not guarantee that all content is complete, current, uninterrupted or error-free. We may suspend, change or withdraw website content or functions.
4.4 Intellectual property
Unless stated otherwise, RELOPOL LIMITED or its licensors own the website design, text, graphics, training materials, branding and other content. Trade marks and third-party content remain the property of their owners. Personal, non-commercial viewing is permitted; other use requires permission unless the law allows it.
4.5 Links and user submissions
Links to external websites are provided for convenience and do not amount to endorsement. External sites have their own terms and privacy practices. You must have the right to submit any content or documents you send us. Do not submit unlawful, defamatory, infringing or malicious material.
4.6 Liability
Nothing in these terms excludes or limits liability that cannot lawfully be excluded or limited, including death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or consumer statutory rights. We remain responsible for loss for which the law makes us responsible. The general-information and third-party-link provisions do not exclude responsibility for our own negligence, misleading statements or breach of an applicable duty.
4.7 Governing law
These terms are governed by the law of England and Wales. If you are a consumer, you retain any mandatory protections and rights to bring proceedings available under the law applicable to you. Business users submit to the exclusive jurisdiction of the courts of England and Wales.
5 Terms of Business
Document control
Details
Applies to
Clients purchasing consultancy, relocation support, tutoring, training or related services
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
5.1 Contract and priority
These terms apply with the proposal, booking confirmation, statement of work or service schedule supplied before the contract is made. A consumer is an individual acting wholly or mainly outside their trade, business, craft or profession. A contract begins when we confirm acceptance in writing or both parties sign; any other acceptance method must be expressly agreed. We provide consumers with the required pre-contract information and confirmation in a form they can retain before service delivery. A service-specific agreement takes priority only to the extent clearly agreed and lawful; it cannot override mandatory consumer rights. Early performance is governed by the Cancellation and Refund Policy.
5.2 Services
We will provide the agreed services with reasonable care and skill. Scope, deliverables, timetable, fees, assumptions and client responsibilities will be recorded in writing. Dates are estimates unless expressly agreed as fixed. We may use appropriately selected staff, tutors, contractors and third-party providers while remaining responsible for our own contractual obligations.
5.3 Client responsibilities
• Provide timely, accurate and complete information and tell us promptly when circumstances change.
• Make decisions, obtain necessary permissions and cooperate with reasonable requests.
• Check final documents, applications and factual content before submission or use.
• Attend booked sessions on time and provide suitable equipment and internet access for online services.
• Use our services and materials lawfully and not ask us to mislead an authority or third party.
5.4 Fees, expenses and payment
Fees, VAT status, currency, deposit, instalments, expenses and payment deadline will be stated in the booking or proposal. Unless stated otherwise, invoices are payable within 14 days. We may pause work or withhold non-essential deliverables for overdue undisputed sums after giving reasonable notice. The client must pay only lawful interest and recovery costs applicable to the transaction; consumer protections are unaffected.
5.5 Changes and additional work
Either party may propose a change. Additional work, urgent work, repeated revisions, travel, translation, official fees or third-party charges outside scope require written agreement, including the price or calculation method. We will not incur additional charges on the client’s behalf without express authority. Emergency expenditure is permitted only within a specific authority already agreed with the client.
5.6 Relocation support
Relocation services may include planning, checklists, research, coordination, introductions, translation support and practical administration. Unless expressly agreed and lawfully authorised, we do not act as a solicitor, immigration adviser, tax adviser, estate agent, financial adviser or public authority. Clients must provide accurate information, approve declarations and obtain appropriate independent advice. We remain responsible for tasks and deadlines we expressly undertake and for performing our agreed service with reasonable care and skill.
5.7 Business consultancy
Recommendations are based on the agreed scope and information available at the time. Commercial outcomes depend on decisions and circumstances outside our control. Company formation, registered-office, secretarial, accounting, tax, regulated legal or trust/company services are provided only if expressly agreed and if all necessary registrations, supervision and professional arrangements are in place.
