Information on data processing

Eurolingua und Interlingua Übersetzungen GmbH & Co. KG
Hohe Straße 45
44139 Dortmund

For the sake of brevity, the above-mentioned company will be referred to as the “provider” in the following text.

Data protection is of particular importance to the provider. As a matter of principle, it is possible to use these websites without providing any personal information. However, if a data subject wishes to use specific services of our company via our website, it may be necessary to process personal data. If the processing of personal data is necessary and there is no legal basis for such processing, we generally obtain the consent of the data subject.

The processing of personal data, such as the name, address, e-mail address or telephone number of a data subject, is always carried out in accordance with the General Data Protection Regulation and in compliance with the country-specific data protection regulations applicable to the provider. By means of this privacy policy, our company would like to inform the public about the nature, scope and purpose of the personal data we collect, use and process. Furthermore, this privacy policy informs data subjects about their rights.

As the party responsible for the processing or data controller, the provider has implemented numerous technical and organisational measures to ensure the most complete protection possible of the personal data processed via this website. Nevertheless, web-based data transmissions can generally have security gaps and, as a result, absolute protection cannot be guaranteed. For this reason, every data subject is free to transmit personal data to us by alternative means, for example by telephone.

In order to protect your transmitted data in the best possible way, the website operators use SSL encryption. You can recognise such encrypted connections by the prefix “https://” in the page link in the address bar of your browser. Unencrypted pages are identified by “http://”.

The provider’s privacy policy is based on the terminology used by the European legislator in the adoption of the General Data Protection Regulation (GDPR). Our privacy policy is intended to be easy to read and understand for the general public as well as for our customers and business partners. To ensure this, we would like to explain the terms used in advance.

We use the following terms, among others, in this privacy policy:

a) Personal data
Personal data is all information relating to an identified or identifiable natural person (hereinafter referred to as “data subject”). A natural person is considered identifiable if he or she can be identified, directly or indirectly, in particular by association to an identifier such as a name, an identification number, location data, an online identifier or one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

b) Data subject
Data subject is any identified or identifiable person whose personal data is processed by the data controller.

c) Processing
Processing means any operation or set of operations which is performed on personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, distribution or another form of provision, alignment or combination, restriction, erasure or destruction.

d) Restriction of processing
Restriction of processing is the marking of stored personal data with the aim of restricting its future processing.

e) Profiling
Profiling is any form of automated processing of personal data consisting of the use of such personal data to evaluate certain personal aspects relating to a natural person, in particular to analyse or predict aspects concerning that natural person’s performance at work, economic situation, health, personal preferences, interests, reliability, behaviour, location or movements.

f) Pseudonymisation
Pseudonymisation is the processing of personal data in such a manner that the personal data can no longer be attributed to a specific data subject without the use of additional information, provided that such additional information is kept separately and is subject to technical and organisational measures to ensure that the personal data is not attributed to an identified or identifiable natural person.

g) Data controller
The data controller or party responsible for processing the data is the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data. Where the purposes and means of such processing are determined by Union or Member State law, the data controller or the specific criteria for its nomination may be provided for by Union or Member State law.

h) Processor
The processor is a natural or legal person, public authority, agency or other body which processes personal data on behalf of the data controller.

i) Recipient
The recipient is a natural or legal person, public authority, agency or other body to which the personal data is disclosed, whether a third party or not. However, public authorities which may receive personal data in the framework of a particular inquiry in accordance with Union or Member State law shall not be regarded as recipients.

j) Third party
A third party is a natural or legal person, public authority, agency or body other than the data subject, data controller, processor and persons who, under the direct authority of the data controller or processor, are authorised to process personal data.

k) Consent
Consent is any freely given, specific, informed and unambiguous indication of the data subject’s wishes by which he or she, in the form of a statement or a clear affirmative action, signifies agreement to the processing of personal data relating to him or her.

Controller for the purposes of the General Data Protection Regulation, other data protection laws applicable in Member States of the European Union and other provisions related to data protection is:

Eurolingua und Interlingua Übersetzungen GmbH & Co. KG
Hohe Straße 45
44139 Dortmund, Germany

Phone: +49 231 55 78 000
Fax: +49 231 55 78 00 55
Email: info@eurolingua.de
Website: https://eurolingua.de/

General partner: Eurolingua und Interlingua Übersetzungen Verwaltungs GmbH, registered office Dortmund, Local Court (Amtsgericht) Dortmund HRB 10140, represented by its managing director Ali Erdogdu.

