INTRODUCTION (Date: 1st October 2023)

Thank you for choosing to engage with TranslationsX ("Agency", "we", "us", or "our"). At TranslationsX, we prioritize the safeguarding of your personal data and upholding your right to privacy. If you have any queries or concerns about our policy or our practices related to your personal information, please reach out to us at privacy@translationsx.com.

When you access our website www.translationsx.com and utilize our services, you entrust us with your personal data. We deeply value this trust and are dedicated to ensuring the privacy and security of your information. In this privacy notice, we outline our privacy policy, detailing the information we gather, how we manage it, and the rights you possess concerning it.

This privacy policy pertains to all data accumulated through our website, email communications with us, mobile applications, API, and/or any associated services, sales, marketing, or events. Collectively, we refer to these in this privacy policy as the "Site" and "Services".

We urge you to read this privacy policy diligently. It's designed to assist you in making informed decisions regarding the sharing of your personal data with us. If any terms within this privacy policy are not to your satisfaction, we request that you refrain from using our Site and Services.

INFORMATION WE GATHER

Your interactions, choices on our Sites, and the Services you utilize dictate the personal data we gather. By “Personal Data” in this section, we refer to all the information detailed below, provided they can serve to identify you or another individual, especially when combined with other details we possess.

Data You Share With Us

We gather information you actively share with us: your name, address, contact details, country of residence, Agency, security credentials, payment specifics, and social media access data.

You share such data when you:
- Register on our Sites as a client or Language Professional.
- Engage with our sales representatives expressing an interest in our services.
- Communicate with our customer service team.
- Participate in activities on the Site
- Provide texts, documents for translation, localization or content for transcription purposes.

The Specifics:
- Identity & Contact Information: This encompasses your full name, email, postal address, phone number, Agency affiliation, and other contact details.
- Security Credentials: Information like passwords and security prompts used for authentication and account access.
- Payment Information: We gather essential payment details for transactions, like the concluding four digits of your payment method. Comprehensive payment data is overseen by payment handlers: PayPal, Adyen, Payoneer, and Stripe. Depending on your location or specific transaction, we might employ one or multiple of these handlers. You're encouraged to visit their individual privacy policies on their respective websites.
- Documents & Texts: Materials provided for translation, localization, interpretation or transcription may hold a broad spectrum of personal data, from legal to health and financial particulars.

For Service providers/Language Professionals, we may additionally gather:
- Photographic IDs and general photographs.
- Resumes and references concerning previous translation or transcription engagements.
- Relevant professional qualifications.

You're entrusted to provide accurate, updated, and complete information and to inform us of any modifications. By sharing this information, you're asserting your legitimate right and affirming that necessary permissions or consents have been procured.

For contents provided for translation, localization, interpretation or transcription services, you remain the primary custodian of the data, with us processing this solely based on your directives.

Automatically Collected Information

Details such as IP addresses, device specifics, and browser traits are automatically recorded upon your visit to our Sites, crucial for ensuring the site’s operability, its security, and our internal data analysis objectives.

This auto-captured data may encompass:
- Device and usage data, which includes IP address, device and browser traits, Operating System specifics, preferred languages, referrer URLs, and device markers.
- Geographic data and various technical insights about your interaction with our Site.

Most of this automatic data logging is achieved via cookies and related tools. Our Cookie Policy offers a deeper dive into this.

Data from External Entities

We might accrue information about you from varied sources, like public databases, marketing partners, and platforms like Facebook, Google, LinkedIn, Twitter, TikTok, and Instagram.

Examples of such externally sourced data are:
- Accessible social media details (e.g., name, gender, birth date, email, location, profile image URL, and other public data).
- Marketing insights, search outputs, and related content, inclusive of paid inclusions.

HOW IS YOUR DATA DISSEMINATED?

In essence, the distribution of your information is a result of your given consent, our compliance with legal frameworks, the safeguarding of your rights, and the execution of our obligations and contracts with you or other business-related requirements.