5.8 Tutoring and training
We tailor teaching to the learner’s stated goals but do not guarantee examination grades, language proficiency, employment or promotion. Certificates confirm attendance or completion; they are not accredited qualifications or proof of an externally recognised standard unless this is expressly and accurately stated. Learners must comply with reasonable conduct, safeguarding and platform rules. For children, a parent or guardian agrees emergency contact, session and supervision arrangements before lessons begin. This does not remove our safeguarding responsibilities. Translation work is supplied only within the agreed competence and scope; certified, sworn or official translations require a suitable provider and acceptance by the receiving authority.
5.9 Third parties
We distinguish between subcontractors delivering our contracted service and independent providers with whom the client contracts directly. We remain responsible for our contractual obligations when using subcontractors. For an independent introduction, we identify the provider and separate contract before commitment and explain relevant charges or referral commissions. We do not guarantee an independent provider’s performance, but remain responsible for our own selection, representations and coordination where these form part of our service.
5.10 Intellectual property and licence
Each party retains pre-existing intellectual property. On full payment, the client receives a non-exclusive licence to use the deliverables for the agreed business or personal purpose, including sharing with advisers, employers, authorities or other intended recipients where needed for that purpose. Resale or general redistribution of our reusable templates, teaching resources and methods, or their use to train an AI system, requires written permission unless the law permits otherwise. Client-provided materials remain the client’s or its licensors’ property. Any different ownership or licence arrangement must be agreed in writing.
5.11 Confidentiality and data protection
Each party will protect the other’s confidential information. We process personal information in accordance with our Privacy Policy and applicable law. Where one party processes personal data solely on the other’s documented instructions, the parties will put an appropriate data-processing agreement in place.
5.12 Suspension and termination
Either party may terminate for a material breach not remedied within a reasonable period specified in written notice, or immediately where lawful because of illegality, fraud, serious misconduct or a serious safety risk. We may suspend work for overdue undisputed payment, missing essential information or substantiated compliance concerns, explaining the reason and giving reasonable opportunity to resolve it where practicable. Insolvency-related action is subject to applicable restrictions on terminating supply contracts. On termination, the client pays only for services properly supplied and authorised, lawful non-cancellable costs; we refund unused advance payments after lawful deductions and provide an appropriate handover. Statutory cancellation and other consumer remedies take priority.
5.13 Liability
Nothing excludes or limits liability where unlawful, including death or personal injury caused by negligence, fraud or fraudulent misrepresentation. Any limitation of liability for a business client must be expressly set out in the service agreement and satisfy applicable legal requirements, including reasonableness where required. There is no automatic fees-only cap or blanket exclusion of lost profits under these standard terms. For consumers, we are responsible for foreseeable loss caused by our breach or failure to use reasonable care and skill and preserve all mandatory statutory rights and remedies.
5.14 Events outside control
A party affected by an event outside its reasonable control must notify the other promptly, take reasonable steps to reduce the impact and explain revised arrangements. This does not excuse an existing payment obligation or remove mandatory rights. If the delay substantially defeats the agreed purpose or no reasonable revised timetable can be agreed, either party may end the affected service. We refund advance payments for services not supplied, subject only to lawful deductions and the consumer’s statutory rights.
5.15 General terms
Neither party may assign the contract without consent, except that we may assign it as part of a genuine business reorganisation without reducing consumer protections. If a term is invalid, the remainder continues. Delay in enforcement is not a waiver. No third party may enforce the contract under the Contracts Rights of Third Parties Act 1999 unless expressly stated. Changes must be agreed in writing. English law governs the contract, subject to mandatory consumer law and jurisdiction rights.
6 Cancellation and Refund Policy
Document control
Details
Applies to
Consumers and business clients booking services
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
6.1 Consumer cooling-off rights
A consumer entering a distance or off-premises service contract will normally have 14 days after the day the contract is made to cancel without giving a reason. We explain any legally applicable exception before booking. If required cancellation information is not supplied, the cancellation period may be extended by up to 12 months. Booking a lesson for a particular date does not by itself mean we treat it as exempt. Where a service is fully performed during the cancellation period, the right ends only if the required express early-start request and acknowledgement of loss of that right were obtained.
