Privacy Policy

1. Controller

The controller responsible for data processing on this website within the meaning of the General Data Protection Regulation (GDPR) is:

2. The short version

This website sets no cookies, uses no analytics or tracking tools and embeds no third-party content. I mainly process personal data when you send me a request — through the form, by email or by phone.

3. Hosting and server log files

This website runs on my web hosting provider’s servers located in the EU. The provider processes data solely on my behalf and on my instructions (data processing on behalf of the controller, Art. 28 GDPR).

Each time a page is requested, the server automatically stores the following in server log files:

• IP address of the requesting device
• date and time of access
• page or file requested
• HTTP status code and amount of data transferred
• referrer (the page you came from), if your browser sends it
• browser type, browser version and operating system (user agent)

This data is technically necessary to deliver the website, keep it running reliably and detect attacks or faults. The legal basis is Art. 6(1)(f) GDPR; my legitimate interest is the secure and reliable operation of the website.

Log files are kept for a limited period, as a rule no longer than 14 days, and then deleted. Entries needed to investigate a specific security incident may be kept longer until the incident has been resolved.

4. Encrypted transmission

The connection to this website is encrypted via HTTPS (TLS). This also applies to everything you send through the request form, including uploaded files.

5. Fonts

The fonts on this website are stored on my web server and loaded from there. No connection is made to Google Fonts or any other external font provider.

6. No cookies, no analytics, no embedded content

• This website sets no cookies, stores no other information on your device and does not access any such information (§ 25 TDDDG, German Telecommunications and Digital Services Data Protection Act). That’s why there is no cookie banner.
• There is no audience measurement, no tracking pixel, no social media plugin and no embedded map, video or other third-party content.
• Links to other websites are ordinary links. You only leave this website when you click one; the other site’s privacy policy then applies.
• The phone number is a link that opens your phone app. Tapping it does not, by itself, send any data to me.

7. Request form

What data: When you use the request form, I process the following:

• required: name, email address, language pair, type of document and your consent (checkbox)
• optional: phone number, approximate length, deadline, express request, message and uploaded files (see section 8)

Why: I use this information to handle your request, send you my assessment and a quote, and contact you if I have questions.

Legal basis: Art. 6(1)(b) GDPR, because the request serves to prepare a contract to be concluded at your request. If your message is not about a possible order — for example a general question — the legal basis is Art. 6(1)(f) GDPR; my legitimate interest is being able to answer enquiries. Section 8 also applies to special categories of personal data in uploaded documents.

How your request reaches me: After you submit the form, the web server sends your details by email to my mailbox. There is no database; form details are not stored permanently on the web server. My mailbox is run by a provider with servers located in the EU, which likewise processes data only on my behalf (Art. 28 GDPR).

Confirmation email: After submitting, you receive an automatic confirmation at the email address you entered, telling you that your request has arrived. Uploaded files are not included in it.

Abuse protection: To stop the form being used for automated mass submissions, the server does not store your IP address in plain text. It stores only a hash value (an encrypted checksum that can’t be read directly) together with the time of submission. This entry is deleted automatically after one hour at most. The legal basis is Art. 6(1)(f) GDPR; my legitimate interest is protecting the form against spam and misuse.

Do you have to provide data? You are under no legal or contractual obligation to do so. Without the required details, however, I can’t handle your request.

Other ways to reach me: If you email or call me instead, I process your details for the same purposes and on the same legal bases.

8. Uploaded documents

Documents for translation often contain personal data such as names, dates of birth, addresses, ID or registration numbers. Some also contain special categories of personal data within the meaning of Art. 9 GDPR, for example health data in medical records or religious affiliation in certificates.

Legal basis: I process the documents to handle your request and, where applicable, to carry out the order (Art. 6(1)(b) GDPR). Where the documents contain special categories of personal data, I process them on the basis of your explicit consent (Art. 9(2)(a) GDPR), which you give by ticking the box in the form.

What happens to the files: The files are transmitted to the web server in encrypted form (HTTPS). The server processes them only briefly, to attach them to the email to me. They are then deleted automatically. They are not saved in any folder or database on the web server. After that, they are in my email mailbox (see section 7).

Disclosure: I do not pass your documents on to third parties without your explicit consent. The exceptions are my hosting and email providers, who act on my behalf, and cases in which I am legally required to hand them over.

If you’re unsure: You don’t have to upload anything. You can describe what you need first and send the document later.

Withdrawing consent: You can withdraw your consent at any time with future effect, for example by emailing info@translatebetter.com. This does not affect the lawfulness of processing carried out before the withdrawal. After a withdrawal I delete the documents concerned unless I am legally required to keep them. Without the documents, though, I can’t produce the translation.

9. When you place an order

If you give me an order, I process the data needed for it: name, address (for the invoice), contact details, the documents to be translated, the translation, and invoice and payment data. The legal basis is Art. 6(1)(b) GDPR (performance of a contract). I keep invoices and other tax-relevant records because I am legally required to (Art. 6(1)(c) GDPR).

If you also want the translation sent by post, I pass your name and address to the postal service provider I use.

10. How long I keep data

• Server log files: for a limited period, as a rule no longer than 14 days (see section 3).
• Hash value of the IP address (abuse protection): one hour at most.
• Uploaded files on the web server: only while the email is being sent; then deleted automatically.
• Requests without an order: I delete the email with your request and all attachments no later than six months after our last contact.
• Requests that lead to an order: Records I must keep for tax and commercial law reasons (§ 147 AO, German Fiscal Code, and, where applicable, § 257 HGB, German Commercial Code) are kept for the statutory period — depending on the type of record, up to ten years, for example for invoices and accounting vouchers. The period starts at the end of the calendar year in which the record was created. Beyond that, I keep source documents and translations only as long as necessary for the order, possible corrections and the handling of any claims.

11. Recipients

Your data is only received by:

• my web hosting provider and my email provider, each acting as a processor with servers located in the EU,
• the postal service provider, if you want delivery by post,
• public authorities, where I am legally required to disclose it (for example the tax office).

I don’t sell data and don’t use it for advertising.

12. No transfers to third countries

I do not transfer your data to countries outside the European Union or the European Economic Area.

13. No automated decision-making

There is no automated decision-making, including profiling, within the meaning of Art. 22 GDPR.

14. Your rights

You have the following rights regarding your personal data:

• access (Art. 15 GDPR)
• rectification (Art. 16 GDPR)
• erasure (Art. 17 GDPR)
• restriction of processing (Art. 18 GDPR)
• data portability (Art. 20 GDPR)
• withdrawal of consent with future effect (Art. 7(3) GDPR)

Right to object (Art. 21 GDPR): Where I process data on the basis of Art. 6(1)(f) GDPR, you may object to this processing at any time on grounds relating to your particular situation. I will then stop processing the data unless I can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing serves to establish, exercise or defend legal claims.

A simple message to info@translatebetter.com or a letter to the address in section 1 is enough for any of this.

15. Right to lodge a complaint

You have the right to lodge a complaint with a data protection supervisory authority (Art. 77 GDPR), in particular in the Member State where you live or work. The authority responsible for me is:

16. Changes

I update this privacy policy when the website or the law changes. The version published here applies.