Data protection officer
Ms Beate Pincus, contactable at the address above or by email to datenschutz@eurolingua.de.

This website is hosted by IONOS SE, Elgendorfer Straße 57, 56410 Montabaur, Germany. A data processing agreement under Art. 28 GDPR is in place with IONOS, concluded on 29 October 2018; since 19 July 2022 it forms part of the IONOS terms and conditions.

Each time the site is accessed, the server collects the following data, which is anonymised at the point of collection:

• the previously visited page (referrer)
• the page or file requested
• browser type and browser version
• the operating system used
• the device type
• the time of access
• the IP address in anonymised form, used solely to determine the location of access

The purpose is the security and stability of the service. The legal basis is our legitimate interest in trouble-free operation, Art. 6(1)(f) GDPR. The data is erased after eight weeks. It is not passed on to third parties and is not transferred to countries outside the EU. We cannot draw conclusions about individual persons from it.

For statistical evaluation and technical optimisation we use WebAnalytics, part of the IONOS SE hosting package. Data is collected via a counting pixel or via the server logs. No cookies are set, and the IP address is anonymised immediately after transmission. The data collected is the same as described under server logs above. IONOS does not store personal data of individual visitors, and no data is passed on to third parties. The legal basis is Art. 6(1)(f) GDPR.

This website sets exactly one cookie:

This cookie is strictly necessary for the operation of the website you requested. Its storage therefore does not require consent under Section 25(2) no. 2 TDDDG; the legal basis for the subsequent processing is Art. 6(1)(f) GDPR. We do not use cookies for analytics or advertising. For the same reason this website has no consent banner.

This website also embeds no content from third-party servers: no external fonts, no map services, no video platforms, no analytics or advertising scripts. All files are delivered from our own server. Your IP address is therefore not transmitted to any third party when you open a page.

Our enquiry forms allow you to request a quote for a translation. The following data is processed:

• Mandatory: name, email address and the target language or the type of document. Without these we cannot prepare a quote.
• Optional: telephone number, company, source language, subject area, requested deadline, number of documents, preferred delivery method, the authority or body where you intend to submit a certified translation, and your message.
• Documents you choose to upload.
• The page the enquiry was sent from, the page visited before it, and your browser and operating system in general terms, such as “Chrome, Windows”.
• A technical timestamp used for spam protection.

The purpose is to handle your enquiry and prepare a quote. The legal basis is Art. 6(1)(b) GDPR, as the processing is carried out in order to take steps at your request prior to entering into a contract; where you write on behalf of a company, additionally Art. 6(1)(f) GDPR.

Consent regarding sensitive data: Because uploaded documents may contain special categories of personal data, every form includes a mandatory field in which you explicitly consent to their processing for the quote and the translation (Art. 9(2)(a) GDPR). The consent is stored with the enquiry and noted in the notification sent to us; you can withdraw it at any time.

Regarding uploaded documents: your file is transmitted to our mailbox as an email attachment. During transmission it is held in a separate directory with a randomly generated name that is blocked against outside access, and it is deleted from the server immediately after the message has been sent. The file itself is not stored on the website: neither in the media library nor in the database, and at no point is it retrievable via a web address. Only the file name is noted in the enquiry record so that it remains clear what you sent; it is deleted together with that record.

The remaining form entries are additionally stored in this website’s database so that no enquiry is lost. Your IP address is not stored.

Erasure: form entries stored in the website database are deleted automatically after 14 days. A daily routine removes every record older than that; the complete record is deleted, not just individual fields. Your enquiry continues to be handled via the email in our mailbox, for which separate periods apply (see “How long we store data”).

To protect against automated submissions, the form contains a field that is invisible to you and a signed timestamp. Both are evaluated on our own server. We do not use a third-party captcha; no cookies are set and no data is transmitted to third parties for this purpose.

After you submit a form you automatically receive a confirmation summarising your details, sent to the email address you provided. It is sent via IONOS SE acting as our processor. The legal basis is Art. 6(1)(b) GDPR.

If you write to us, we process your details in order to deal with your request. The legal basis is Art. 6(1)(b) GDPR for contractual and pre-contractual matters, otherwise Art. 6(1)(f) GDPR.

