Data Protection Policy

1. An overview of data protection

General information

The following paragraphs provide a simple overview of what happens to your personal information when you visit our website or use our services. Personal data refers to any information which could personally identify you. Detailed information on data protection can be found in our privacy policy further below.

Data collection on our Website

Who is responsible for data collection on this website?

The data processing on this website is carried out by the website operator. Their contact details can be found in the legal notice of this website.

How do we collect your data?

You provide some of this data directly, for example, when you fill in a contact form.

Other data are collected automatically by our IT systems when you visit the website. These data are primarily technical data, such as the browser and operating system or time of access. They are collected automatically as soon as you enter our website.

What do we use your data for?

The data are collected to ensure the proper functioning of the website.

What rights do you have regarding your data?

You have the right to request information about the origin, recipient and purpose of any personal data stored by us at any time, free of charge. You also have the right to request that it be corrected, blocked or deleted. You can contact us at the address given in the legal notice of this website to exercise these rights or if you have any further questions about data protection. You also have the right to file a complaint with the regulatory authority.

Analytics and third-party tools

When you visit our website, your surfing behaviour may be statistically analysed using the analytic tool Statify. This tool does not process or store IP addresses or use cookies and cannot be used to identify you.

Data collection as part of order processing

We collect, process and use personal data only where necessary to process orders.

2. General information and mandatory information

Data protection

We take the protection of your personal data very seriously. All personal data are treated as confidential and are processed in accordance with the statutory data protection regulations and this data protection declaration. We are committed to complying with our obligation to provide information about the circumstances of processing according to Art. 13 and Art. 14 of the General Data Protection Regulation (GDPR).

If you use this website or contact us regarding a service, various types of personal data will be collected. Personal data refers to any information that personally identifies you. This Privacy Policy explains what data we collect, how we collect it and what we use it for.

Please note that data transmission via the internet (e.g. via email communication) may be subject to security breaches. It is not possible to guarantee the complete protection of your data from third-party access.

Notice concerning the party responsible for this website

The party responsible for data processing on this website is:

Julia Hanus
Antwerpsesteenweg 536 bus 302
9040 Sint-Amandsberg
Phone: +32 9 395 83 82
E-Mail: Julia.Hanus@texacta-translations.de

The responsible party is the natural or legal person who alone or jointly with others decides on the purposes and means of processing personal data (names, email addresses, etc.).

You have the following rights regarding the processing of your personal data:

Revoking consent to the processing of your data

Many data processing operations are only possible with your express consent. You can revoke your consent at any time. An informal email to make this request is sufficient. Any data already processed when we receive this request may still be legally processed.

Right to file complaints with regulatory authorities

If there has been a breach of data protection legislation, the person affected has the right to file a complaint with the competent regulatory authorities. The competent regulatory authority for matters related to data protection in this case is the Belgian Data Protection Authority. You can contact them at: dataprotectionauthority.be.

Right to data portability

You have the right to have any data we process automatically delivered to you or to a third party in a standard, machine-readable format. If you require the direct transfer of the data to another responsible party, this will only be done insofar as it is technically feasible.

Right to Information, rectification, blocking and deletion

Within the framework of existing legislation, you have the right to be provided with information about the origin, recipient and the purpose of your stored personal data at any time and free of charge. You also have the right to have data corrected, blocked or deleted. You can contact us at any time using the address given in the legal notice of this website to exercise these rights, or if you have any further questions regarding personal data.

Opposition to promotional emails

We hereby expressly prohibit the use of contact data published in the context of the legal notice for the purpose of sending or unsolicited advertising or other material. The operators of this website expressly reserve the right to take legal action in the event of the sending of unsolicited advertising material, such as email spam.

SSL or TLS encryption

This site uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content, such as the inquiries you send to us as the site operator. You can recognize an encrypted connection in your browser’s address line when it changes from “http://” to “https://” and the lock icon is displayed in your browser’s address bar.

3. Data protection officer

We are not legally required to appoint a data protection officer.

