Privacy Policy

Privacy policy for website visitors and customers/business partners

Important preliminary information:

Sections 1 – 4 deal with our general handling of data that is generated when using our website and when requesting a quote
The handling of other data collected when an order is placed is dealt with in section 5.

Thank you for your interest in using our website. The protection of personal data is a top priority for us. Below you will find information about the processing of your personal data and about your rights when using our website olingua.de and utilising our services.

1. Responsible person

The party responsible for data processing is

Multilingua International GbR
Berliner Freiheit 26
D-53111 Bonn

represented by: Tanja Fischer-Kehl, Maria João Vargas-Schlüter

Telephone: +49-(0)228 92 89 318

E-mail: info(at)olingua.de

2. Your rights as a data subject

As a data subject, you have the following rights under the General Data Protection Regulation (GDPR), provided that the respective legal requirements are met:

Information (Art. 15 GDPR): You have the right to obtain information about the personal data processed concerning you.
Rectification (Art. 16 GDPR): You can request the rectification of inaccurate personal data concerning you. You can also request the completion of incomplete data.
Erasure (Art. 17 GDPR): In certain cases, you can request the erasure of your personal data.
Restriction of processing (Art. 18 GDPR): In certain cases, you can request that the processing of your data be restricted.
Data portability (Art. 20 GDPR): If you have provided data on the basis of a contract or consent and the processing is carried out using automated procedures, you can request that you receive the data you have provided in a structured, commonly used and machine-readable format or that it be transmitted to another controller.

Right to object on a case-by-case basis:

You have the right to object, on grounds relating to your particular situation, at any time to processing of personal data concerning you which is based on Article 6(1)(1)(f) GDPR (balancing of interests); this also applies to profiling based on these provisions.

If you object, we will no longer process your personal data unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing serves the establishment, exercise or defence of legal claims.

Objection to data processing for the purpose of direct advertising:

Where we process your personal data for the purpose of direct marketing, you have the right to object at any time to processing of personal data concerning you for such marketing, which includes profiling to the extent that it is related to such direct marketing.

If you object to processing for direct marketing purposes, we will no longer process your personal data for these purposes.

Revocation of consent (Art. 7 para. 3 GDPR): If you have given your consent to the processing of your data, you can withdraw this at any time with effect for the future. This does not affect the lawfulness of the processing of your data until you withdraw your consent.

You can revoke your consent to cookies in the [borlabs-cookie type=”btn-cookie-preference” title=”Cookie-Center”/]. If you give your consent for individual services on our website, you will receive further information on revocation options when giving your consent and under section 4 (“Exercising revocation”).

Assertion of your rights: To exercise all of your aforementioned rights, please contact info(at)olingua.de or send a letter to the address given in section 1 above. Please ensure that we are able to clearly identify you.

If you are of the opinion that the processing of your personal data violates data protection law, you can also lodge a complaint with a supervisory authority, in particular in the EU Member State or federal state of your habitual residence, place of work or the place of the alleged violation you are complaining about.

This also applies to the supervisory authority responsible for us:

State Commissioner for Data Protection and Freedom of Information North Rhine-Westphalia
Kavalleriestr. 2-4
40213 Düsseldorf

Telephone: 0211/38424-0

Fax: 0211/38424-999

E-Mail: poststelle@ldi.nrw

3. Automated individual decision-making including profiling

Automated decisions in individual cases, including profiling within the meaning of Article 22 of the GDPR, do not take place in connection with the use of our service. Should profiling take place in the context of joint responsibility, we expressly point this out.