Please note that an unencrypted email can be read by third parties on its way through the internet. If you wish to send us particularly sensitive documents, please contact us and we will agree a protected transmission route with you.

Sending and receiving: the emails generated by the forms on this website, that is the enquiry to us and your confirmation, are sent via the mail server of IONOS SE. They are received and stored in the company mailbox at Google Ireland Limited, Gordon House, Barrow Street, Dublin 4, Ireland. Google processes the data as a processor under Art. 28 GDPR; processing may also take place in the United States, safeguarded by the EU-US Data Privacy Framework and the European Commission’s standard contractual clauses.

The core of our work is translating documents. These documents regularly contain personal data and, in the case of civil status records, certificates and medical texts, also special categories of personal data within the meaning of Art. 9 GDPR.

The documents provided to us are treated as confidential in terms of trade and business secrecy as well as data protection law. In implementation of our quality policy, a documented procedure ensures that submitted documents and information are marked, handled carefully and forwarded appropriately.

We agree with you whether the documents provided are returned after completion of the order or destroyed by a specialist company against written proof.

Our employees and the translators we commission are bound in writing to maintain confidentiality with regard to personal data and to observe the applicable rules on professional secrecy. The wording is set out in our confidentiality undertaking, with further information under data protection regarding your documents.

The legal basis for this processing is Art. 6(1)(b) GDPR, as it is necessary for the performance of the translation contract.

Where the documents contain special categories of personal data, we base the processing on your explicit consent under Art. 9(2)(a) GDPR. You give it in the enquiry form; the declaration is stored with the enquiry and can be withdrawn at any time with effect for the future. Documents containing data of other persons, such as family records or expert reports, are handled to the same standards as all other sensitive documents; by uploading them you confirm that you are authorised to pass them on. The freelance translators we commission sign the confidentiality undertaking referred to above before their first assignment.

We pass on personal data only where this is necessary for the purposes described. The recipients are:

Operating the website itself (hosting, reach measurement and sending form emails) involves no transfer to countries outside the European Union. For the company mailbox, please see the note in the section on email correspondence. If a translation is produced for an order outside the EU or delivered there, we will inform you separately.

We store personal data only for as long as is necessary for the respective purpose or as required by law. In detail:

Once the respective period has expired, the data is routinely erased or its processing is restricted where statutory retention obligations prevent erasure.

a) Right to confirmation
Every data subject has the right, granted by the European legislator, to obtain from the data controller confirmation as to whether personal data concerning him or her is being processed. If a data subject wishes to exercise this right to confirmation, he or she may contact an employee of the data controller at any time.

b) Right to information
Every data subject has the right, granted by the European legislator, to obtain from the data controller, at any time and free of charge, information about the personal data stored about him or her as well as a copy of the said information. Furthermore, the European legislator has granted the data subject access to the following information:

• The purpose of the processing
• The categories of personal data that is being processed
• The recipients or categories of recipients to whom the personal data has been or will be disclosed, in particular recipients in third countries or international organisations
• Where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period
• The existence of a right to correct or erase the personal data concerning him or her or restrict its processing by the data controller or the right to object to such processing
• The existence of a right to lodge a complaint with a supervisory authority if the personal data is not collected from the data subject: all available information on the origin of the data
• The existence of automated decision-making, including profiling, referred to in § 22(1) and (4) of the GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and envisaged consequences of such processing for the data subject.

Furthermore, the data subject has the right to information as to whether personal data has been transferred to a third country or to an international organisation. If this is the case, the data subject also has the right to obtain information about the appropriate safeguards relating to the transfer.

If a data subject wishes to exercise this right to information, he or she may contact an employee of the data controller at any time.

c) Right of correction
Every data subject has the right, granted by the European legislator, to request the immediate correction of inaccurate personal data concerning him or her. Taking into account the purposes of the processing, the data subject also has the right to request the completion of incomplete personal data, including by means of a supplementary statement.
If a data subject wishes to exercise this right of correction, he or she may contact an employee of the data controller at any time.

d) Right to erasure (right to be forgotten)
Every data subject has the right, granted by the European legislator, to request the data controller to immediately erase personal data concerning him or her, provided that one of the following reasons applies, and insofar as the processing is not necessary:

• The personal data has been collected or otherwise processed for purposes for which it is no longer necessary.
• The data subject withdraws his or her consent on which the processing was based according to § 6 par. 1 letter a of the GDPR, or § 9 par. 2 letter a of the GDPR, and there is no other legal basis for the processing.
• The data subject objects to the processing pursuant to § 21 par. 1 of the GDPR and there are no overriding legitimate grounds for the processing, or the data subject objects to the processing pursuant to § 21 par. 2 of the GDPR.
• The personal data has been processed unlawfully.
• The erasure of the personal data is necessary for compliance with a legal obligation under Union or Member State law to which the data controller is subject.
• The personal data has been collected in relation to the information society services offered in accordance with § 8 par. 1 of the GDPR.

