Your privacy and information security are important to us

At The Native Translator, we take the protection of your personal information and confidential documents seriously. When you entrust us with a translation, you should be able to rely on the responsible handling of your information, from your initial quotation request through to the delivery of your completed translation.

We provide professional translation services for legal documents, medical records, financial reports, corporate information, technical documentation and personal documents. We therefore recognise that the materials entrusted to us may contain sensitive personal information, trade secrets and other confidential data.

The Native Translator is certified to ISO/IEC 27001, the internationally recognised standard for information security management systems. This certification confirms that we maintain a systematic management framework for identifying, assessing and managing information security risks.

We process personal data in accordance with applicable data protection legislation, including the European Union's General Data Protection Regulation (GDPR), where applicable, and the Swiss Federal Act on Data Protection (FADP).

This Privacy Policy explains what personal information we may collect, why we process it, how we protect it and what rights you may have.

Who is responsible for processing your personal data?

The Native Translator processes personal information in connection with quotation requests, translation orders, customer communications, payments and the use of our website.

The data controller is the legal entity that determines the purposes and means of the relevant processing activities.

Data controller:

The Native Translator

Prologic GmbH

Dorfstrasse 29

CH-6390 Engelberg, Switzerland

Email for:

Privacy enquiries

General enquiries

Where required by applicable data protection legislation, additional information about a designated representative or data protection officer will be provided.

What personal information do we collect?

We collect and process personal information only where it is necessary for providing our services, fulfilling legal obligations or pursuing other lawful purposes.

Depending on how you interact with us, we may process the following categories of information:

Contact information, including your name, email address, telephone number, company name and postal address.
Order information, including quotation requests, language combinations, project specifications, orders and correspondence.
Documents and files submitted for translation, including personal information contained within those documents.
Billing and payment-related information required to administer and document transactions.
Technical information, including IP addresses, browser details, device information and website usage data.
Information you voluntarily provide when contacting our customer service team or submitting an enquiry.

Documents submitted for translation may contain sensitive information, including health records or other special categories of personal data under the GDPR.

We process such information only where the applicable legal requirements are met and the processing is necessary for the relevant assignment or otherwise permitted by law.

We encourage customers to submit only the personal information necessary for the translation services requested.

Why do we process your personal information?

We process personal data to provide, administer and support our professional translation services.

Our purposes include:

Receiving and responding to quotation requests.
Reviewing documents and assessing translation requirements.
Preparing, managing and completing translation assignments.
Communicating with customers about current and completed projects.
Delivering completed translations.
Processing payments, issuing invoices and maintaining accounting records.
Protecting our systems and preventing unauthorised access, fraud and security incidents.
Complying with applicable legal obligations.
Operating, maintaining and improving our website and services.
Analysing website usage where permitted by applicable law.

We do not use documents submitted for translation for unrelated purposes without an appropriate legal basis.

What are our legal grounds for processing personal data under the GDPR?

Where the GDPR applies, we rely on one or more of the legal grounds set out in Article 6.

Performance of a contract or pre-contractual steps – Article 6(1)(b):

We process personal information where necessary to provide a quotation requested by you or to perform a contract with you.

Compliance with a legal obligation – Article 6(1)(c):

We process information where necessary to comply with applicable legal requirements, including certain accounting, tax and record-keeping obligations.

Legitimate interests – Article 6(1)(f):

Where permitted, we may process information for legitimate business interests, including information security, preventing misuse, managing customer relationships and maintaining our services, provided those interests are not overridden by your rights and freedoms.

Consent – Article 6(1)(a):

Where consent is required, such as for certain cookies or similar technologies, we request it before the relevant processing takes place.

You may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

Where we process special categories of personal data under Article 9 of the GDPR, an applicable exception to the general prohibition on processing such data must also be established.

Depending on the circumstances of a translation assignment, The Native Translator may act as a data processor on behalf of a customer who is the data controller.

In such cases, processing is also governed by the relevant contractual arrangements and, where required, a data processing agreement.

ISO/IEC 27001 – certified information security management

The Native Translator is certified to ISO/IEC 27001.