6.2 Starting during the 14-day period
We will not begin during the cancellation period unless the consumer expressly requests it. For an off-premises contract, the request must be on a durable medium, such as email. We also obtain an express acknowledgement that the right to cancel is lost once the service is fully performed. If the consumer cancels after an authorised start but before completion, we may charge only the lawful proportion for services supplied, calculated against the agreed total price or market value where the total is excessive. No such charge is due where the required information or express request was not provided. The request and acknowledgement must be separate from general acceptance of terms.
6.3 Bookings and missed sessions after the cooling-off period
Notice given
Standard treatment
At least 48 hours before a tutoring session, consultation or appointment
Reschedule once without charge, or cancel for a refund of the session fee
At least 24 hours but less than 48 hours before
Up to 50% of the session fee, limited to reasonable net loss
Less than 24 hours or non-attendance
Up to 100% of the session fee, limited to reasonable net loss
Cancellation by RELOPOL LIMITED
Client chooses a reasonable reschedule or a refund for the undelivered service; other statutory remedies remain available
Course or project cancellation
Apply the proposal or course schedule, deducting only services supplied and lawful non-recoverable commitments
The table applies only outside statutory cooling-off rights and subject to any more favourable agreed terms. Charges are maximums, not automatic penalties: they must reflect reasonable net loss caused by cancellation, after saved costs, replacement bookings and reasonable steps to reduce loss. We do not charge twice for the same loss and explain deductions on request. Emergencies may justify a waiver. If a client is late, the session may still end at the scheduled time. Refunds for cancelled services are not restricted to credit where a money refund is due.
6.4 Refunds
For a valid statutory cancellation of a service contract, refunds are made without undue delay and no later than 14 days after we are informed of cancellation. We use the original payment method unless the consumer expressly agrees otherwise and charge no refund fee. Only deductions permitted by law may be made. Independent third-party or official fees paid directly by the client follow that separate arrangement. Where we collected the payment, we cannot refuse a legally required refund simply because a supplier will not reimburse us. For other cancellations, we explain any lawful deduction and refund the balance within 14 days after cancellation is agreed.
6.5 Defective services
If a consumer service is not performed with reasonable care and skill or does not match binding information given about it, the consumer may be entitled to repeat performance, a price reduction or another statutory remedy. Nothing in this policy restricts those rights.
6.6 How to cancel
You may cancel by emailing relopolgroup@outlook.com, writing to our registered office or giving any other clear statement through a contact channel we make available. Include your name and service details if possible. The model wording is optional. For statutory cancellation, sending the notice before the deadline is sufficient; our acknowledgement is not a condition of a valid cancellation. Keep evidence of sending. We will confirm receipt and explain any amount payable or refundable.
6.7 Model cancellation wording
To: RELOPOL LIMITED, relopolgroup@outlook.com. I give notice that I cancel my contract for the following service: [SERVICE]. Ordered on: [DATE]. Consumer name: [NAME]. Address: [ADDRESS]. Date: [DATE]. Signature only if submitted on paper: [SIGNATURE].
7 Complaints Policy
Document control
Details
Applies to
Clients, learners, parents or guardians and website users
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
7.1 Our approach
We welcome the opportunity to resolve concerns fairly, promptly and without retaliation. A complaint may concern service quality, conduct, communication, billing, privacy, accessibility, discrimination, safeguarding or another aspect of our work.
7.2 How to complain
You can complain by email to relopolgroup@outlook.com, by telephone on +44 7752 024103, or in writing to our registered office. Describe what happened and the outcome you seek; supporting details are helpful but no special wording or form is required. Complaints about the usual handler should be marked for the Director. If the Director is involved, we will explain the available review arrangements and any limits on internal independence. Reasonable adjustments and alternative formats are available.
7.3 Process and timescales
1. We aim to acknowledge complaints within 3 working days. Data-protection complaints must in all cases be acknowledged within the applicable 30-day legal limit.
2. We will identify any immediate safety, safeguarding, data-security or legal issue and take proportionate action.
3. We investigate without undue delay and aim to give a written outcome within 15 working days. If more time is needed, we explain why, keep the complainant informed and give an updated date. Statutory deadlines for information-rights requests or other duties are handled separately and are not extended by this complaints process.
