Version of 29 September 2026. The current version is always published at docdoc.mirkit.com/en/terms-of-service/.
1. What this document is
This is a public offer — a proposal to conclude a service contract on the terms set out below. The offer is made by MIRKIT sp. z o.o. (spółka z ograniczoną odpowiedzialnością (limited liability company), registration number KRS 0000818540, REGON 385074112, tax number NIP PL9522202492, address: ul. Chełmżyńska 180A, 04-464 Warszawa, Poland), providing services under the trade name DocDoc — hereinafter “the Provider”, “we”.
The party to the contract is MIRKIT sp. z o.o. itself. “DocDoc” is the name of the service and the website; it is not a separate legal entity.
The contract is concluded at the moment of acceptance (section 4). No separate document needs to be signed, but on request we will draw up a bilateral contract on the same terms.
The offer is addressed to adults with legal capacity and to legal entities. If you are acting as a consumer (that is, outside a business activity), consumer protection legislation also applies to the contract and prevails over these terms where they would put you in a worse position.
2. Definitions
Client, you — the person who has accepted the offer.
Services — information, consulting and organisational support in preparing documents, as described in section 3 and detailed on the service pages and in the Estimate.
Case — the body of work on your matter, divided into stages.
Stage — a self-contained part of the work with its own deadline, price and deliverable.
Estimate — the document sent to you listing the stages, the price and the timeline of each. The Estimate forms an integral part of the contract.
Subcontractor — a third party engaged by us to carry out part of the work (translator, archival researcher, partner in the country of application, language school and others).
Competent authority — the state or other body that decides on your application (for example the National Citizenship Authority of Romania, ANC; civil registry offices; consular posts; archives).
Client Area — the section of the website and/or another agreed channel in which the Case is handled.
3. Subject of the contract
3.1. What we do
- advise on the set of documents, the procedure and the timelines in force at the date of the consultation;
- assess your situation and tell you whether there is a documented basis for applying to the Competent authority;
- help obtain, restore and formalise documents: requests to archives and civil registry offices, legalisation (apostille, consular legalisation), sworn and notarised translations;
- assemble and check the set of documents, prepare you for filing, accompany you at the filing and through the subsequent stages;
- track the progress of your application and help prepare replies to the Competent authority’s queries;
- organise the work of Subcontractors and answer to you for our choice of them.
3.2. What we do NOT do
These are material terms, not a formality:
- we do not provide legal services within the meaning of legislation on legal assistance: we do not represent you before state bodies or courts, do not file documents on your behalf and do not act as your representative, unless expressly agreed in a separate contract with a lawyer;
- we do not guarantee the outcome: the decision on your application is taken solely by the Competent authority, under its own rules and within its own timeframes;
- we do not influence the timeframes of the Competent authority’s review and do not offer services to shorten them;
- we do not take part in unlawful actions: we do not produce or use false documents, do not create fictitious grounds, do not arrange stand-in persons and do not assist in circumventing established requirements, including language requirements.
A request for such actions is grounds for immediate termination of the contract without refund of the stages already performed.
3.3. Information on the website
The materials on the website are informational, do not constitute individual advice and do not replace an analysis of your specific situation. We state the date on which the facts were verified; the requirements and timeframes of Competent authorities may change after publication.
4. How the contract is concluded
Acceptance of the offer — that is, agreement with its terms — is any of the following:
- payment of the invoice for the first stage, in full or in part;
- signing the Estimate or sending written confirmation of the Estimate through an agreed channel (email, Client Area, messenger);
- actually starting to use the Services after receiving the Estimate — for example, handing over your documents for us to work on.
From the moment of acceptance the contract has the force of a written one. If you disagree with any term, do not take the actions listed above and write to us: the disputed term can be agreed separately.
5. How the work proceeds
5.1. The work is divided into stages. The scope, price and deadline of each stage are fixed in the Estimate before the work begins.
5.2. We start a stage once it has been paid for and once we have received from you the documents and information needed for that stage.
5.3. Communication takes place in the Client Area and/or through an agreed channel. You undertake to keep your contact details up to date and to check messages: a missed query from the Competent authority may lead to a refusal on your application.
5.4. The deliverable of a stage is handed over in the Client Area or by another agreed means. A stage is deemed accepted if within 5 business days of delivery you have not sent reasoned objections. Objections are remedied within a reasonable time at no extra cost, provided they relate to the subject of the stage.
5.5. We may engage Subcontractors without separate approval, remaining liable to you for the outcome of their work within the limits of section 10.
5.6. You may suspend work on the Case by notifying us in writing. Stages that are paid for but not started are refunded under the rules of section 8.
6. Your documents and information
6.1. You are responsible for the accuracy of the information provided and the authenticity of the documents. We check completeness and formal compliance with requirements, but we are not an expert body and do not establish the authenticity of documents.
6.2. You confirm that you are entitled to give us documents and personal data of third parties (spouse, children, relatives) referred to in your application, and that you have informed those people about the processing of their data.
6.3. If it turns out that the documents or information provided are inaccurate, we may suspend or terminate the work immediately. Payment for completed stages is not refunded and the Provider’s losses are recoverable.
6.4. Original documents are handed over and returned by the means agreed in correspondence. We are not liable for loss of or damage to originals by delivery services beyond the declared value of the shipment.
7. Price and payment
7.1. The price of each stage is stated in the Estimate in euro (EUR) and is fixed at the moment the Estimate is agreed.
7.2. Payment is made against an invoice by bank transfer or by another method stated in the invoice, before the relevant stage begins, unless the Estimate provides otherwise. Payment is deemed made when the funds are credited to our account.