ISO/IEC 27001 is an internationally recognised standard for information security management systems. It establishes requirements for identifying and managing information security risks, implementing appropriate controls and continually improving information security management.

Our approach is based on three fundamental principles:

Confidentiality: Protecting information against access by unauthorised individuals.

Integrity: Protecting information against unauthorised or accidental alteration.

Availability: Ensuring that authorised individuals can access the information they need when required.

Our information security management framework includes organisational and technical safeguards appropriate to the risks associated with our activities.

ISO/IEC 27001 certification confirms that our information security management system meets the requirements of an internationally recognised standard.

However, certification does not mean that all security risks can be eliminated, nor does it independently establish compliance with every applicable data protection law.

How do we protect your documents and personal information?

Protecting confidential customer information is an essential part of our translation services.

We use organisational and technical measures designed to protect personal data and documents against unauthorised access, loss, improper alteration and unauthorised disclosure.

Our safeguards include:

Access controls that restrict customer information and documents to authorised personnel.
Protected customer and supplier portals for transferring files.
Encrypted communication using HTTPS/TLS when information is transmitted through our web portals.
Confidentiality obligations for translators, revisers and project managers.
Procedures for identifying and managing information security risks.
Organisational and technical measures designed to prevent unauthorised access and other security incidents.

The specific safeguards applied depend on the nature of the processing and the associated risks.

Confidentiality obligations for translators and project managers

Many customers entrust us with documents containing confidential business information or personal details.

Our translators, revisers and project managers are subject to binding confidentiality obligations.

Information obtained during a translation assignment must not be used for unauthorised purposes or disclosed to unauthorised third parties.

Documents and personal information may only be processed to the extent necessary to perform the relevant assignment or for another purpose permitted by applicable law and contractual arrangements.

We aim to ensure that access to customer information is limited to individuals who require it for their assigned responsibilities.

Do we share your personal information with third parties?

We do not sell your personal information to third parties.

To provide our services, we may need to share relevant information with selected recipients, including:

Translators, revisers and project managers involved in your assignment.
Providers of IT systems, hosting, data storage and technical support.
Payment service providers.
Providers of administrative services where necessary.
Public authorities or other authorised recipients where disclosure is required by applicable law.

Where external service providers process personal data on our behalf, appropriate contractual and security safeguards are applied.

We limit the information shared to what is necessary for the relevant purpose.

International transfers of personal data

The Native Translator works with an international network of qualified translators and service providers.

As a result, certain translation assignments may involve the processing of personal data by recipients in different countries.

Where the GDPR or Swiss data protection legislation applies, international transfers are carried out in accordance with the relevant legal requirements.

If personal data is transferred to a country that is not covered by an applicable adequacy decision, additional safeguards may be required.

Depending on the circumstances, these may include appropriate standard contractual clauses and supplementary protective measures.

The safeguards required depend on the destination country, the nature of the information and the circumstances of the transfer.

Payment processing and payment information

Payments for our translation services may be handled by external payment service providers, such as PayPal or Saferpay, depending on the payment options available during checkout.

These providers may collect and process the information necessary to complete a transaction, prevent fraud and comply with their legal obligations.

We may receive payment-related information needed to identify and administer transactions, such as payment status, transaction references and billing information.

Further information about how payment service providers process personal data can be found in their respective privacy policies.

How long do we retain personal data and translation documents?

We retain personal information only for as long as necessary for the purposes for which it was collected, or for longer where required or permitted by applicable law.

As a general rule, documents submitted for translation are retained for 90 days after completion of the assignment.

After this period, documents are deleted from our active systems unless a longer retention period is necessary or legally permitted.

Certain information may need to be retained for longer, including:

Invoices and accounting records subject to statutory retention requirements.
Information required to manage an ongoing matter.
Records necessary to establish, exercise or defend legal claims.
Information subject to other applicable legal retention obligations.

Backup systems may operate according to separate technical deletion cycles.

When information is no longer required and no lawful reason for retaining it remains, it is deleted or anonymised in accordance with our applicable procedures.