4. details of integrated services and functionalities on olingua.de

4.1 Provision of the website

Processed personal data: Date and time of access, duration of the visit, type of end device, operating system used, functions used, amount of data sent, type of event, IP address, domain name
Purpose(s): Provision of the website
Legal basis(s): Art. 6 para. 1 subpara. 1 f) GDPR (balancing of interests). In doing so, we pursue the legitimate interest of providing our website.
Recipient of the personal data: Hosting provider, internal departments, external service provider for technical support
Third country transfer: No
Storage period of personal data: Deletion immediately after delivery by the web server

4.2. Logfiles

Processed personal data: URL accessed, IP address, time and date of access, amount of data transferred, website from which the user came to the requested page (so-called “referrer”), website accessed by the user’s system via our website, http status, information about the browser type and version used, user’s operating system, user’s Internet service provider
Purpose(s): Statistical analyses, improvement of the website, system security (e.g. prevention of misuse), error diagnosis
Legal basis(s): Hosting provider, internal departments, external service provider for technical support Art. 6 para. 1 subpara. 1 f) GDPR (balancing of interests). In doing so, we pursue the legitimate interest in improving the website, system security (e.g. preventing misuse) and error diagnosis.

Art. 6 para. 1 subpara. 1 c) GDPR (fulfilment of a legal obligation). This includes disclosures to public authorities on request.rt, public authorities on request

Recipient of the personal data: Hosting provider, internal departments, external service provider for technical support, government agencies on request
Third country transfer: No
Storage period of personal data: Deletion no later than 30 days after creation

4.3 Obtaining an offer

Processed personal data: First and last name of the interested party, e-mail address, telephone number, notes/comments, source language, target language, content of the uploaded documents, category of the document to be translated
Purpose(s): Processing of translation requests, preparation of quotations for certified translations
Legal basis(s): Art. 6 para. 1 subpara. 1 b) GDPR (pre-contractual measure)
Recipient of the personal data: Hosting providers, internal departments, government agencies on request, external translators we work with
Third country transfer: Yes, depending on the disclosure to external translators with whom we work; legal basis Art. 49 para. 1 lit. b, c GDPR
Storage period of personal data: 10 years after order completion / offer preparation
Obligation to provide personal data and consequences of non-provision: Mandatory information in the form is marked with “*”, other information serves to speed up the processing of your request, but does not have to be provided.

4.4. Borelabs Cookie

Name Cookie / similar technology: Cookie Consent Management
Processed personal data: Cookie runtime, cookie version, domain and path of the website, consents, UID
Purpose(s): Technically required to save the settings selected in the Borlabs Cookie Box.
Legal basis(s): Art. 6 para. 1 lit. f GDPR; our legitimate interest lies in the provision of a solution for obtaining consent, documenting consent and revoking consent given
Recipient of the personal data: Internal receiver
Third country transfer: No
Storage period of personal data: Stored as a cookie on the end device used (duration: 1 year). Deletion takes place when the cookie is removed or after one year.
Legal basis TTDSG: § Section 25 (2) no. 2 TTDSG
Duration of end device access: 1 Year

4.5. Google Analytics 4 / Google Ads

Name Cookie / similar technology: _ga, _gid, _gac_gb_*, _ga_*
Third: Google Ireland Limited, Google Inc., 1600 Amphitheatre Parkway, Mountain View, CA 94043, USA.
Processed personal data: Browser information; click path; date and time of visit; location information; internet service provider; device information; referrer URL; screen resolution; mouse movements; IP address; visit duration; account data; bounce rates; downloads; behavioral data; app updates
Purpose(s): Cookie from Google for website analysis. Generates statistical data on how the visitor uses the website.

Conversion measurement also takes place. Google tracks advertising activities and measures their success.

Legal basis(s): Art. 6 para. 1 lit. a GDPR
Recipient of the personal data: Hosting providers, internal departments, government agencies on request, Google
Third country transfer: USA, adequacy decision
Storage period of personal data: Deletion after withdrawal of consent; otherwise deletion after two years at the latest
Legal basis TTDSG: § Section 25 (1) sentence 1 TTDSG
Duration of end device access: _ga: 24 months, _gid: 24 hours, _gac_gb_*: 90 days, _ga_*: 2 years