If one of the above-mentioned reasons applies and a data subject wishes to request the erasure of the personal data stored by the provider, he or she may contact an employee of the data controller at any time. The provider’s employee will ensure that the erasure request is complied with immediately.

If the personal data has been made public by the provider and our company is obliged to erase the personal data as the data controller pursuant to § 17 par. 1 of the GDPR, the provider shall take appropriate measures, including technical measures, taking into account the available technology and implementation costs, to inform other data controllers who process the published personal data that the data subject has requested these other data controllers to erase all links to this personal data or copies or replications of this personal data, insofar as processing is not necessary. The provider’s employee will take the necessary steps in each individual case.

e) Right to restriction of processing
Every data subject has the right, granted by the European legislator, to request the data controller to restrict processing if one of the following conditions is met:

• The accuracy of the personal data is contested by the data subject, namely for a period that enables the data controller to verify the accuracy of the personal data.
• The processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of its use instead.
• The data controller no longer needs the personal data for the purposes of processing, but the data subject needs it to assert, exercise or defend legal claims.
• The data subject has objected to the processing pursuant to § 21 par. 1 of the GDPR and it is not yet clear whether the legitimate grounds of the data controller override those of the data subject.

If one of the above-mentioned conditions is met and a data subject wishes to request restriction of the personal data stored by the provider, he or she may contact an employee of the data controller at any time. The provider’s employee will then arrange for the restriction of the processing.

f) Right to data transferability
Every data subject has the right, granted by the European legislator, to receive the personal data concerning him or her, which they provided to the data controller, in a structured, commonly used and machine-readable format. The data subject also has the right to transfer this data to another data controller without hindrance from the data controller to whom the personal data was provided, provided that the processing is based on consent pursuant to § 6 par. 1) letter a of the GDPR or § 9 par. 2 letter a of the GDPR or on a contract pursuant to § 6 par. 1 letter b of the GDPR and the processing is carried out by automated means, unless the processing is necessary for the performance of a task carried out in the public interest or in the exercise of the official authority vested in the data controller.
Furthermore, when exercising his or her right to data transferability pursuant to § 20 par. 1 of the GDPR, the data subject has the right to have personal data transmitted directly from one data controller to another, insofar as this is technically feasible and provided that this does not affect the rights and freedoms of other persons.
In order to exercise the right to data transferability, the data subject may contact an employee of the provider at any time.

g) Right to object
Every data subject has the right, granted by the European legislator, to object, at any time, on grounds relating to his or her particular situation, to the processing of personal data concerning him or her which is carried out on the basis of § 6 par. 1 letter e or f of the GDPR. This also applies to profiling based on these provisions.
In the event of an objection, the provider will no longer process personal data unless we can demonstrate compelling legitimate grounds for the processing that override the interests, rights and freedoms of the data subject, or the processing serves to assert, exercise or defend legal claims.

If the provider processes personal data for the purposes of direct advertising, the data subject has the right to object at any time to the processing of the personal data for the purpose of such advertising. This also applies to profiling insofar as it is related to such direct advertising. If the data subject objects to the provider processing data for direct advertising purposes, the provider will no longer process the personal data for these purposes.

In addition, the data subject has the right to object, on grounds relating to his or her particular situation, to the processing of personal data concerning him or her and which is carried out by the provider for scientific or historical research purposes, or for statistical purposes pursuant to § 89 par. 1 of the GDPR, unless such processing is necessary for the performance of a task carried out in the public interest.

In order to exercise the right to object, the data subject may contact any employee of the provider or any other employee directly. The data subject is also free in relation to the use of information society services, notwithstanding Directive 2002/58/EC, to exercise his or her right to object by means of automated means using technical specifications.

h) Automated individual decision-making including profiling
Every data subject has the right, granted by the European legislator, not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning him or her or similarly significantly affects him or her, provided that the decision (1) is not necessary for entering into or the performance of a contract between the data subject and the data controller, or (2) is authorised by Union or Member State law to which the data controller is subject and that law provides for suitable measures to safeguard the rights, freedoms and legitimate interests of the data subject, or (3) is made with the express consent of the data subject.

