Privacy Policy

1. Who We Are

ELiTE Language Craft is a collective of independent professional translators. This Privacy Policy explains how we collect, use, store, and protect personal data when you visit our website or use our matching/facilitation services.

We act as a data controller for website and enquiry data. When we share your details with a Translator to facilitate a match, that Translator becomes an independent data controller for the project-related data they receive.

2. Data We Collect

Information you provide:

• Name, email address, organisation, phone number
• Project details, source language/target language, specialisation needs, deadlines
• Documents or files you upload for quoting or translation (including potentially sensitive content such as legal or financial documents)
• Communications via the contact form or email

Automatically collected:

• IP address, browser type, device information, pages visited, referral source (via standard web analytics)
• Cookies and similar technologies (see Cookie section)

We do not intentionally collect special-category data unless you voluntarily include it in project materials (e.g., medical or legal documents). In such cases we process it only as necessary to facilitate the requested service.

3. How We Use Your Data

• To respond to enquiries and match you with suitable Translators
• To facilitate communication between you and Translators
• To improve our website and services
• To comply with legal obligations
• To protect the rights and security of the Collective, Clients, and Translators

Legal bases under GDPR (where applicable):

• Contract / pre-contractual steps (Art. 6(1)(b))
• Legitimate interests (Art. 6(1)(f)) – operating and improving the matching platform
• Consent (Art. 6(1)(a)) – where required (e.g., marketing)
• Legal obligation (Art. 6(1)(c))

4. Sharing of Data

We share personal data only as necessary:

• With the matched independent Translator(s) so they can assess and perform the project
• With service providers who support our website and operations (hosting, email, analytics) under appropriate data-processing agreements
• When required by law or to protect rights and safety

We do not sell personal data. Translators are independent and process project data under their own responsibility and professional confidentiality obligations.

5. International Transfers

Translators and Clients may be located worldwide. When data is transferred outside the EEA/UK, we rely on appropriate safeguards (standard contractual clauses, adequacy decisions, or other lawful mechanisms) or on the necessity of the transfer for the performance of a contract with you.

6. Data Retention

• Enquiry and contact data: retained as long as needed to respond and for a reasonable period thereafter (typically 2–3 years) or longer if required for legal claims.
• Project-related data shared with Translators: retained by us only as long as necessary for facilitation; Translators retain data according to their own professional and legal obligations.
• Website analytics: retained according to the tool’s settings (usually anonymised or short-term).

7. Your Rights (GDPR / applicable law)

You have the right to:

• Access your personal data
• Rectification
• Erasure (“right to be forgotten”)
• Restriction of processing
• Data portability
• Object to processing based on legitimate interests
• Withdraw consent at any time (where processing is based on consent)

To exercise these rights, contact us via the website form. You also have the right to lodge a complaint with a supervisory authority (in Germany: the relevant Landesdatenschutzbehörde; or your local authority).

8. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or alteration. Project documents containing confidential information are handled with professional care. However, no method of transmission or storage is 100% secure.

9. Cookies

We use essential cookies necessary for the website to function and, where applicable, analytics cookies to understand usage. You can manage cookie preferences via your browser settings. Further details may be provided in a separate Cookie Notice if expanded tracking is used.

What we actually use:

• Essential — required for the site and admin dashboard to function (e.g. keeping an admin logged in). These are set regardless of your choice below, as they don't require consent.
• Optional — the Trustpilot reviews widget, which may set its own cookies when loaded. We only load it if you accept optional cookies in the banner shown on your first visit; choosing "Necessary only" keeps it disabled.

You can change your choice at any time by clearing this site's local storage in your browser and reloading the page.

10. Children’s Data

Our services are directed at adults and professional clients. We do not knowingly collect data from children under 16.

11. Changes to this Policy

We may update this Privacy Policy from time to time. The “Last Updated” date will be revised accordingly. Continued use of the site after changes constitutes acceptance.

12. Contact for Privacy Matters

For any privacy-related questions or to exercise your rights, use the contact form on elitelanguagecraft.com or the designated privacy contact email (if published on the site).

Data controller reference: ELiTE Language Craft (Germany & remote worldwide).