Your data is disseminated under the following circumstances:
- With Your Approval: Your personal details may be shared when you give your explicit consent.
- Legal Mandates: Situations might arise where we're obliged to disclose your information, as necessitated by laws, governmental demands, legal procedures, court orders, or to comply with requests by authorities, particularly those concerned with national security or law enforcement.
- Safety, Rights, and Legal Imperatives: We might need to share your data when it's essential to probe, avert, or take measures concerning potential policy breaches, suspected deceit, scenarios posing threats to an individual's safety, illicit activities, or to serve as evidence in lawsuits we're part of.
- Business Associates and Third Parties: Third-party, service providers, language professionals, or agents who perform tasks for or on our behalf, requiring access to your data, might be recipients of your information. This includes roles such as payment handling, data assessment, email delivery, hosting, marketing, and customer services. Selected third parties might be allowed to employ tracking technologies on our platforms, recording your interactions over time. Although they may gain access to your personal details based on their designated roles, it's restricted to the purposes defined in our contracts with them.

Here's a glimpse of our current affiliates and third-party service providers:
We collaborate with a range of trusted third-party service providers to offer you the best experience. These include Microsoft, Mailchimp, Sendgrid, AWS and Google, Google Adwords, Linkedin, Paypal, Payoneer, Adyen, and Stripe. Each of these providers has its own privacy policy detailing how they manage and protect your data. We strongly encourage you to visit their respective websites to understand their data handling and protection measures better.
- Advertisers: Third-party ad companies might be employed to present ads during your engagement with our platforms. Such firms might use information (stored in web cookies or via other tracking mechanisms) regarding your visits to our site and elsewhere online to display ads tailored to your interests. Delve into our Cookie Policy for a comprehensive understanding.
- Fellow Users: Sharing personal details, like posting comments or other site interactions in public domains, means that such details are accessible to all users and could be publicly shared indefinitely. When you engage with fellow site users and sign up through social platforms, your network contacts will see your activity. Likewise, our site's users can view your activities, connect with you, and examine your profile.

Rights of Data Subjects under GDPR

At TranslationsX, we respect and recognize the rights granted to individuals by the General Data Protection Regulation (GDPR). If you are an individual located in the European Economic Area (EEA), you have the following rights concerning your personal data:
Right to Access: You can request a copy of the personal data we hold about you.
Right to Rectification: If you believe the personal data we have about you is incorrect or incomplete, you can ask for modifications.
Right to Erasure: You can request the deletion of your personal data, subject to certain exceptions.
Right to Restrict Processing: Under certain conditions, you can ask us to limit the processing of your personal data.
Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format, or to request its transfer to another controller.
Right to Object: In certain situations, you have the right to object to the processing of your personal data.
Rights Related to Automated Decision Making: You have the right not to be subject to decisions based solely on automated processing, including profiling, which produce legal effects or similarly significantly affect you.

If you wish to exercise any of the above rights or have questions concerning them, please contact us through the contact details provided in our privacy policy. We commit to responding to your requests within the time frames set out by the GDPR.

Please note that while we strive to accommodate your requests, there may be circumstances that prevent us from fulfilling certain requests. These circumstances will always align with the legal requirements and exemptions under the GDPR.

DATA STORAGE TECHNOLOGIES AND COOKIES

Our systems may utilize cookies and other tracking tools to gather and save information about you.

Cookies are essentially data files placed on your device or computer, typically containing an unidentified unique marker.

Log files capture activities on our website, collecting information such as your IP address, browser specification, Internet service provider details, pages that referred or led you to exit, along with timestamps.

Electronic tools like web beacons, tags, and pixels document details on how you navigate our platforms.

We might deploy cookies and akin tracking tools to fetch or retain data. The default setting for most web browsers is to accept cookies. However, should you wish, you have the option to modify your browser settings to either remove or decline cookies. Taking such actions could potentially impact certain functionalities or services on our website.

For a detailed understanding of our use of these technologies and how you might opt out of some cookies, kindly refer to our Cookie Policy.

INTERACTIONS WITH SOCIAL MEDIA AND AD CHOICES

Our platforms incorporate specific features from social media. Such features might gather specific Personal Data, and any interaction with these features from third-party platforms is dictated by their individual policies, not ours.

Our platforms integrate specific social media tools and miniature interactive programs, such as the “Facebook Like” or “Share this” button (termed “Social Media Features”). These tools might collect personal data such as your IP address or the page you're visiting on our site, and they might set a cookie to function effectively. It's worth noting that these features, whether hosted by a third-party or directly on our site, are controlled by the respective third-party's policy, not by ours.