4. If dissatisfied, please request a review within 14 days where possible. This is an administrative target and does not bar later complaints or statutory rights. A person not materially involved reviews the decision where practicable; otherwise we explain the available route. We normally provide a final review response within 15 working days and without undue delay for data-protection complaints.
7.4 Outcomes and records
Possible outcomes include explanation, apology, correction, repeat performance, rescheduling, refund or price reduction where appropriate, staff guidance, supplier action, process improvement or refusal where the complaint is not upheld. We keep proportionate records to identify themes while protecting confidentiality.
7.5 External routes
Our final response explains any applicable independent route and, where required, identifies a competent alternative dispute-resolution body, its website, and whether we are obliged or willing to participate. We do not claim membership of an ADR scheme unless confirmed. Data-protection complaints may be referred to the ICO or the relevant EU supervisory authority where applicable. Consumers may contact Citizens Advice, a relevant consumer body in their country, or the courts. Our internal procedure does not restrict external remedies or statutory time limits.
8 Third Parties, Legal Advice and Immigration Disclaimer
Document control
Details
Applies to
Website users, enquirers and clients
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
8.1 Practical support only
RELOPOL LIMITED provides practical information, organisation, research, verbal translation or coordination only within the agreed scope. Unless we expressly state otherwise in writing and identify the appropriately authorised professional, we do not provide reserved legal services, legal representation, regulated immigration advice, tax advice, financial advice or a determination of legal rights.
8.2 Immigration boundary
UK immigration advice and services within the statutory regulatory scope require IAA registration, authorisation through an approved professional body or a valid exemption. We must not assess a client’s UK immigration eligibility, select an immigration route, advise on an application or make representations unless the activity is lawfully authorised. This UK regime must not be presented as authorisation to advise on Polish immigration law. Advice on Polish residence, visas or legal rights must be referred to a professional competent and lawfully entitled to advise in that jurisdiction. Calling work administrative or adding a disclaimer does not change its legal nature.
8.3 What we may do
• Provide publicly available factual information and signpost official sources.
• Help organise appointments, travel, accommodation, utilities and practical settling-in tasks.
• Translate or explain ordinary language without interpreting legal effect, where competent to do so.
• Provide genuinely clerical support within competence; stop and refer the matter if completing a form, selecting evidence or responding to a question requires legal or immigration judgment.
• Refer a client to an independent solicitor, regulated immigration adviser, accountant, tax adviser or other professional.
8.4 Third-party advisers and official decisions
Independent providers are responsible for services supplied under their separate contracts. We remain responsible for our own agreed work, including subcontracted work, as explained in the Terms of Business. Official bodies control their own decisions and outcomes. Clients must check declarations and supply accurate information; this does not excuse us from a task or deadline we expressly undertake. We do not promise that a referral guarantees regulatory approval or a successful outcome.
8.5 No reliance and urgent matters
Do not rely on general website content or informal communications for a legal, immigration, tax or financial decision. Obtain independent regulated advice, particularly where a deadline, removal action, visa expiry, court process, tax liability, insolvency, safeguarding issue or significant financial commitment is involved. In an emergency, contact the appropriate authority or qualified professional immediately.
9 Use of Artificial Intelligence Policy
Document control
Details
Applies to
Clients, learners, website users, staff and contractors
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
9.1 Purpose and principles
RELOPOL LIMITED does use artificial intelligence to assist with drafting, advertising, research planning, lesson preparation, administration, summarisation, quality checks, analytics and idea generation. AI supports human work; it does not replace professional judgment, factual verification, safeguarding decisions or regulated advice.
9.2 Human oversight
• A responsible person reviews material before it is relied upon or sent as final work.
• Important facts, calculations, sources, translations and legal or official requirements are checked against suitable sources.
• AI output is not represented as the work of a regulated professional or as guaranteed accurate.
• Decisions with legal or similarly significant effects must not be made solely by AI. Meaningful human assessment is required, with authority to question or change the result.
