1. Who is responsible for your data
The Urban Translators (“we”, “us”) decides how and why your personal data is used on theurbantranslators.com. We are based at 38 Rue Noël Castel, 83200 Toulon, France. You can reach us by email at support@theurbantranslators.com or by phone on +33 4 83 57 75 20. This policy applies the General Data Protection Regulation (GDPR) and the French Data Protection Act.
2. What we collect
- When you order: your name, email address, phone number if you give one, whether you order as a private individual or a business, your company name and VAT number if you give them, your delivery address if you choose post, the items you order, the purpose or authority you tell us about, and the spelling of names you ask us to use.
- The documents you send us: scans, photos or files for translation. They may contain sensitive information, such as civil-status details, health information or criminal-record information. We use them only to carry out your order.
- When you write to us: your name, email address, phone number if you give one, the topic and your message.
- When you pay: your payment is handled by our payment service provider. We never see or store your card number. We receive confirmation that the payment succeeded or failed.
- When you browse: if you agree to analytics cookies, Google Analytics records pages visited, the device and browser type, the approximate area and how you arrived. We do not use it to identify you. If you refuse, none of this is collected.
3. Why we use your data, and on what basis
| Purpose | Basis |
|---|---|
| Carry out your order, deliver the translation or service, answer questions about it | Performance of the contract (Article 6(1)(b) GDPR) |
| Handle documents that contain sensitive data (for example health or criminal-record data) | Your explicit consent, which you give by sending us the document for translation (Article 9(2)(a)) |
| Answer your enquiries before you order | Steps taken at your request before a contract (Article 6(1)(b)) |
| Keep accounts and invoices, and meet tax rules | Legal obligation (Article 6(1)(c)) |
| Measure how the website is used, if you accept analytics cookies | Your consent (Article 6(1)(a)) |
| Defend our rights in a dispute | Legitimate interest (Article 6(1)(f)) |
We do not sell your data. We do not use it for advertising. We make no decision about you by automated means.
4. Who receives your data
- The people at The Urban Translators and the translators and interpreters working on your order.
- Service providers that act on our behalf and under contract: our website host, our email provider, our payment service provider and our accountant.
- Google, only for analytics and only if you accept analytics cookies.
- Public authorities, if the law requires it.
5. Transfers outside the European Economic Area
Google may process analytics data in the United States. Such transfers rely on the European Commission’s adequacy decision for participants in the EU–US Data Privacy Framework or on standard contractual clauses. Other providers store data in the EEA unless we tell you otherwise here.
6. How long we keep it
| Data | Retention |
|---|---|
| Documents you send and the translations we produce | Deleted 90 days after delivery, or earlier if you ask |
| Order, invoice and payment records | 10 years, as accounting law requires |
| Enquiries sent through the contact form | 12 months after our last exchange |
| Analytics cookies and analytics data | Cookies 13 months; data 14 months at most |
| Your cookie choice | 6 months |
7. Your rights
You have the right to access your data, correct it, erase it, restrict its use, receive it in a portable format, and object to its use. Where we rely on your consent, you may withdraw it at any time; this does not affect what happened before. You may also give instructions about your data after your death.
To use these rights, write to support@theurbantranslators.com. We reply within one month. We may ask you to prove your identity.
8. Complaints
If you think we have not respected your rights, you can complain to the French data protection authority: Commission Nationale de l’Informatique et des Libertés (CNIL), 3 Place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, France, www.cnil.fr. You may also contact the authority in your own country.
9. Security
The site uses HTTPS. Only the people who need your files can open them. Email is not end-to-end encrypted: for sensitive documents we suggest you protect the file with a password and tell us the password by phone.
10. Children
This site is not aimed at children under 15. We translate documents that concern a child, such as a birth certificate, only when a parent or guardian orders.
11. Cookies
We explain the cookies we use, and how to change your choice, in the cookie policy.
12. Changes
If we change this policy, we update the date above. For material changes we tell you on the site.