Protection of Personal Data of Clients and Potential Clients
This privacy protection statement applies to you and your personal data because you are our client or potential client.
LEXIKA acts towards you as:
1. the controller of personal data, as we define the purpose and manner of their processing;
2. the processor of personal data if we process the same on your behalf, for example when personal data are contained in the text, audio or multimedia content to be translated or to be processed in another way through the services provided by us.
With this statement, we explain how we will use the personal data collected from you or third parties over the duration of the contractual relationship between you and LEXIKA s.r.o.
We may update these personal data processing terms and conditions from time to time, even without notice. This version was issued on 25 May 2018.
The information that we collect from visits to our websites is specified in Privacy Protection and Cookies Policy.
LEXIKA as the processor of personal data: personal data as the content of translations
They are the personal data that we process under a contract or another legal act, whereby we mean, in particular, the personal data that could be included in the text, audio or multimedia content to be translated, interpreted or otherwise processed for you by us.
The data will be accessible to the authorised employees processing them, and to our translators and interpreters. Since the translation and other professional activities are carried out for us by translators and interpreters who are not our direct employees, our linguists will gain access to these data for the necessary time and will become, in accordance with the Act, the processors of the personal data.
When you order translation or interpreting services from us, we deem all data including personal data that may be contained therein to be strictly confidential. Therefore, all our employees, translators and interpreters are bound by an obligation of confidentiality.
Please, bear in mind that the source and translated texts processed by a translator under Act No. 382/2004 Coll. on Experts, Interpreters and Translators (so-called an official or court translator) must be archived by the translators for a period of 10 years from their production for the purposes of their potential inspection by the Ministry of Justice of the Slovak Republic.
LEXIKA as the controller of personal data processes the following categories of personal data:
Personal contact details: name, surname, academic degree, telephone number, e-mail address, contact details for chat services (e.g. Skype), bank account number, permanent residence or registered office address, gender, contact language, native language, postal address, job title, name of the department, name of the organisation, bank account number or PayPal address.
Products and services: products and services required; history of quotations and orders; related source, target and reference materials to be processed including the content in the source and target languages.
We process personal data for the following purposes and goals
Client administration: with the aim of identifying and selecting the adequate service, proper issuance and addressing of the quotation, order and invoice. The legal basis for the processing of such information is a concluded contract or an intention to conclude a contract between LEXIKA and you as the data subject.
Direct marketing: after delivering translation or another service we will contact you by e-mail or phone to find out how satisfied you were with the services provided. We offer our active customers the option of receiving our monthly e-mail newsletter and notifications. You can easily cancel your subscription to this information by clicking on the link provided in the e-mail.
If you used our services in the past, or if you as a potential client gave us your consent to sending marketing communication, we can e-mail you our relevant offers or information on our products and services. The legal basis for this purpose is our legitimate interest or the consent granted by you.
Taxes and accounting: based on the obligations arising from other laws and regulations related to financial performance, we are required to process certain personal data contained, for example, in orders, delivery notes or invoices. Our legal basis for this purpose is compliance with the statutory obligation arising from the tax and accounting regulations.
Protection of your and our rights: we can process personal data for the purposes of settling disputes, complaints, claims or other legal procedures. The legal basis for this purpose of processing is our legitimate interest.
Consent to processing: if we request a special consent for processing your personal data from you in advance, we can contact you in accordance with the text of such consent. You can withdraw your consent at any time for free. The legal basis for this purpose is your consent, and our legitimate interest in some justified cases.
Who has access to your data
Besides our employees, we can also disclose the information about you which you provided to us to selected companies acting on our behalf to provide us with supporting services. They are usually organisations that supply us with accounting, tax, advertising, marketing and data services or that administer our information system. In this case too, these parties may only use your personal data for the purposes described above and only in accordance with our instructions.
Personal data are processed exclusively within the EU; they are not transferred to third countries.
Location of your personal data
LEXIKA as the controller
All data remain within the EU.
LEXIKA as the processor
As regards official translations, i.e. translations produced in accordance with Act No. 382/2004 Coll. on Experts, Interpreters and Translators from/into the Slovak language or from/into the Czech language, all source and target texts remain within the EU or EEC.
