Privacy Policy

Last updated: August 27, 2025

1. Information We Collect

1.1 Personal Information

We collect personal information that you voluntarily provide to us, including:

• Name and contact details (email, phone, address)
• Business information (company name, industry, role)
• Project requirements and preferences
• Payment and billing information
• Communication records and correspondence

1.2 Document Content

As part of our translation services, we access and process:

• Source documents and materials for translation
• Reference materials, glossaries, and style guides
• Completed translations and related project files

1.3 Technical Information

We automatically collect certain technical information when you visit our website:

• IP address and browser information
• Device type and operating system
• Pages visited and time spent on our website
• Referral sources and search terms

2. How We Use Your Information

2.1 Service Delivery

• Providing professional translation services
• Communicating about project status and deliverables
• Processing payments and maintaining financial records
• Providing customer support and responding to inquiries

2.2 Business Operations

• Improving our services and website functionality
• Analyzing usage patterns and customer preferences
• Complying with legal and regulatory requirements
• Protecting against fraud and unauthorized access

2.3 Marketing Communications (With Consent)

• Sending newsletters and service updates
• Providing industry insights and translation tips
• Notifying you of new services or special offers

3. Information Sharing and Disclosure

3.1 Limited Sharing

We may share your information only in the following circumstances:

• Service Providers: Trusted third-party vendors who assist in service delivery (under strict confidentiality agreements)
• Legal Requirements: When required by law, court order, or government request
• Business Protection: To protect our rights, property, or safety, or that of our clients
• Business Transfers: In connection with a merger, sale, or transfer of business assets (with continued privacy protection)

3.2 No Sale of Personal Information

We do not sell, rent, or trade your personal information to third parties for their marketing purposes.

4. Data Security and Protection

4.1 Security Measures

We implement comprehensive security measures to protect your information:

• Encrypted data transmission and storage
• Secure file transfer systems for document exchange
• Access controls and authentication systems
• Regular security audits and updates
• Staff training on data protection practices

4.2 Document Confidentiality

All translation documents are handled with strict confidentiality:

• Translators and staff sign comprehensive NDAs
• Documents are stored securely and accessed only by authorized personnel
• Files are permanently deleted after project completion (unless retention is requested)
• Backup systems maintain the same security standards

5. Data Retention

5.1 Retention Periods

• Project Files: 90 days after delivery (unless extended retention is requested)
• Financial Records: 7 years for tax and accounting purposes
• Communication Records: 3 years for customer service and legal purposes
• Marketing Consent: Until you withdraw consent or close your account

5.2 Data Destruction

When data is no longer needed, we securely delete or destroy it using industry-standard methods to ensure it cannot be recovered or reconstructed.

6. Your Rights and Choices

6.1 Access and Control

You have the right to:

• Access your personal information we hold
• Correct inaccurate or incomplete information
• Request deletion of your personal information (subject to legal requirements)
• Withdraw consent for marketing communications
• Request a copy of your personal information in a portable format

6.2 Marketing Communications

You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in our emails
• Contacting us directly at [email protected]
• Updating your preferences in your account settings

7. Cookies and Website Technologies

Our website uses cookies and similar technologies to enhance your experience. For detailed information about our use of cookies, please see our Cookie Policy.

8. Third-Party Services

8.1 Analytics Services

We use analytics services to understand website usage and improve our services. These services may collect information about your website activities across different websites.

8.2 Payment Processing

Payment information is processed by secure third-party payment processors. We do not store complete credit card information on our systems.

9. International Data Transfers

While we primarily operate in Canada, we may work with translators and service providers in other countries. When transferring data internationally, we ensure appropriate safeguards are in place to protect your information.

10. Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children under 16. If we become aware that we have collected such information, we will take steps to delete it promptly.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable laws. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending an email notification to registered users
• Updating the "Last updated" date at the top of this policy

12. Compliance and Legal Framework

This Privacy Policy complies with:

• Personal Information Protection and Electronic Documents Act (PIPEDA)
• Provincial privacy legislation where applicable
• Google Ads policies and requirements
• Industry best practices for data protection

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: