Polish Trade Inspection (PiH) Audit of an Online Store: Step by Step

An inspection by the Polish Trade Inspection (PiH) of an online store interests entrepreneurs who sell online. Proper preparation helps avoid problems. An inspection by the Polish Trade Inspection (PiH) of an online store is a topic of interest to entrepreneurs who sell online. Proper preparation for such a visit can help avoid problems and ensure compliance with the law. In this article we will discuss step by step how to prepare for an inspection, what the most important legal requirements are and what to expect during such a process.

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1. What is a PiH inspection and who does it concern?

An inspection by the Polish Trade Inspection applies to entrepreneurs running a business, including online stores. The aim of the PiH is to protect consumers and to check whether sellers comply with the applicable law. Inspectors may examine various aspects of how a store operates, such as whether goods match their description, whether products are labeled correctly, or whether the information provided to customers is reliable.

Key areas of inspection:

• Correct product labeling – compliance with labeling regulations.
• Store terms and conditions – their content and compliance with consumer law.
• Returns and complaints policy – availability and clarity of procedures.
• Information obligations – accuracy of information about the company, products, prices and terms of sale.

PiH inspections may be either announced or unannounced. It is therefore worth being prepared for every eventuality.

2. Basic legal requirements for online stores

The regulations governing e-commerce are detailed and often change in response to market needs and changes in European law. The key areas that inspectors pay attention to are:

Online store terms and conditions and a PiH inspection

• They must comply with the Consumer Rights Act and the Civil Code.
• They should contain information about:
  • Purchase conditions.
  • The returns and complaints policy.
  • The obligations of the entrepreneur and the consumer.

Product labeling

• Goods must be described reliably and in detail.
• Required information:
  • Composition of the products.
  • Dimensions or weight.
  • Gross price (including taxes).

Privacy policy and data protection

• Compliance with the GDPR (General Data Protection Regulation).
• Clear information about the processing of personal data, including purposes and legal bases.

Proof of sale

• Every transaction should be documented with a receipt, an invoice or other proof of purchase.
• An obligation to keep documentation for a specified period (e.g. 5 years for tax documentation).

3. How does a PiH inspection proceed?

A PiH inspection consists of several stages that an entrepreneur should know in order to avoid unnecessary stress.

1. Notification of the inspection (if applicable)

• Inspectors usually announce a planned visit, but in special cases they may carry out an inspection without prior notice.
• In the notification you will find information about the scope of the inspection and the required documents.

2. Arrival of the inspectors

• PiH inspectors must present their service ID and an authorization to carry out the inspection.
• They may ask for access to documents, the sales system or the warehouse (if applicable).

3. Checking the documentation

• Inspectors verify documents such as:
  • The store terms and conditions.
  • Agreements with suppliers.
  • Product conformity certificates.
• It is important that the documentation is up to date and compliant with the applicable regulations.

4. Inspection of goods

• Examples of inspectors' actions:
  • Checking product labeling.
  • Verifying that the description in the online store matches reality.
  • Quality tests (if necessary).

5. Drawing up the report

• After the inspection is completed, the inspector draws up a report containing detailed information on the results of the visit.
• The entrepreneur has the right to submit comments on the report.

4. How to prepare for an inspection?

1. Regular review of documentation

• Make sure that the terms and conditions, privacy policy and other documents comply with current regulations.
• Check the accuracy of product data (e.g. descriptions, prices).

2. Keeping documents in order

• Documents such as invoices, agreements or certificates should be easily accessible.
• It is worth organizing them systematically, e.g. by date or category.

3. Implementing internal procedures

• Train employees in customer service, returns and complaints policy.
• Prepare an action plan in case of an inspection, e.g. a list of people responsible for contact with the inspectors.

4. Monitoring changes in regulations

• Regularly follow amendments to laws concerning e-commerce.
• If necessary, consult a lawyer specializing in consumer law.

5. Order an audit

If you are worried that your online store may not meet all legal requirements, I can help you. Thanks to many years of experience in creating and optimizing online stores, I offer a professional audit of your site. I will check whether the terms and conditions, returns policy, product labeling and other key elements comply with current regulations. Based on the audit, I will present a detailed report with recommendations and suggest specific corrections that will not only help you avoid problems during an inspection but also increase customers' trust in your store. Contact me to discuss the details and start working together.

5. The most common mistakes during an inspection and how to avoid them

Lack of up-to-date documents

• Solution: Update the terms and conditions and other documents at least once a year or after every change in regulations.

Incorrect product labeling

• Solution: Check descriptions, composition and other information carefully before publishing them in the store.

Negligence in the returns and complaints policy

• Solution: Make sure customers have easy access to information about returns and complaints.

Lack of knowledge of the regulations

• Solution: Invest in training for yourself and your team to keep up with legal requirements.

Summary A PiH inspection of an online store is a process that can be passed without problems if the entrepreneur complies with the applicable regulations and takes care to update documentation regularly. Proper product labeling, reliable information for customers and care for transparent internal procedures are also key. Thanks to this, you will not only avoid penalties but also gain the trust of your customers. Remember – a well-prepared store means not only compliance with the law, but also higher service quality and greater competitiveness on the market.