Where other translations are concerned, LEXIKA cooperates with linguists that reside in countries in which the language from/into which such translations are made is spoken. For example, our translators who translate from German into Slovak reside either in Slovakia or Germany; Hungarian translators reside in Hungary etc. Should a document contain personal data, then where translations from/into languages used in the EU are concerned, such translations will remain within the EU or EEC, or, as the case may be, in one of the so-called third countries approved by the EU.
An exception may be the delivery of translation or other services where their content is translated from/into the language of a country that is not an EU or EEC member. An example here would be translation of the content from English into Ukrainian, Turkish or Japanese, as such translation would be provided by translators residing in Ukraine, Turkey or Japan.
How long we store personal data
In general, we store personal data for the following periods:
- if we process personal data to ensure compliance with a statutory obligation – for the period required by the respective law;
- if we process personal data to perform a contract – for the period of the contract performance (including pre-contract negotiations) and for the period during which it is possible to exercise, prove or defend the rights and claims arising from or relating to the contract;
- if we process personal data due to legitimate interests pursued by us or a third party – for the duration of the respective legitimate interest and for the period during which it is possible to exercise, prove or defend the rights and claims arising from or relating to the legitimate interest;
- if we process personal data based on consent – for the period for which such consent was granted or until such consent is withdrawn.
What are your rights?
Under the personal data protection regulation, you have the following rights:
Right of access
You may request information about how we process your personal data, including the following information:
• why we process your personal data;
• what categories of personal data we process;
• who we share your personal data with;
• how long we store your personal data for and what the criteria for determining such period are;
• what rights you have;
• where we collect your personal data from (if not collected from you);
• whether the processing includes automated decision-making (so-called profiling);
• whether your personal data were transferred to a country outside the EEA, and how we ensure protection of your personal data.
Right to object to processing
If you think that we have no right to process your personal data, you can object to our processing.
In such cases we can only continue the processing if we can demonstrate convincing justified reasons that will outweigh your interests, rights and freedoms.
However, we can process your personal data where this is necessary to determine, exercise or defend our legal claims.
Right to rectification or change
It is important that we have correct information about you, which is why we ask you to notify us if any of your personal data is incorrect, for example if you changed your name or moved.
Right to data portability
You can request that your personal data which you provided to us for processing based on your consent, or to perform a contract, be provided to you by us in a structured, commonly used and machine-readable format. You have also the right to request that we transfer this information to another controller.
Right to restriction of processing
From the moment you ask us to rectify your personal data or object to their processing, and until the moment we are able to examine the issue or confirm the accuracy of your personal data (or to change them according to your instructions), you are entitled to restricted processing. This means that we can only process your personal data (except for storing personal data) in accordance with your consent, where this is necessary in relation to legal claims, for the protection of rights of another person, or where there is a significant public interest in the processing.
You can also ask us to restrict the processing of your personal data if such processing is illegal but you do not wish to have your personal data erased by us.
Right to withdraw consent
When we request your consent for the processing of your personal data, you have the right to withdraw this consent for further processing of your personal data at any time.
At our company, you can exercise your rights for free. However, a request submitted repeatedly may be charged.
Moreover, we will inform other parties to which we may have provided your personal data about your request(s).
Right to be forgotten or right to erasure
If we process your personal data in an illegal manner, for example if we process your personal data longer than necessary, or for no reason, you may ask us to erase these data.
Who you can contact
Should you have any queries concerning the processing of your personal data, contact us by e-mail at the address firstname.lastname@example.org or by post at the address: LEXIKA s.r.o., Personal Data, Dobrovičova 10, 811 09 Bratislava.
We will try to accommodate your request within due time, however, not later than within 30 days after its receipt.
Should you feel unhappy about our response or should you have doubts concerning our compliance with our obligations relating to the processing of your personal data, you can contact the supervisory authority, i.e. Úrad na ochranu osobných údajov SR, Hraničná 12, 820 07 Bratislava (Office for Personal Data Protection of the Slovak Republic).