Privacy policy
Last updated: [date]
Polyglot Connect Limited protects the personal information you share with us, including the documents you ask us to translate. This policy explains what we collect, why, who sees it, how long we keep it and what rights you have.
1. Who we are
Polyglot Connect Limited is a private company limited by shares, registered in Ireland (company number 822572), with its registered office at 39C Old Dublin Road, Renmore, Galway, H91 Y8EK. We are the data controller for the personal data described in this policy. For any privacy question or request, contact us at hello@polyglotconnect.info or write to the address above.
2. What we collect
- Contact details: name, email address, phone number and, for organisations, your job title and employer.
- Request details: the service you need, languages, deadlines and any notes you give us.
- Documents and recordings: the files you send us to translate, transcribe or review, and the content of interpreted conversations.
- Billing details: invoice name and address, and payment records. We do not store full card numbers.
- Training participants: names, organisation, attendance and feedback.
- Linguist applicants: CVs, qualifications, language skills and references.
- Website data: basic technical information such as your browser and pages visited, as explained in our cookie notice.
3. Sensitive information
The documents and conversations we handle often contain sensitive information, such as identity and immigration documents, medical records, legal papers, or details revealing ethnic origin, religion or health. We process this information only to deliver the service you asked for, under strict confidentiality. Where it is special category data under Article 9 of the GDPR, we rely on your explicit consent, on its necessity for legal claims, or, when we act for a public body, on that body’s lawful basis.
4. Why we use your data, and our legal basis
| Purpose | Legal basis |
|---|---|
| Providing quotes, translations, interpreting, transcription and training | Performance of a contract with you, or steps you asked for before one |
| Processing sensitive information in your documents | Your explicit consent, legal claims, or the lawful basis of the public body we act for |
| Invoicing, accounting and tax records | Legal obligation |
| Replying to enquiries and keeping you updated on your order | Legitimate interests in running our business |
| Vetting and engaging linguists | Steps before a contract, and legitimate interests |
| Improving our website | Consent for non-essential cookies; legitimate interests otherwise |
We never sell your personal data, and we never use your documents for marketing or to train any software.
5. When we act for an organisation
When a public body, NGO or company engages us (for example, to interpret at an appointment), that organisation is usually the data controller and we act as its data processor. In that case we follow the organisation’s instructions and our data processing agreement with it, and you should also refer to its privacy notice.
6. Who we share your data with
- Our linguists: the translator, interpreter or trainer assigned to your request. Each is bound by a written confidentiality agreement and our data protection rules.
- Service providers: website hosting, email, secure file transfer, accounting and payment providers that support our work ([provider names]).
- Authorities: where the law requires it, for example a court order.
7. International transfers
Some of our linguists or service providers may be based outside the European Economic Area. Where data leaves the EEA, we protect it with an adequacy decision or the European Commission’s Standard Contractual Clauses.
8. How long we keep data
- Documents and project files: deleted [number] days after delivery unless you ask us to keep them longer.
- Certified translation records: a copy of the certified translation and certificate for [number] years, so we can verify it if an authority asks.
- Invoices and financial records: six years, as required by Irish tax law.
- Enquiries that do not lead to an order: [number] months.
- Linguist applications: [number] months after a decision, unless you join our network.
9. How we protect your data
We use encrypted file transfer and storage, limit access to the people working on your request, and require every linguist to keep documents secure and delete them when the work is finished.
10. Your rights
Under the GDPR you have the right to access the personal data we hold about you; have inaccurate data corrected; have your data deleted, where we have no legal reason to keep it; restrict or object to how we use it; receive your data in a portable format; and withdraw consent at any time, without affecting earlier processing. To use any of these rights, contact hello@polyglotconnect.info. We will reply within one month. You also have the right to complain to the Data Protection Commission at dataprotection.ie.
11. Children
We translate documents relating to children, such as birth certificates and school records, at the request of a parent, guardian or organisation. We do not knowingly collect data directly from children under 16 without parental consent.
12. Changes to this policy
We may update this policy from time to time. The date at the top shows the latest version.