9.3 Personal and confidential information
Personal, confidential, commercially sensitive, safeguarding, credential or payment information must not be entered into an AI system unless the Director has approved a necessary and lawful use after assessing the provider, contract, training and retention settings, security, international transfers and client instructions. Use anonymous or minimised inputs wherever possible; removing a name alone may not anonymise a document. Consumer AI accounts must not be used for client-confidential material. A paid or business subscription does not by itself establish compliance. Assess whether a data-protection impact assessment is required and complete it before high-risk processing. All information is manually reviewed, redacted and cleared for submission prior to the use of AI.
9.4 Intellectual property and academic integrity
Users must respect copyright, confidentiality, database rights and licence terms. AI must not be used to reproduce protected material unlawfully, misrepresent authorship, impersonate a person deceptively or conceal plagiarism. For tutoring, AI may support learning but must not complete assessed work dishonestly. Learners remain responsible for their institution’s rules and their own submissions.
9.5 Transparency and client choice
We will provide meaningful information where AI use is material to a service, affects how personal information is handled, or could reasonably influence a client’s decision. A client may raise concerns or request a human review. We will consider reasonable requests to avoid generative AI for confidential deliverables, although this may affect time, method or price and must be agreed in writing.
9.6 Prohibited uses
• Unlawful discrimination, deceptive impersonation, surveillance without authority or harmful profiling.
• Providing unreviewed legal, immigration, medical, or safeguarding conclusions.
• Fabricating offical officialcations, evidence, testimonials, citations, records or communications.
• Uploading data contrary to client instructions, provider terms, law or this policy.
• Allowing an AI system to send external communications or commit expenditure without appropriate authority.
9.7 Governance
Approved tools, purposes, access controls, retention settings and incidents will be reviewed periodically. Suspected harmful, inaccurate or unauthorised AI use must be reported to relopolgroup@outlook.com. Material incidents will be managed under the Information Security and Complaints Policies.
10 Anti Bribery Corruption and Money Laundering Policy
Document control
Details
Applies to
Directors, staff, contractors, consultants, agents, introducers and suppliers
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
10.1 Zero tolerance
RELOPOL LIMITED prohibits bribery, corruption, facilitation payments, tax-evasion facilitation, fraud, money laundering and terrorist or proliferation financing. No commercial opportunity justifies unlawful or unethical conduct. This policy applies to conduct in the United Kingdom, Poland and every country in which we work.
10.2 Bribery controls
• Never offer, promise, give, request or accept an improper advantage.
• Gifts and hospitality must be modest, lawful, infrequent, transparent and never intended to influence a decision. Cash gifts are prohibited.
• Charitable or political contributions must not be used to obtain business advantage. Corporate political contributions require prior written director approval and legal review.
• Engage agents or introducers only after proportionate due diligence, a written scope, transparent fees and anti-bribery obligations.
• Record gifts, hospitality, conflicts and relevant payments accurately.
10.3 Money-laundering risk controls
RELOPOL LIMITED will take a risk-based approach. Before higher-risk work, we may verify identity, address, business ownership, authority to act, source of funds or purpose of the transaction; check sanctions and politically exposed person risks where appropriate; and decline unusual payment methods. We do not accept cash unless expressly approved, receipted and within a low limit set by the Director.
10.4 Red flags
• Requests to hide ownership, destination, purpose or the identity of a client.
• Payment by unrelated third parties without a credible explanation, unexplained overpayments or refund requests to a different account.
• Complex company structures or rapid changes without an apparent commercial purpose.
• Pressure to avoid records, due diligence, taxes, authorities or professional advice.
• Suspected forged documents, sanctions exposure, bribery, fraud or proceeds of crime.
10.5 Regulated status and company services
This policy does not claim that RELOPOL LIMITED is supervised under the Money Laundering Regulations. Before providing company formation, registered-office, nominee, trust or other potentially regulated services, the Director must assess the actual activity and obtain specialist advice on supervision. Where HMRC supervision is required, the activity must not begin until registration is approved. Separate Companies House agent and identity-verification requirements must also be checked for the activity concerned. This general policy does not replace the detailed risk assessment, customer due diligence, reporting, training and records required of a regulated business.
