Privacy policy

Who is responsible for your data

Sophytranslation, S.L., C. Gerona, 9, 47100 Tordesillas, Valladolid, Spain, CIF B-47892617 (referred to here as “we,” “us,” “sophytranslation”) is the data controller for the personal data described in this policy. Contact us about privacy at support@sophytranslation.com.

What data we collect

Depending on how you interact with the site, we collect: your name; email address; phone number; postal address (for billing and, where you order a hard copy, delivery); the content of any enquiry, quote request, or order you submit, including the documents you later send us by email against an order reference; and, if you consent to analytics cookies, usage data collected via Google Analytics 4.

Why we collect it (purposes and legal bases)

• To respond to your enquiry or quote request — legal basis: your consent, given by submitting the form.
• To process, deliver, and invoice your order — legal basis: performance of the contract formed when you place an order.
• To issue invoices and keep the accounting and tax records Spanish law requires — legal basis: legal obligation.
• To understand how the site is used and improve it, via Google Analytics 4 — legal basis: your consent, given through the cookie-consent banner; this data is never collected before you consent.
• To keep the site and our systems secure — legal basis: our legitimate interest in preventing fraud and abuse.

How long we keep it

Enquiry and quote-request data is kept for up to 12 months from your last contact with us, unless it becomes an order, in which case order data is kept as described below. Commercial and fiscal records (invoices, order records) are kept for 6 years, as required by the Spanish Código de Comercio. Analytics data is retained according to Google Analytics 4’s standard retention settings.

Who we share it with

We share data only where necessary to run the service: our hosting provider (to host the site); our email provider (to send and receive order and enquiry correspondence); Google, as the provider of Google Analytics 4, only if you’ve given analytics consent; a courier company, only for orders including a hard-copy delivery add-on; and, once a payment provider is connected in place of the current demo payment step, that provider, for processing payment.

International transfers

Google Analytics 4 may involve the transfer of data outside the European Economic Area. Where this happens, it takes place under the European Commission’s Standard Contractual Clauses or another legally recognized transfer mechanism.

Your rights

Under the GDPR and Spain’s LOPDGDD 3/2018, you have the right to access, rectify, and erase your data, restrict or object to its processing, request portability, and withdraw consent at any time without affecting processing carried out before your withdrawal. To exercise any of these rights, write to support@sophytranslation.com. If you believe your data has been mishandled, you also have the right to complain to the Agencia Española de Protección de Datos (AEPD), https://www.aepd.es.

Confidentiality of your documents

Documents you send us for translation are used only to produce and deliver the service you ordered. They are accessible only to the linguists and reviewer assigned to your job, and are not shared with third parties beyond those named above. A signed NDA is available on request before you send any material.

Automated decision-making

We do not use automated decision-making or profiling that produces legal or similarly significant effects on you. Pricing on this site is calculated by a transparent, published formula (unit price × language tier × turnaround, described in full on the Pricing page), not by an opaque algorithm.