Privacy policy

A. General policies

1. What personal data do we collect?

In general, we collect the following types of data from you:

  • name,
  • department,
  • e-mail address,
  • organization (company),
  • business sector,
  • address,
  • VAT and/or registration number,
  • job description,
  • website,
  • skype contact,
  • phone number, and
  • a profile description. The profile description is a single phrase, describing the user group or the type of organization you belong to (individual/freelancer, translation company, other company, educational institution etc.). You will be asked to choose one from several pre-defined profile descriptions.

If you purchase products or services, we also collect your billing details.
Whenever we collect personal data from you, we assume that you provide your own details, not the details of someone else. If, however, you fill in someone else’s data, please make sure you have the express, written, and voluntary consent of that person – or else a written authorization if you are filling in data on behalf of your employer or a manager at work.
For more specific information on the data we collect and the purposes we use them for, please read on for the sections that apply to you.
 

2. Why do we need your data?

In general, we need your personal data for the following purposes:

  • Contacting you about services or changes to services and service terms
  • Billing and services you purchase
  • Sending notices about the service you are using
  • Sending promotion offers through mass e-mailing or through social media targeting
  • Inviting you to surveys about our products, services, or plans, for the purpose of quality assurance as well as more accurate planning
  • Market research: Collecting market information through automatic or manual profiling where the personal data collected from you may determine which profile group(s) you belong to. The groups you belong to will determine the types of offers (discounts or product types) we may make to you later on. At the time of writing, we do not employ fully automatic profiling. You may opt out of automatic profiling at any time (see the section about your rights).

Storing and keeping some of your data may be required by law – see the section about how long we keep your data.
Processing your data for some purposes may be required for us to comply with existing contracts. In such cases, opting out from data processing is not possible without terminating the related contract.
For more specific information on the data we collect and the purposes we use them for, please read on for the sections that apply to you.
 

3. How we will not use your data

We will not disclose your personal data to unauthorized third-party recipients without your prior express consent.
If you are a citizen of the European Union, we will not transfer your data to external data processing agents that store or process the data in countries that are not approved by the European Commission due to lack of appropriate data protection regulations or infrastructure.
 

4. Who and where will process your data?

For the purposes of mass e-mailing, surveys, market analysis, and recruitment, we are contracting and using the following external data processing agents:

The above data processing agents are exclusively used for the specific purposes outlined above. For all other purposes, we store and process your data on servers we host or have hosted in Malta, Germany and Italy.

As of May 24, 2018, we have a data processing agreement with each of the above data processing agents, either by signing the Data Processing Addendum to their Terms of Service, or automatically (if the provider included the data processing clauses in their Terms of Service).
 

5. How long do we keep your data?

Under Maltese law, we are required to keep your billing details and all documents about your business transactions with Lingospell for 10 years after your last purchase according to the Data Retention Policy.
These documents include offers, quotes, contracts, invoices, banking documents and customer support communication. After this period, your personal data will be irreversibly destroyed.
Any personal data held by us for marketing and service update notifications will be kept by us until such time that you notify us that you no longer wish to receive this information.

6. What are your rights?

Regarding the personal data we collect and use, you have the right to:

  • require us to inform you about the data we are storing and processing about you
  • require us to rectify or erase these data (exceptions may apply if the law or existing contracts require so)
  • restrict or object to the data processing
  • transfer your data without restrictions to another data controller. This is called the right to data portability.
  • withdraw your consent to process your data in general or for specific purposes (opt-out). Our actions to process your data before the time you withdraw your consent will still remain lawful.

More specifically:
If you believe that any personal data we hold on you is incorrect or incomplete, you may request to see this information, and have it corrected or deleted. Please contact us through projects@lingospell.com .
If you wish to complain about how we have handled your personal data, please contact our Chief Information Security Officer at projects@lingospell.com or in writing at Lingospell Ltd., Seaview Flat 1, Qui-Si-Sana Seafront, SLM 3110 Sliema - Malta. Our CISO will then look into your complaint and work with you to resolve the matter.
 

7. Exceptions and restrictions

To these rights, the following exceptions and restrictions may apply:

  • The above rights may not apply to non-personal data – if the data are about an organization and are not suitable to identify individuals.
  • For specific (contractual) purposes, you – as an individual – may have the right to opt out from data processing. However, the organization you represent may not have this right. In this case, you are kindly asked to provide the data of another (consenting) representative to be the contact for your organization.