10.6 Reporting and response
Concerns must be reported promptly to the Director without alerting the person concerned where doing so could prejudice an investigation. RELOPOL LIMITED will pause or refuse work, preserve records, seek specialist advice and make a report to the National Crime Agency or other authority where legally required. No person will be penalised for raising a genuine concern in good faith.
10.7 Records and review
Due-diligence, approvals, payments, training and concerns will be documented and retained lawfully. Risk assessments and controls will be reviewed when services, countries, payment methods, ownership or law change.
11 Equality Diversity and Inclusion Policy
Document control
Details
Applies to
Staff, contractors, applicants, clients, learners and suppliers
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
11.1 Commitment
RELOPOL LIMITED is committed to fair treatment, dignity and access to opportunity. We do not tolerate unlawful discrimination, harassment, victimisation or bullying in employment, service delivery, teaching, marketing or supplier relationships.
11.2 Protected characteristics and broader inclusion
We respect the protections of the Equality Act 2010, including age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation, recognising that their legal application differs between employment and services. We also aim to remove unfair barriers connected with language, nationality, caring responsibilities, socio-economic background or working pattern. Services and work outside Great Britain must also meet applicable local equality law.
11.3 What we do
• Make recruitment, allocation, pricing and service decisions using relevant and objective criteria.
• Make reasonable adjustments for disabled people where required, anticipate access needs in service delivery and do not charge the disabled person for adjustments we are legally required to make.
• Challenge harassment, stereotypes and discriminatory requests.
• Design services for people from different linguistic and cultural backgrounds without making assumptions about individuals.
• Review complaints and patterns that may indicate unequal treatment.
11.4 Responsibilities and concerns
Everyone representing RELOPOL LIMITED must act respectfully and report concerns. Managers must respond promptly, protect confidentiality as far as possible and prevent retaliation. Concerns may be raised through the Complaints Policy at relopolgroup@outlook.com. Deliberate or serious breaches may result in ending employment, engagement or service, subject to fair process and legal obligations.
12 Accessibility Statement
Document control
Details
Applies to
Website visitors, clients and learners
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
12.1 Our aim
We want our website, communications and services to be usable by as many people as reasonably possible, including disabled people and those using assistive technology. We work towards the Web Content Accessibility Guidelines WCAG 2.2 at level AA where proportionate and applicable.
12.2 Measures
• Use clear headings, readable text, meaningful link wording and sufficient colour contrast.
• Add text alternatives for informative images and captions or transcripts where practicable.
• Support keyboard use and responsive zoom through accessible website components.
• Provide documents or information in a reasonable alternative format on request.
• Consider reasonable adjustments to online lessons, consultations and communications.
12.3 Known limitations and third-party content
Some third-party booking, payment, map, video, social-media or embedded components may not be fully controlled by RELOPOL LIMITED. Older documents or user-provided material may also have limitations.
12.4 Feedback
If you cannot access information or need an adjustment, contact relopolgroup@outlook.com and describe the page, content or service and the format or support that would help. We aim to acknowledge accessibility requests within 3 working days and provide a practical response as soon as reasonably possible.
12.5 Preparation and review
This statement is effective from 15 September 2026. Its next scheduled review is 15 September 2027, or sooner after material website changes, accessibility testing or a significant access complaint. The policy review date is not a claim that the website has undergone an accessibility audit.
13 Information Security Policy
Document control
Details
Applies to
Directors, staff, tutors, contractors and authorised system users
Owner
Director
Version
1.1
Effective date
15 September 2026
Next review date
15 September 2027
13.1 Objective and accountability
RELOPOL LIMITED protects the confidentiality, integrity and availability of information in proportion to its sensitivity and the risks of a small, remote-working business. The Director is accountable for security governance, supplier approval, incident decisions and periodic review. Every authorised user is responsible for following this policy.