If the decision (1) is necessary for entering into or performing a contract between the data subject and the data controller or (2) is made with the express consent of the data subject, the provider shall take appropriate measures to safeguard the rights and freedoms as well as the legitimate interests of the data subject, including at least the right to obtain the intervention of a person on the part of the data controller, to express its point of view and to contest the decision.
If the data subject wishes to assert rights in relation to automated decisions, he or she may contact an employee of the data controller at any time.

i) Right to withdraw consent under data protection law

Every data subject has the right, granted by the European legislator, to withdraw his or her consent to the processing of personal data at any time.
If the data subject wishes to exercise his or her right to withdraw consent, he or she may contact an employee of the data controller at any time.

§ 6 par. 1 letter a of the GDPR serves as the legal basis for our company for processing operations in which we obtain consent for a specific processing purpose. If the processing of personal data is necessary for the performance of a contract to which the data subject is a party, as is the case, for example, with processing operations that are necessary for the delivery of goods or the provision of any other service or consideration, the processing is based on § 6 par. 1 letter b of the GDPR. The same applies to processing operations that are necessary for the implementation of pre-contractual measures, for example in cases of enquiries about our products or services. If our company is subject to a legal obligation that requires the processing of personal data, such as for the fulfilment of tax obligations, the processing is based on § 6 par. 1 letter c of the GDPR. In rare cases, the processing of personal data may be necessary to protect the vital interests of the data subject or another natural person. This would be the case, for example, if a visitor were to be injured on our premises and his or her name, age, health insurance data or other vital information had to be passed on to a doctor, a hospital or other third parties. In that case, the processing would be based on § 6 par. 1 letter d of the GDPR.

Ultimately, processing operations could be based on § 6 par. 1 letter f of the GDPR. This legal basis applies to processing operations that are not covered by any of the aforementioned legal bases if the processing is necessary to safeguard a legitimate interest of our company or a third party, provided that the interests, fundamental rights and freedoms of the data subject do not prevail. Such processing operations are permitted in particular because they have been specifically mentioned by the European legislator. In this respect, the legislator took the view that a legitimate interest could be assumed if the data subject is a customer of the data controller (recital 47, sentence 2 of the GDPR).

If the processing of personal data is based on § 6 par. 1 letter f of the GDPR, our legitimate interest is the performance of our business activities for the benefit of all our employees and our shareholders.

The criterion for the duration of the storage of personal data is the respective statutory retention period. After expiry of the period, the corresponding data is routinely erased, provided that it is no longer required for the fulfilment or initiation of a contract.

Legal or contractual requirements for the provision of personal data; necessity for the conclusion of the contract; obligation of the data subject to provide personal data; possible consequences of failure to provide data

We would like to inform you that the provision of personal data is partly required by law (e.g. tax regulations) or may also result from contractual provisions (e.g. information on the contractual partner).

In some cases, it may be necessary for a data subject to provide us with personal data in order to conclude a contract, which we must then process. For example, the data subject is obliged to provide us with personal data if our company concludes a contract with him or her. Failure to provide personal data would mean that the contract with the data subject could not be concluded.

Before providing personal data, the data subject must contact one of our employees. Our employee will inform the data subject on a case-by-case basis whether the provision of personal data is required by law or by contract, or is necessary for the conclusion of the contract, whether there is an obligation to provide personal data, and what the consequences of not providing personal data would be.

As a responsible company, we refrain from automatic decision-making or profiling.

Irrespective of the rights set out above, you may at any time lodge a complaint with a data protection supervisory authority if you consider that the processing of your data infringes the GDPR, Art. 77 GDPR. The authority responsible for us is:

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen
Postfach 20 04 44
40102 Düsseldorf, Germany
Phone: +49 211 38424-0
www.ldi.nrw.de

This privacy policy was created using the privacy policy generator of DGD Deutsche Gesellschaft für Datenschutz GmbH, which acts as an external data protection officer, in cooperation with the Cologne-based IT and data protection lawyer Christian Solmecke.

Last updated: 06 September 2026.