Privacy Notice

This Privacy Notice describes how Technica Translations OÜ (Business Registry code 14226067 - TT or “we”) process your personal data as the controller. The Privacy Notice applies in the following cases:

-       You have ordered translation or other services from us;

-       You are a representative of one of our contractual partners (customer, contractor, cooperation partner);

-       You are a translator, editor or other specialist who has entered into contractual relations with us, or has expressed a wish to do so;

-       You have contacted us.

If your personal data are included in a document forwarded to us for translation or processing by our customer, we process your personal data as a processor on behalf of our customer as the controller. In such cases, our customer is responsible for the legality of the processing of your personal data, as well as for informing you thereof. For the sake of clarity, this Privacy Notice does not apply in such cases.

To obtain information about how we process your personal data in specific cases (the data being processed, the aim and legal basis for processing), please find your relationship with us from the list below. General terms of processing personal data apply for all relationship types.

Personal data means any kind of data about a physical person (data subject) who is identified or can be identified. This means that the present Privacy Notice only explains the ways we process the data of physical persons, and does not concern the ways we process the data of legal persons.

All terms used in the Privacy Notice should be understood as they are defined in the General Data Protection Regulation 2016/679 (GDPR).

YOUR RELATIONSHIP WITH US

You have ordered translation or other services from us

If you are a physical person who is our customer or potential customer, we process your following personal data that you have submitted to us in the course of submitting an order or query:

- Name and surname;

- Contact data (phone number, mail address);

- ID number and document number (if you sign the contract digitally);

- Order data;

- Payment data;

- Additional information (if you have chosen to submit additional information to us).

We process you personal data for the purposes of presenting a quote to you on the basis of your order or query, to conclude a contract for translation or other services, and to fulfil that contract, including contacting you in connection with it. The legal basis for processing your personal data is Article 6 (1) (b) of GDPR (processing of personal data is required for fulfilling a contract concluded with you, or to take steps prior to concluding a contract at your request).

You are a representative of one of our contractual partners

If you are a representative of one of our contractual partners, we process your following personal data submitted to us by yourself or a colleague of yours:

- Name and surname;

- Your relationship with the contractual partner (right of representation);

- Contact data (work phone and mail address);

- ID number and document number (if you sign the contract digitally).

We use your personal data for the purposes of presenting a quote to the legal person associated with you, to conclude a contract, and to fulfil that contract, including contacting you as a representative in connection with it. The legal basis for processing your personal data is Article 6 (1) (f) of GDPR (processing of personal data is required for the purposes of our legitimate interests). Considering the fact that these contacts are related to your work and carrying out your work duties, your basic rights and freedoms for which personal data must be protected do not outweigh our legitimate business interests in our opinion. If you want more detailed data about evaluating our legitimate interests, please contact us using the contact details below.

You are a translator, editor or other specialist who has entered into contractual relations with us, or has expressed a wish to do so

If you have expressed the wish to join our pool of specialists, we process the data that you have chosen to submit to us, including the following:

-       Name and surname;

-       Contact data (phone number, mail address);

-       Language pairs;

-       Experience and preferences;

-       Software skills;

-       Work experience.

We also process data available from public sources (including social media).

If you send your application to us through the form on our website (https://www.technica.ee/en/become-a-supplier), only the fields marked with an asterisk are compulsory.

We use your personal data for deciding if we can offer you work. The legal basis for processing your personal data is your consent, which you give by submitting your application or cv to us. You have the right to withdraw your consent at any time, but withdrawing your consent has no impact on the legality of processing that took place before the consent was withdrawn. The legal basis for processing your personal data available in public sources is Article 6 (1) (f) of GDPR (processing of personal data is required for the purposes of our legitimate interests to evaluate your earlier work experience and reliability). Considering the fact that the data we check are only related to your professional experience and reliability, your basic rights and freedoms for which personal data must be protected do not outweigh our legitimate business interests in our opinion. If you want more detailed data about evaluating our legitimate interests, please contact us using the contact details below.

If you are a specialist who is in contractual relations with us, in addition to the above, we process your following personal data submitted to us by you at the signing of the contract:

- ID number and document number (if you sign the contract digitally);

- Bank account;

- Additional information (if you have chosen to submit additional information to us).

We process you personal data to conclude a contract with you, and to fulfil that contract, including contacting you in connection with it. The legal basis for processing your personal data is Article 6 (1) (b) of GDPR (processing of personal data is required for fulfilling a contract concluded with you, or to take steps prior to concluding a contract at your request).

You have contacted us

We also collect and process your personal data if you contact us for another purpose not mentioned above. In such cases, we collect and process the personal data that you have chosen to submit to us (e.g. name, contact data and contents of the communication).

We use the data submitted to us in this way for answering to your message. We may also use the contents of your message for developing our business (e.g. feedback), but in a non-personal form. The legal basis for processing your personal data is your consent, which you give by submitting your message. You have the right to withdraw your consent at any time, but withdrawing your consent has no impact on the legality of processing that took place before the consent was withdrawn.