13.2 Information handling
Classification
Examples
Minimum handling
Public
Published website and marketing content
Approved for public release; protect integrity
Internal
Procedures, routine internal planning
Approved accounts and recipients only
Confidential
Client records, contracts, lesson notes, business information
Need-to-know access; approved storage and transfer; verify recipients
Highly sensitive
Identity documents, safeguarding records, credentials, special-category data
Strict access; encryption where available; avoid local copies; enhanced verification and retention controls
13.3 Core controls
• Use unique accounts, strong passwords and multi-factor authentication wherever available. Passwords must not be shared.
• Keep operating systems, browsers, apps, routers and protective software supported and updated.
• Use company-approved storage and communications under company-controlled accounts. The published Outlook address must be assessed for business ownership, access, recovery and security; publication of an address is not approval of every use. Do not use private staff email, uncontrolled sharing links or unapproved USB devices for client information.
• Encrypt supported devices, enable screen locks and secure devices during travel or home working.
• Grant least-privilege access, review access periodically and remove it promptly when a role ends.
• Back up important business information using tested, separate or versioned storage appropriate to the risk.
• Verify unusual payment, bank-detail, credential or document requests through a second channel.
• Minimise collection and delete or securely dispose of information when retention ends.
13.4 Remote work and communications
Users must prevent family members, visitors and unauthorised persons from seeing or hearing confidential work. Avoid sensitive work on public Wi-Fi unless using approved protection. Check email addresses, attachments and sharing permissions before sending. Sensitive identity or safeguarding documents should not be sent through ordinary messaging when a safer approved method is available.
13.5 Suppliers and systems
Before using a provider that handles business or personal information, consider security, privacy terms, location, access controls, deletion, incident notification and business continuity. Use appropriate contractual terms, including data-processing provisions where required. Remove unused integrations and review Squarespace, email, cloud storage, payment, scheduling and AI settings periodically.
13.6 Incident response
1. Report suspected loss, phishing, malware, unauthorised access, misdirected email, credential exposure or data breach immediately to relopolgroup@outlook.com.
2. Contain the incident without destroying evidence: disconnect affected access where appropriate, preserve logs and change compromised credentials through a trusted device.
3. Assess affected systems, information, people, risks and contractual or legal notification duties.
4. For a breach of data we control, notify the ICO without undue delay and, where feasible, within 72 hours of awareness unless the breach is unlikely to risk people’s rights and freedoms. Explain any delay and provide information in phases if necessary. Inform affected people without undue delay where high risk requires this. If acting as a processor, notify the relevant controller without undue delay. Assess any additional competent authority or contractual notifications, including EU GDPR duties where applicable.
5. Document the decision, recovery, communications and corrective actions, including where no notification is made.
13.7 Continuity, training and review
Critical contacts, access-recovery routes, backups and alternative communications must be maintained. Personnel receive proportionate security, confidentiality, phishing and data-protection guidance. This policy and the risk assessment will be reviewed at least annually and after a serious incident, new service, major supplier change or material change in law.
Official reference points and review actions
Source
Relevant area
Address
Information Commissioner’s Office
Data-protection complaints duties effective in 2026; further ICO guidance to check against actual processing
UK legislation
Consumer Contracts Regulations 2013, especially regulations 30 to 36; Consumer Rights Act 2015; UK GDPR and Data Protection Act 2018 as amended by the Data (Use and Access) Act 2025; PECR; Equality Act 2010; Bribery Act 2010
https://www.legislation.gov.uk/uksi/2013/3134/contents
GOV.UK consumer guidance
Online and distance selling and cancellation information
https://www.gov.uk/online-and-distance-selling-for-businesses
Immigration Advice Authority
Regulation and adviser register for UK immigration advice
https://www.gov.uk/government/organisations/immigration-advice-authority
HM Revenue and Customs
Money Laundering Regulations scope, registration and risk guidance
National Cyber Security Centre
Small business cyber-security guidance
https://www.ncsc.gov.uk/section/information-for/small-medium-sized-organisations
The Director owns this pack. The next scheduled review for all 13 policies is 15 September 2027; review earlier after material changes in services, law, suppliers, incidents or countries of operation. This document review identifies drafting improvements and implementation actions; it does not certify legal compliance or verify the operation of the website or business controls.