Privacy Policy

This policy explains what personal data web-translate collects when you browse this website, request a quote, book a service or place an order, why we collect it, who we share it with, how long we keep it, and the rights you have over it. It is written to comply with Regulation (EU) 2016/679 (GDPR) and Spanish Organic Law 3/2018 on the Protection of Personal Data and Guarantee of Digital Rights (LOPDGDD).

1. Who is responsible for your data

The data controller is web-translate, C. de Teseo, 96, San Blas-Canillejas, 28027 Madrid, Spain. For any question about this policy or to exercise your rights, contact us at support@web-translate.com or +34 786 862 756.

2. What personal data we collect

Depending on how you interact with us, we may collect:

• Contact and identification data — name, email address, phone number, postal address. Collected when you request a quote, book a service, contact us, or check out.
• Order and payment data — the services you configure (language pair, quantity, turnaround, delivery format, add-ons), delivery address where a physical copy is requested, order reference, invoicing details, and the outcome of the payment step. On the current build, checkout runs in demo/test mode, as stated on the payment step itself — card details are never stored or transmitted by web-translate, whatever the state of that notice at the time you order.
• The documents you send us for translation, and any personal data they contain — for example, names, dates of birth, nationality or civil-status details on a certificate, or patient information in a medical document. You control what you send us; we process it only to deliver the requested translation.
• Technical and usage data — pages viewed, approximate location derived from your IP address, device and browser type, collected via Google Analytics 4 only if you have given analytics consent (see §7 and our Cookie Policy).
• Communications — anything you tell us by email, phone or the contact/quote form.

We do not knowingly collect payment card numbers, and we do not collect special-category data about you as a matter of course; where a document you ask us to translate happens to contain special-category data about you or a third party (for example, health information in a medical report), we process it solely to produce the translation you requested, under the safeguards described in §6.

3. Why we process your data, and on what legal basis

Purpose	Legal basis (GDPR Art. 6(1))
Preparing a quote or price for a service you configure	(b) steps taken at your request before entering a contract
Taking and fulfilling an order — translating, certifying, delivering	(b) performance of a contract
Issuing invoices and keeping accounting records	(c) compliance with Spanish tax and commercial-law obligations
Responding to a message sent via the contact or quote form	(b) pre-contractual steps, or (f) our legitimate interest in answering enquiries addressed to us
Keeping the site secure and diagnosing faults	(f) our legitimate interest in a working, secure website
Measuring site usage with Google Analytics 4	(a) your consent, given through the cookie banner — nothing is collected before you consent
Sending you service updates you have asked for	(a) your consent, where you opt in
Handling a legal claim or complying with a legal request	(c) compliance with a legal obligation

4. Who we share your data with

We do not sell your personal data. We share it only where necessary to run the service, with:

• The translator or interpreter assigned to your order — a member of our linguist network, bound by a confidentiality obligation (see §6) before they receive your document.
• Our hosting provider, to keep the website and any order data available.
• Our email provider, to send and receive messages related to your enquiry or order.
• A payment processor, when a live payment method (rather than the current demo checkout) is in place, solely to process your payment — web-translate itself does not receive or store full card details.
• Google Ireland Limited, as the provider of Google Analytics 4, only if you have given analytics consent.
• Public authorities or professional bodies, where required by law, for example tax authorities, or where necessary to verify a sworn translation.

Any processor acting on our behalf is bound by a data-processing agreement requiring it to protect your data to at least the standard this policy describes.

5. International transfers

Most of our processors operate within the European Economic Area. Google Analytics 4 involves a transfer of technical/usage data to Google LLC in the United States. Google provides this transfer under the European Commission’s Standard Contractual Clauses and its own supplementary safeguards. This transfer only happens if you have given analytics consent; if you decline or withdraw consent, no such transfer takes place.

6. Confidentiality of documents you send us

Documents you submit for translation may contain sensitive personal, financial, medical or legal information about you or about a third party named in the document. We treat this material as confidential:

• Linguists in our network work under a confidentiality obligation appropriate to the material before they are given access to a document; a signed non-disclosure agreement is available on request for legal, financial and medical work.
• Access to a submitted document is limited to the people who need it to complete, check and deliver your order.
• Sworn/certified translations are completed by translators appointed under the framework of the Spanish Ministry of Foreign Affairs, EU and Cooperation (MAEC). Professional regulation requires MAEC-appointed sworn translators to keep a chronological register of the sworn translations they issue; that register records limited identifying details of each translation, not a stored copy of your document, and is kept by the translator under their own professional obligations, separate from web-translate’s systems.
• We retain uploaded source files and completed deliverables for long enough to handle support queries and the quality-remedy window described in our Refund & Cancellation Policy, and no longer than 12 months after delivery, after which they are securely deleted — unless a longer period applies under §8 (for example, invoicing records) or you ask us to delete a file sooner.

7. Cookies and analytics

We only use strictly necessary cookies/local storage by default (to run the site and remember your cart and your cookie choice). Google Analytics 4 loads, and no analytics cookie is set, only after you actively choose “Accept all” or enable “Analytics” in cookie preferences. Full detail, including a cookie-by-cookie table, is in our Cookie Policy.

8. How long we keep your data

Data	Retention
Quote/contact-form enquiry that does not become an order	Up to 12 months after our last contact with you
Order, invoicing and accounting records	At least 6 years, as required by Spanish commercial and tax law
Uploaded documents and delivered translations	Up to 12 months after delivery (see §6), then securely deleted
Analytics data (Google Analytics 4)	Governed by Google’s own retention settings for our account; never set before consent
Cookie/consent record	12 months, or until you change your choice

9. Your rights

Under the GDPR and the LOPDGDD, you can ask us to:

• Access the personal data we hold about you.
• Rectify data that is inaccurate or incomplete.
• Erase your data, where none of the legal grounds to keep it (§8) applies.
• Restrict how we use your data while a request is being resolved.
• Object to processing based on our legitimate interest.
• Port the data you gave us to another provider, in a structured, machine-readable format.
• Withdraw consent at any time, for anything based on consent (for example, analytics), without affecting the lawfulness of processing carried out before you withdrew it.

To exercise any of these rights, email support@web-translate.com with your request and enough detail for us to identify your records. We will respond within one month, extendable by a further two months for complex requests, in which case we will tell you why.

If you believe we have not handled your data lawfully, you have the right to lodge a complaint with the Spanish Data Protection Agency:

Agencia Española de Protección de Datos (AEPD) — C/ Jorge Juan, 6, 28001 Madrid, Spain — www.aepd.es

10. Children

Our services are aimed at adults acting for themselves, their business, or an institution. We do not knowingly collect data directly from children. Where a document submitted for translation names a minor (for example, a child’s birth certificate), we process that data only as necessary to complete the translation the adult submitting it has requested, under the same safeguards as any other document (§6).

11. Security

We apply reasonable technical and organisational measures — access controls, encrypted connections, confidentiality obligations on our linguist network — to protect your data against unauthorised access, loss or disclosure. No online service can guarantee absolute security; if we become aware of a breach affecting your data, we will notify you and the AEPD as required by law.

12. Changes to this policy

We may update this policy to reflect changes to our services or to data-protection law. The “Last updated” date at the top shows when it last changed. Material changes will be flagged on this page.