GENERAL TERMS OF PROCESSING PERSONAL DATA

Storing personal data

We store your personal data for as long it is needed for the purposes of storing and collecting the personal data, for legitimately protecting our rights if needed, or for as long as required by law:

Accounting rules request that we have to maintain accounting documents for at least 7 years starting from the end of the fiscal year when the contract was signed.

In accordance with statutory limitation periods, we maintain personal data related to contractual claims for a maximum of 3 years starting from the date when the claim becomes payable. This allows us to protect our rights if needed.

If you submit a request to sign a contract with us, but a contract is not signed with you, we maintain the personal data included in your request for 3 years starting from the date when the refusal to sign the document took place, in accordance with statutory limitation periods. This allows us to protect our rights if needed.

If you are not our customer but contact us, we store data related to your contacting us for 1 year.

If you submit an application to join us but are not selected, we store your personal data for 1 year starting from the date of the negative decision, in accordance with statutory limitation periods. This allows us to protect our rights if needed. With your consent, we store your data for a longer period for the purpose of being able to offer you work in the future.

Should it be required for the establishment of legal claims or for defending ourselves from such claims in specific cases, we may store your personal data for a longer period, in our legitimate interests.

Processors

We use carefully selected service providers (processors) for processing your personal data. In doing so, we remain fully responsible for your personal data and their safety. Depending on our relationship with you, we may use the following processors for processing your personal data: translation management systems, accounting software, sales management software, mail software.

If you want more detailed data about our processors (including their names and locations), please contact us using the contact details below.

Transfer of personal data to third parties

We transfer your personal data to third persons only if it is described in this Privacy Notice, if we are legally required to do so (e.g. if we are obligated to share your personal data with supervisory or regulatory authorities) or if you have consented or requested us to do it.

We may share the CV-s of any translators, editors or other specialists in a non-personalized form (i.e. without a name or contact data) with our customers to enable the customers to evaluate the competence of persons providing the service. In such cases, the legal basis for processing your personal data is Article 6 (1) (f) of GDPR (processing of personal data is required for the purposes of our legitimate interest to provide our customers reasonable information requested by them in order to conclude a contract with us). We forward personal data only to the extent that our interests outweigh your interests or fundamental rights and freedoms.

Based on our legitimate interest, we may share your personal information with our auditors, legal advisers and collection agencies. In such cases, the legal basis for the transfer of personal data is Article 6(1)(f) of GDPR, and we shall only transfer personal data to the extent that our interests outweigh your interests or fundamental rights and freedoms (for example, where we have a reasonable need to provide the auditor with data on contracts with you or to protect our interests and rights).

Transfer of personal data outside the European Union

In general, we will not transfer your personal data outside the European Union. If necessary, the transfer will only take place if we have a legal basis for this, including: (i) where the recipient of the data is located in a country where the European Commission considers that the protection of personal data is ensured at an adequate level or (ii) under an agreement that meets the requirements of the European Union for the transfer of personal data to processors located outside the European Union.

If you want more detailed information on the transfer of your personal data outside the European Union (including the names of the recipients and the legal basis for the transfer), please contact us using the contact details below.

Your rights

You have all the rights of the data subject to your personal data to the extent required by the applicable data protection legislation. These rights include:

- receiving information on the processing of personal data, including receiving of a copy of your personal data;

- correction of incorrect or incomplete personal data;

- deletion of personal data;

- limiting the processing of personal data;

- transfer of personal data;

- in a situation where we process your personal data with your consent, you have the right to withdraw your consent at any time. Withdrawing your consent has no impact on the legality of processing that took place before the consent was withdrawn;

- objecting to the processing of personal data based on a legitimate interest. YOU HAVE THE RIGHT TO OBJECT AT ANY TIME TO THE PROCESSING OF YOUR PERSONAL DATA DEPENDING ON YOUR SPECIFIC SITUATION, IN ACCORDANCE WITH THE PRINCIPLES OF LEGITIMATE INTEREST. We shall not further process personal data unless we demonstrate that processing is carried out on a valid legitimate basis which outweighs your interests, rights and freedoms, or for the purposes of drafting, filing or protecting legal claims.

Please note that these rights are not absolute and we are entitled under certain conditions not to comply with your requests. For example, you have the right to require the deletion of your personal data only in certain cases, and we have the right to refuse it if we have a legal obligation to process your personal data, or if your personal data is needed for drafting, filing or protecting legal claims.

To apply your rights, please contact us using the contact details below.

If you believe that your rights have been infringed, you are entitled to complain to the Data Protection Inspectorate (address: Tatari 39, 10134, phone: 627 4135, mail: info@aki.ee).

Changes to the Privacy Notice

If our practice of processing personal data changes, or if we need to change our Privacy Notice based on applicable legislation, case law or guidelines or practice from supervisory authorities, we have the right to unilaterally change our Privacy Notice at any time. We will notify you of more significant changes within reasonable time before the changes come into force through our website and mail. Earlier versions of the Privacy Notice will remain accessible on our website.

Contact details

If you have questions related to the processing of your personal data, or if you want to apply your rights as a data subject, please contact us at:

Address:          Kopli 25, 10412 Tallinn

Mail address:    info@technicatranslations.com

Phone:             6840050

Valid from: 01 March 2021

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