Privacy Policy

1. Who we are

translation4life is a translation and interpreting agency based at Marja tn 2, 21035 Narva, Estonia. For anything relating to this policy or your personal data, contact us at support@translation4life.com or +372 5348 7319.

2. What personal data we collect

We collect the personal data you give us directly: your name, email address, phone number, and, where relevant to a quote or order, your postal address, company name, and invoice country. If you contact us by phone or in person, we may note down what’s needed to handle your enquiry. When you place an order, we also process payment-related status information (see Section 3 for what we don’t collect on cards) and, where you choose posted delivery, a delivery address. Our website also uses limited technical storage described in Section 7.

3. Uploaded documents — special handling

Documents you upload or send us — passports, certificates, contracts, manuals, drafts and any other file — are the most sensitive category of data we handle, and we treat them accordingly: files are transferred to us encrypted; they are processed only by the translator and reviewer assigned to your job, within the EU; they are kept only for as long as your job and the 14-day correction window require, then deleted on a fixed schedule — we do not keep a permanent archive of client documents; we never use anything you send us to train a machine translation model, an AI system, or any other automated tool; we never share your documents with a third party; an NDA is available on request before you send anything, particularly for business and legal work. Card payment details are never collected by us at all — see Section 3 of our Terms of Service and the checkout’s payment notice for how the (currently demo) payment step works.

4. Why we process your data (lawful bases)

We process your data on these legal bases under the GDPR: Contract (Art. 6(1)(b)) — to provide a quote, deliver a translation or interpreting service, process your order, and handle payment and delivery. Legitimate interests (Art. 6(1)(f)) — to respond to enquiries that don’t yet lead to an order, to keep our records secure, and to prevent fraud and spam on our contact and order forms. Consent (Art. 6(1)(a)) — for Google Analytics, which only runs after you actively opt in via the cookie banner (see Section 7). Legal obligation (Art. 6(1)(c)) — where we’re required to keep certain records, for example for tax purposes.

5. How long we keep your data

Quote and order enquiry details: kept for as long as needed to respond, plus a reasonable period afterwards in case you follow up, then deleted. Uploaded documents: deleted on a fixed schedule once your job and the 14-day correction window have passed — see Section 3. Order and invoicing records: kept for as long as Estonian law requires us to retain financial records. Analytics data: retained per Google’s default Analytics retention settings, only if you’ve given consent (see Section 7).

6. Who your data is shared with

We don’t sell your data, and we don’t share your documents with any third party. Limited service providers process data on our behalf strictly to run the site and our operations — for example, our hosting provider, and, only after your consent, Google Analytics. Each acts under instructions from us and doesn’t use your data for its own purposes.

7. Cookies and analytics

Our site uses a small amount of essential local storage to work at all: to remember your cookie choice, keep your cart contents, and remember your chosen language. This storage doesn’t require consent because the site can’t function without it. We use Google Analytics 4 to understand how the site is used, but only after you actively accept it via the cookie banner — it is never loaded before that choice is made. You can withdraw consent at any time via “Cookie settings” in the footer, and doing so removes the associated analytics cookies. Full detail, including exactly what’s stored and for how long, is in our Cookie Policy.

You have the right to: access the personal data we hold about you; correct inaccurate data; request erasure of your data (“right to be forgotten”), subject to our legal retention obligations; restrict or object to certain processing; data portability, where technically feasible; withdraw consent at any time (for analytics), without affecting processing carried out before withdrawal; and lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon), or your own country’s supervisory authority if you’re elsewhere in the EU. To exercise any of these rights, email support@translation4life.com. We respond within the timeframes required by the GDPR.

9. Security

We use encrypted transfer for documents and personal data sent to and from us, and processing takes place within the EU. Access to client files is limited to the people working on your job.

10. Children

Our services are intended for adults and businesses. We don’t knowingly collect personal data from children.

11. Changes to this policy

We may update this policy as our services or legal obligations change. The “last updated” date at the top of this page reflects the current version.

12. Contact & supervisory authority

translation4life, Marja tn 2, 21035 Narva, Estonia. support@translation4life.com, +372 5348 7319. Estonian supervisory authority: Andmekaitse Inspektsioon (Estonian Data Protection Inspectorate), www.aki.ee.