 

8. What rights do organizations have?

Privacy rights apply to individuals only. Organizations – legal entities – do not have these rights.
 



B. Specific policies by user group or by service

You need to read these sections in order to learn all the specifics about the data we collect from you and the purposes we use them for. Read all sections that apply to you – there can be more than one.
 

1. Are you an individual user of Lingospell?

We collect the following data from you:

  • name,
  • e-mail address,
  • address,
  • electronic taxpayer identification number/fiscal number
  • skype contact,
  • phone number, and
  • a profile description. The profile description is a single phrase, describing the user group or the type of organization you belong to (individual/freelancer, translation company, other company, educational institution etc.). You will be asked to choose one from several pre-defined profile descriptions.


What gives us the right to process these data?

  • Tax regulations: For 10 years after a purchase, we must be able to provide proof of the business transaction to the tax authorities. For this purpose, we must retain the billing details and the related documents.
  • Your consent: We may send you e-mails containing general or targeted offers, invitations to events or surveys concerning quality assurance or market research. However, you may withdraw your consent at any time, without giving a reason.

 

2. Do you represent an organization that uses Lingospell?

We collect the following data from you:

  • name,
  • department,
  • e-mail address,
  • organization (company),
  • business sector,
  • address,
  • VAT and/or registration number,
  • job description,
  • website,
  • skype contact,
  • phone number, and
  • a profile description. The profile description is a single phrase, describing the user group or the type of organization you belong to (individual/freelancer, translation company, other company, educational institution etc.). You will be asked to choose one from several pre-defined profile descriptions.

What gives us the right to process these data?

  • Tax regulations: For 10 years after a purchase, we must be able to provide proof of the business transaction to the tax authorities. For this purpose, we must retain the billing details and the related documents.
  • Contractual obligations: An agreement requires specify valid contact details, so that we can communicate with you concerning the products and services you are using. Such communication includes information about the licenses and services you are using, expiry reminders, update notifications, etc.

If you ask us to erase your personal data or restrict this type of data processing, your organization will be required to appoint another contact person and supply us with their details.

  • Your consent: We may send you e-mails containing general or targeted offers, invitations to events or surveys concerning quality assurance or market research. By entering into an agreement with us, you consent to receive such communication from us. However, you may withdraw your consent at any time, without giving a reason. Your organization may also appoint another contact person who consents to receive such communication.

3. Are we building a translation memory for you?

We collect the following data from you:

  • name,
  • department,
  • e-mail address,
  • organization (company),
  • business sector,
  • address,
  • VAT and/or registration number,
  • job description,
  • website,
  • skype contact,
  • phone number, and
  • a profile description. The profile description is a single phrase, describing the user group or the type of organization you belong to (individual/freelancer, translation company, other company, educational institution etc.). You will be asked to choose one from several pre-defined profile descriptions.

What happens to the data in the translation memory?

The translations we store for you are only accessible by the translators appointed to your projects, our internal resources, by you (individual) or your organization. We only process, access, or otherwise use these data in your interest. We are not going to sell these data or give access to third party.

 

4. What happens when you visit our website?

When you visit our website, you may need to enter a few details about yourself before you can access certain information, especially when you ask for a quote. When you contact us via chat, we are not going to store any details, except the details you provide us.
We collect the following data from you:

  • name,
  • department,
  • e-mail address,
  • organization (company),
  • business sector,
  • address,
  • VAT and/or registration number,
  • job description,
  • website,
  • skype contact,
  • phone number, and
  • a profile description. The profile description is a single phrase, describing the user group or the type of organization you belong to (individual/freelancer, translation company, other company, educational institution etc.). You will be asked to choose one from several pre-defined profile descriptions.

What gives us the right to process these data?

  • Contractual obligation: We need your contact details to be able to respond.
  • Your consent: We may send you e-mails containing general or targeted offers, invitations to events or surveys concerning quality assurance or market research. By entering into an agreement with us, you consent to receive such communication from us. However, you can withdraw your consent at any time, without giving a reason. Your organization may also appoint another contact person who consents to receive such communication.

5. Are you applying for a job through our website?

You will be asked to send an e-mail or upload your resumé, and give your consent to process your data. Personal data in the resumé will be processed only by us.
You may deny or withdraw your consent to process your resumé, but that may make you unable to apply for a position with us.