For adjusting your preferences related to these ad programs, you can use the following links:
- Tiktok
- Facebook
- Twitter
- Instagram
- Linkedin
- Google

INTERNATIONAL DATA MOVEMENTS

We might relocate, retain, and process your data in countries other than your own. Our primary servers are located in Europe and the UK. Understand that your data might be transferred, stored, or processed by us in our facilities and by specific third parties with whom we might share your personal data, mainly in Europe and the UK.

For European Economic Area residents, be informed that all data transfers to countries other than your own follow the European Commission’s Standard Contractual Clauses. These clauses have been deemed by the European Commission to offer ample protection for personal data that's moved outside the EU or EEA.

EXTERNAL WEBSITES AND SAFETY

Our platform may contain advertisements or links from third-party entities not affiliated with us, directing to other websites, services, or mobile apps. It's important to note that we can't vouch for the safety and privacy of data you might provide to these third parties. This privacy policy doesn't apply to them. We recommend that you get familiar with the privacy practices of those third parties by reviewing their policies directly.

DURATION OF INFORMATION RETENTION

We retain your information only for the duration necessary to serve the purposes mentioned in this privacy policy, or as dictated by legal requirements. Once we no longer have a valid reason to keep your personal information, we will either erase or anonymize it. If direct removal isn't feasible due to reasons like your data being part of backup archives, we will ensure it's securely stored and separated from further processing until its deletion can be executed.

SECURING YOUR DATA

Our top priority is safeguarding your personal data. We have established technical and organizational measures to protect the personal information we handle. Keep in mind, however, that no online transaction can guarantee absolute security. So, while we strive to protect your personal data, its transmission to and from our platform remains your responsibility. Always use our Services in a secure setting.

DATA COLLECTION FROM UNDERAGE INDIVIDUALS

We are committed to ensuring the safety of children. We don't intentionally gather information from or target individuals below 18 years. If you use our platform, it implies that you are 18 or above, or have the consent of a guardian or parent. If we become aware that we've acquired information from individuals under 18, we will take steps to erase such data from our records. If you discover data we might have gathered from someone under 18, please get in touch with us.

EXERCISING YOUR DATA PRIVACY RIGHTS

For individuals in regions with specific data protection laws, like the European Economic Area, you have distinct rights. These encompass the ability to access, rectify, or delete your personal data; to limit its processing; and, where applicable, to data transfer. In some instances, you can also contest the processing of your data. Reach out to us using our contact details to exercise these rights. If we're using your consent as a basis for processing, you're entitled to withdraw this consent, though it won't affect prior lawful processing. Residents in the European Economic Area can also lodge complaints about our data processing with their local data protection authority. See their contacts here. To manage your account details, you can:
- Access and amend your details via your account settings.
- Use our contact form to communicate with us. If you wish to end your account, notify us, and we'll deactivate or delete your account. Still, certain data might be retained for legal reasons or to deter fraudulent activities. To unsubscribe from marketing communications, use the "unsubscribe" feature in our emails or get in touch. Even after unsubscribing, essential service-related emails might still be sent to you.

Role in Data Handling Content

While we serve as the primary handler for some of your personal data, we function as a facilitator for data processed at your direction. We take the position of the “Data Overseer” for all personal data not explicitly excluded below. In such scenarios, our service providers handle this data, taking on the role of “Data Facilitator”. Should you introduce or share data or other content to our platform or through our offerings that contain personal details (like when submitting translation content), we will solely manage this data on your directive. This is in line with our Terms and Conditions, our contract related to data processing with such clients (where relevant), and other commercial contracts. Our service partners function as the nominated Sub-Facilitators during these situations. You'll bear the responsibility for adhering to any legal obligations linked to Data Overseers, such as setting a lawful foundation for processing and addressing data-related requests.

Policy Amendments Content

To align with prevailing laws, we may periodically amend this policy. The latest version will be marked by a revised date and becomes effective immediately upon its availability. Significant modifications to this policy will either be prominently highlighted or directly communicated to you. We advise you to regularly review this policy to stay updated on how we safeguard your data.