Data and privacy
It may not come as a surprise: like any other company at the moment, I too value your privacy highly. And not without reason: as a translator, I often handle sensitive information about my customers. That is why I treat all data strictly confidentially, also when they are not governed by the GDPR, for instance because they aren’t personal data but business data.
Below I will explain which data I have on you, how I am using them and how I protect them.
To be able to do my work properly, I must process the following data:
- Email address
- Physical address
- Possibly an alternative postal address
- Possibly a telephone numberr
- Data (including personal data) in the documents for translation
Data will be used for the following:
Data will be used for the following:
- Your name, email address and (possibly) your telephone number are used to come to agreements with you about translation services, and for consultation during and after the translation process if necessary
- Your postal address for sending sworn translations
- Your name and address for invoicing – this is a legal requirement
A separate category of data are those I encounter when doing my job. Texts for translation may contain information concerning you as a person or your company. This information will, of course, be treated with the strictest of confidence. Unless agreed otherwise, translations pertaining to personal or confidential information are stored for a period of three months (to be able to provide you with a replacement if necessary).
2.2.1. Sensitive personal data (‘special categories’)
It can also happen that a text (for example a court ruling, family booklet, or medical document) contains personal data from the so-called ‘special categories’. Such sensitive personal data are data concerning racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation. These data have special protection under the GDPR . To be allowed to translate such data, I need your explicit, written permission.
2.2.2. Translation memory
As a translator, I use translation software. This software uses a so-called ‘translation memory’: a database that stores sentences I translate (‘segments’). This allows me to do my work faster and more consistently. Segments that can be traced back to natural or legal persons are removed from the translation memory every three months.
Data I possess are not published or shared with third parties in any way, neither in writing nor orally, unless agreed explicitly or required by law.
- Unless required otherwise by law, general data will be removed three months after forming an agreement, or immediately if no agreement is formed.
- Unless agreed otherwise, data in translations will be stored for a period of no more than three months.
Your data will be processed on a computer. Of course, this entails risks. Hence, I always ensure that appropriate technological security measures are in place. The computer on which I work is protected with a reliable firewall, virus scan and password, and is connected to my own internet connection and private server.
Data will never be stored in the public ‘cloud’ and I do not use public networks or external WIFI connections.
You have the following rights where processing of your personal data is concerned:
- Explanation about the personal data I have and how I use them
- Access to the exact personal data I have on you
- Correction of errors in your personal data
- Removal of outdated personal data
- Withdrawal of permission
- Objection to a certain use
If you would like to exercise one or more of the above rights, then please send an e-mail to firstname.lastname@example.org. State explicitly in your email who you are, so that I know whose data are concerned.