Cookies and similar technologies

Our website may use cookies and similar technologies to support essential functions, remember user preferences and analyse how visitors use our website.

A cookie is a small text file stored on your device when you visit a website.

Cookies may be temporary or stored for a defined period.

Session cookies are generally used during a browsing session and expire when that session ends.

Persistent cookies remain on your device for a specified period or until you delete them.

Cookies can also be categorised according to their purpose.

Strictly necessary cookies support functions required for the website or a service specifically requested by the user.

Analytics cookies may help us understand website traffic, visitor behaviour and opportunities to improve our website.

Other cookies may support additional features or services provided by external suppliers.

Where applicable law requires consent, we do not use non-essential cookies or similar technologies until you have provided that consent.

You may withdraw your consent at any time.

Analytics tools and third-party cookies

Our website may use analytics tools such as Google Analytics and Matomo to understand website usage and performance.

Depending on their configuration, these tools may process information such as IP addresses, device details and pages visited.

The use of analytics technologies is subject to applicable data protection requirements, including consent requirements where relevant.

Information about the analytics tools actually in use, the cookies they place and their retention periods should be available in the website's current cookie information.

How can you manage or delete cookies?

You can manage cookies through your browser settings.

Most browsers allow you to block cookies, delete previously stored cookies or configure how individual websites may store information.

Please note that blocking strictly necessary cookies may affect certain website functions.

Further guidance is available from the browser providers:

Google Chrome: https://support.google.com/chrome/answer/95647

Mozilla Firefox: https://support.mozilla.org/en-US/kb/clear-cookies-and-site-data-firefox

Safari: https://support.apple.com/guide/safari/manage-cookies-and-website-data-sfri11471/mac

Microsoft Edge: https://support.microsoft.com/microsoft-edge

If our website provides a dedicated cookie preferences function, you may also use it to update your choices or withdraw consent.

Your rights under the GDPR and applicable data protection laws

Depending on the legislation applicable to the processing of your personal information, you may have the right to request information about how your data is used.

Where the GDPR applies, you may have the following rights, subject to the conditions and limitations set out in the Regulation:

Right of access to your personal data under Article 15.
Right to rectification of inaccurate or incomplete data under Article 16.
Right to erasure under Article 17.
Right to restriction of processing under Article 18.
Right to data portability under Article 20.
Right to object to certain processing under Article 21.
Right to withdraw consent where processing is based on consent.
Right to lodge a complaint with a competent supervisory authority.

These rights are not absolute and may be subject to legal exceptions.

For example, a request for deletion may not be fully granted where information must be retained to comply with a legal obligation.

The Swiss Federal Act on Data Protection also provides individuals with rights, including access to personal data and, under the applicable conditions, rectification and other remedies.

We assess requests in accordance with the legislation applicable to the relevant processing activity.

Your right to object to processing

Where we process your personal data on the basis of legitimate interests under Article 6(1)(f) GDPR, you may have the right to object on grounds relating to your particular situation.

If you exercise this right, we will cease the relevant processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is necessary for establishing, exercising or defending legal claims.

Complaints to a data protection authority

If you believe that your personal information has been processed in breach of applicable data protection legislation, you may contact us so that we can investigate your concerns.

Where the GDPR applies, you may also have the right to lodge a complaint with a competent data protection supervisory authority in the European Union or European Economic Area.

In Switzerland, the Federal Data Protection and Information Commissioner (FDPIC) is the relevant federal supervisory authority within the scope of its legal responsibilities.

Depending on where you are located and which legislation applies, other national or regional data protection authorities may also have jurisdiction.

Changes to this Privacy Policy

We may update this Privacy Policy when our services, technical systems, internal procedures or applicable legal requirements change.

The current version will be published on our website.

Where appropriate or legally required, we may provide additional information about material changes.

Contact us about privacy and information security

If you have questions about how we process personal data, wish to exercise your privacy rights or want to report a suspected privacy or information security incident, please contact us.

Privacy and information security

General enquiries

At The Native Translator, we are committed to providing professional translation services in which linguistic quality, confidentiality and information security are integral parts of every assignment.