4. Data collection on our website

Server log files

Our hosting service provider SiteGround, located at S.L., Calle de Prim 19, 28004 Madrid, Spain, automatically collects and stores information that your browser transmits to us in “server log files”.
These are:

– Browser type and browser version
– Operating system used
– Referrer URL
– Exit URL
– Amount of data transferred
– Contents requested
– Host name of the accessing computer
– Date and time of the server request
– IP address

This data are collected, processed and used for statistical purposes only. It will not be combined with data from other sources. The purpose of this data processing is the statistical and technical optimisation of the website. We will under no circumstances create profiles about the behaviour of individual users visiting our websites. The server log files are discarded once they have been processed.

The basis for data processing is Art. 6 (1) (b) of the GDPR, which allows the processing of data for the performance of a contract or to execute pre-contractual measures.

Web fonts

This page uses web fonts from different providers to display fonts uniformly. When you open a page, your browser loads the required web fonts into your browser cache to display texts and fonts correctly.

For this purpose, your browser has to establish a connection to the provider’s server. The provider thus becomes aware that our web page was accessed via your IP address. The use of Web fonts is in the interest of a uniform and attractive presentation of our website. This constitutes a justified interest pursuant to Art. 6 (1) (f) of the GDPR.

If your browser does not support Web fonts, your computer will use a default font.

More information about Google Web Fonts can be found at: https://developers.google.com/fonts/faq and in Google’s privacy policy: https://www.google.com/policies/privacy/.

More information about Font Awesome can be found at: https://fontawesome.com/license and in Font Awesome’s privacy policy:
https://fontawesome.com/privacy

Analysis tool Statify

We use Statify to analyse visits to our website. This tool does not process or store personal data such as IP addresses and does not use cookies. The tool, therefore, cannot identify website visitors.

5. Data collection as part of order processing

Data processing (client and contract data)

We collect, process and use personal data only to the extent necessary for the justification, formulation or modification of the legal relationship (data inventory). For the processing of personal data necessary for the performance of a contract to which the data subject is a party, or to execute pre-contractual measures, Art. 6 (1) (b) of the GDPR serves as the legal basis. The following paragraphs give a more detailed overview of how your data are processed.

We will only pass on your data if you give your prior consent or if this is required in order to enter into a contractual relationship.

Communication

We may contact you via email to provide information related to the processing of a request or order, or in the context of our general business relationship. Your email address, the content of the email and the history of the communication are recorded for this purpose.

The legal basis for this data processing is Art. 6 (1) (b) of the GDPR, which permits data processing for the performance of a contract or for pre-contractual measures (customer relations, contracts with business partners, authorities, employees etc.). Data will only be passed on if you give your prior consent or if it this required to process a business transaction. Your data will be stored on our systems in accordance with legal retention periods.

Order processing

In order to process your order or request, we collect personal data of contact persons (name, email address, telephone number, role in the company, etc.). For billing and project planning we use the online project management software LSP.expert from CoScaleIT SPRL, Avenue Paul Hymans, 42, 1200 Brussels, Belgium. Details on data protection at CoScaleIT SPRL can be found at: https://www.lsp.expert/en/privacy. We have signed an order processing agreement with the supplier.

The basis for this data processing is Art. 6 (1) (b) of the GDPR, which permits the processing of data for the performance of a contract or for pre-contractual measures.

The information is also shared with a tax consultant for the preparation of VAT declarations, tax returns and the annual financial statement. Your data will be stored in accordance with legal retention periods.

Data storage

We use Microsoft OneDrive for Business to store our data (1 Microsoft Way, Redmond, WA 98052, USA). We have an order processing agreement with the supplier. Data at rest are stored within the European Union, however data transfers may involve transfers outside the European Union. Where transfers take place outside the European Economic Area, Microsoft will abide by the requirements of the European Economic Area regarding the collection, use, transfer, retention, and other processing of personal data. Additionally, Microsoft is certified under the EU-U.S. Privacy Shield Frameworks and the commitments these frameworks entail. For additional security, data are encrypted before storage.

The basis for this data processing is Art. 6 (1) (b) of the GDPR, which permits the processing of data for the performance of a contract or for pre-contractual measures.Your data will be stored in accordance with legal retention periods. If the order files (source text and translation) contain personal data, these files will be kept for 2 years from the end of the calendar year and then deleted.