7.3. The price of the Services does not include, and you pay separately for: state fees and charges of Competent authorities; the cost of archival certificates, apostilles, legalisation and translations, unless expressly included in the Estimate; language exam preparation courses and the exam fee itself; notarial acts; postal and courier costs; your travel, accommodation and related expenses; bank charges.
7.4. If additional work not covered by the Estimate turns out to be necessary, we agree it separately. Without your consent, additional work is neither carried out nor charged.
7.5. Taxes are charged in accordance with the legislation of Poland. The applicable tax treatment and the amount of tax are stated on the invoice. If the Client is a legal entity registered for VAT in another EU member state, the tax may be accounted for under the reverse charge rules; in that case the Client provides its VAT number before the invoice is issued.
8. Right of withdrawal and refunds
8.1. Consumers in the European Union may withdraw from a contract concluded at a distance within 14 days of its conclusion, without giving reasons. It is enough to send us an unambiguous statement at docdoc@mirkit.com.
8.2. If you ask us to start providing the Services before the 14 days expire, we begin work only after your express consent and your acknowledgement that, once the Services have been fully provided within that period, you lose the right of withdrawal. Where the Services have been provided in part and you then withdraw, you pay proportionately for the part actually performed.
8.3. Outside the 14-day period you may withdraw from the contract at any time. In that case:
- stages paid for and completed are not refunded;
- a paid stage on which work has started is refunded less the costs actually incurred and the value of the part performed;
- stages paid for but not started are refunded in full.
8.4. Refunds are made by the same method used for payment, within
14 days of the amount being agreed.
8.5. A refusal by the Competent authority on your application is not grounds for a refund of the Services provided: we provide preparation and support services, we do not sell the authority’s decision.
9. Timeframes
9.1. Stage timeframes are stated in the Estimate and are indicative in so far as they depend on third parties: archives, civil registry offices, translators, consular posts, Competent authorities.
9.2. We are not responsible for how long the Competent authority takes to review an application. The benchmarks we publish are based on official data and practice at the date of publication and are not an undertaking.
9.3. Timeframes are extended for as long as we are waiting for documents, information, payment or a reply from you, and for the duration of the circumstances in section 13.
10. Liability
10.1. We are responsible for providing the Services properly: for the completeness and timeliness of advice, the correctness of the documents prepared and compliance with the agreed deadlines in so far as they depend on us.
10.2. We are not responsible for: decisions and timeframes of Competent authorities; changes in legislation and administrative practice after the Services have been provided; the absence or loss of archival records; the consequences of inaccurate information provided by you; the consequences of your own actions and those of third parties engaged by you; deadlines missed by you after we notified you of them.
10.3. Limit of liability. The Provider’s aggregate liability under the contract is limited to the amount actually paid by you for the stage giving rise to the claim. Loss of profit and indirect losses are not compensated. The limitation does not apply to intent or gross negligence, or where the law does not permit such a limitation.
10.4. If our error makes it necessary to redo work, we redo it at our own cost or refund the price of the relevant stage — at your choice.
11. Subcontractors, confidentiality, anonymity of the parties
11.1. We engage Subcontractors and organise their work. The parties do not exchange contact details directly: communication goes through us or through the Client Area. This term protects both sides and is material.
11.2. We undertake not to disclose information about you or your Case to third parties, except where this is necessary to provide the Services (passing data to a Subcontractor to the extent needed for their work) or is required by law.
11.3. The processing of personal data is described in the Privacy policy, which forms an integral part of the contract.
12. Website materials
The texts, guides, checklists and other materials on the website are protected by copyright and belong to the Provider. You may freely use them for personal purposes, including printing them. Copying and publication for commercial purposes, including on other websites, requires our written consent.
13. Force majeure
The parties are released from liability for non-performance caused by circumstances beyond their control: armed conflict, natural disasters, strikes, acts of authorities, including suspension of the work of archives, consular posts and Competent authorities, and unavailability of state information systems. Performance deadlines are extended for the duration of such circumstances.
14. Complaints and disputes
14.1. A pre-court procedure is mandatory. Complaints are sent to docdoc@mirkit.com; we reply within
14 days.
14.2. The contract is governed by the law of Poland. For consumers this does not deprive them of the protection of the mandatory rules of their country of habitual residence.
14.3. Disputes not settled out of court are heard by the court at the Provider’s location, unless mandatory consumer protection rules provide otherwise.
14.4. Consumers may seek out-of-court settlement through the bodies and organisations authorised for this in their country of residence: the registers of such organisations are maintained by the national consumer protection authorities.
15. Changes to the offer
15.1. We may amend the offer. The new version is published at docdoc.mirkit.com/en/terms-of-service/ with its date and applies to contracts concluded after publication.
15.2. Contracts already concluded are governed by the version in force at the date of acceptance. An archive of versions is available on request.
16. Provider’s details
MIRKIT sp. z o.o. spółka z ograniczoną odpowiedzialnością (limited liability company), registration number KRS 0000818540, REGON 385074112 Tax number: NIP PL9522202492 Address: ul. Chełmżyńska 180A, 04-464 Warszawa, Poland Email: docdoc@mirkit.com Phone: +33 7 57 69 12 89 Website: docdoc.mirkit.com Bank details are stated on the invoice.
*MIRKIT sp. z o.o. (the DocDoc service) is an information and consulting company. We are not lawyers and do not provide legal services: we do not file documents on behalf of clients and do not represent them before state authorities. The decision on an application is taken by the competent authority of the country concerned.*