1. Who is responsible for data processing
The party responsible for the processing of personal data on this Website is Oksana Oliferenko — a professional document translator working in the language directions Ukrainian ⇄ German ⇄ English (hereinafter — "I", the "Contractor"). For all questions regarding data processing, please use the contact form on the Website.
2. What data is collected
- Request data: name, contact details (email and/or phone), translation direction, document type, comment, selected options (urgency, certification, prepayment).
- Uploaded documents: the files you attach to a request, including all information they contain.
- Contact form data: name, email, message text.
- Order tracking data: the order code and email you enter to check the status.
- Technical data: minimally necessary technical server logs. No analytics or advertising trackers are used on the Website.
3. Particularly sensitive data in documents
The documents you submit for translation may contain special categories of personal data: information about health, court proceedings, marital status, religious beliefs, financial details, etc. Such data is:
- processed exclusively for the purpose of translation and transcription;
- not used for any other purposes;
- not shared with third parties (subject to the exceptions in section 6);
- processed on the basis of your explicit consent, which you give by voluntarily uploading the document (Art. 9(2)(a) GDPR).
4. Legal bases for processing
- Performance of a contract (Art. 6(1)(b) GDPR) — processing the request, assessment, performing the translation, informing about the order status.
- Consent (Art. 6(1)(a), Art. 9(2)(a) GDPR) — processing the contents of documents, including sensitive data.
- Legitimate interest (Art. 6(1)(f) GDPR) — ensuring the security and proper functioning of the Website.
5. How your documents are processed
- Secure transfer: files are transferred exclusively over an encrypted connection (HTTPS/TLS).
- Isolated storage: documents are kept in a protected object storage, separate from the Website database; direct public access to the files is impossible.
- Restricted access: only the Contractor has access to the documents, via a secure, authenticated admin panel.
- No machine processing: documents are not uploaded to machine translation, text recognition or artificial intelligence services. Manuscripts are transcribed by hand.
- Working copies: intermediate materials (transcriptions, drafts) are handled with the same level of confidentiality as the originals.
6. Disclosure to third parties
Your data and documents are not sold or passed on to third parties. Exceptions:
- Technical providers (hosting, secure file storage) acting as data processors and obliged to protect the data.
- Email notification service — a technical mail service is used for service notifications (request confirmation, status changes); only the data necessary for delivering the message is transferred to it (name, address, subject). The contents of your documents are not sent through it.
- Notarisation — exclusively at your request and to the agreed extent.
- Legal requirement — where disclosure is expressly required by law.
7. Retention periods
- Request data and documents are kept for the duration of the order and for a limited period afterwards — to answer follow-up questions and fulfil legal obligations.
- You may request early deletion of your documents at any time (section 8), provided this does not conflict with statutory retention obligations.
- Data from requests that did not result in an order is deleted within a reasonable period.
8. Your rights
Under the GDPR you have the right to:
- access your data and obtain a copy of it;
- rectification of inaccurate data;
- erasure of data (the "right to be forgotten");
- restriction of processing;
- data portability;
- object to processing;
- withdraw consent at any time (without affecting the lawfulness of prior processing);
- lodge a complaint with a data protection supervisory authority.
To exercise your rights, please use the contact form on the Website.
9. Security
Technical and organisational protective measures are in place: transport encryption (TLS), isolated file storage, authenticated access to the admin panel, restrictions on file types and size, and regular access control.
10. Cookies and local storage
The Website uses only minimally necessary browser storage technologies (language selection, saving your cookie choice). See the Cookie Policy for details.
11. Minors
The Services are intended for adults. If a document concerns a minor, the request must be submitted by their legal representative.
12. Changes to this policy
This policy may be updated. The current version, with its update date, is always available on this page.
13. Contact
For questions about privacy and the exercise of your rights, please use the contact form on the Website.