4.6. Facebook Pixel

Name Cookie / similar technology: _fbp,act,c_user,datr,fr,m_pixel_ration,pl,presence,sb,spin,wd,xs
Third: Meta Platforms Ireland Limited, 4 Grand Canal Square, Dublin 2, Ireland
Processed personal data: IP address, browser information, website visited, date and time of visit, device information, usage data, click path, geographic location
Purpose(s): Facebook cookie used for website analytics, ad targeting and ad measurement.
Legal basis(s): Art. 6 para. 1 lit. a GDPR
Recipient of the personal data: Hosting providers, internal departments, government agencies on request, Facebook
Third country transfer: USA, adequacy decision
Storage period of personal data: Deletion after completion of the order or termination of the business relationship, subject to statutory retention periods
Legal basis TTDSG: § Section 25 (1) sentence 1 TTDSG
Duration of end device access: Session / 1 year

4.7. Bing Ads

Name Cookie / similar technology: MUID, MUID, SRCHD, SRCHHPGUSR, SRCHUID, SRCHUSR, _EDGE_S, _EDGE_V, _HPVN, _RwBf, _Rwho, _SS, _UR, ipv6
Third: Microsoft Ireland Operations Limited
Processed personal data: IP address, browser information, website visited, date and time of visit, device information, usage data, click path, geographic location
Purpose(s): Conversion measurement of advertisements displayed via Bing.
Legal basis(s): Art. 6 para. 1 lit. a GDPR
Recipient of the personal data: Hosting providers, internal departments, government agencies on request, Microsoft
Third country transfer: USA, adequacy decision
Storage period of personal data: 2 Years
Legal basis TTDSG: § Section 25 (1) sentence 1 TTDSG
Duration of end device access: Session / 2 Years

5. Details on the processing of our customers’ and business partners’ data

5.1 Fulfillment of the contract or implementation of pre-contractual measures

Purpose(s): Preparation and processing of offers and order confirmation;

Processing of concluded contracts, in particular the provision of services, processing of the associated payments as well as accounting, invoicing and dunning;

Master data management in our ERP system;

Support and service before, during and after the business relationship, including any communication with you, in particular responding to inquiries about our services

Receivables management

Legal basis(s): Art. 6 para. 1 lit. b GDPR
Recipient of the personal data: responsible employees of our marketing/sales department, our management, processors who are entrusted with, for example, payment processing, dunning, e-mail dispatch or order management, external translators with whom we work, technical service providers who support our systems, shipping service providers, debt collection service providers
Third country transfer: Yes, depending on the disclosure to external translators with whom we work; legal basis Art. 49 para. 1 lit. b, c GDPR
Storage period of personal data: 10 Years
Obligation to provide personal data and consequences of non-provision: If you have concluded a contract with us, you are contractually obliged to provide your data. If you do not provide us with this data, we will not be able to fulfill our obligations arising from the contractual relationship in full or exercise our rights arising from it in full and you may suffer legal disadvantages.

Insofar as we process your data in the context of contract initiation or preparation, you are not obliged to provide the data, but without the data we will not be able to process your request or conclude and fulfill the desired contract with you.

5.2 Fulfillment of legal obligations

Purpose(s): Compliance with legal obligations to which we are subject
Legal basis(s): Data processing is carried out on the basis of Art. 6 para. 1 subpara. 1 c) GDPR (legal obligation) in conjunction with the relevant standard justifying this obligation.
Third country transfer: No
Storage period of personal data: Deletion after the legal obligation ceases to apply, unless another legal basis applies
Obligation to provide personal data and consequences of non-provision: There is only an obligation to provide your personal data to the extent described in section 5.1.

5.3 Implementation of marketing measures

Purpose(s): advertising and marketing our services (marketing); insofar as we conduct marketing on the basis of your consent, we also process your personal data in order to be able to prove your consent in this regard
Legal basis(s): Art. 6 para. 1 lit. a GDPR, provided you have given us your consent in advance; data processing for the verification of your consent is carried out on the basis of Art. 6 para. 1 lit. c in conjunction with Art. 5 para. 1 lit. a, para. 2, Art. 7 para. 1 GDPR; otherwise, data processing is carried out on the basis of Art. 6 para. 1 lit. f GDPR (balancing of interests); the legitimate interests here are to advertise and market our services; this may also include making you direct advertising offers for our services (direct advertising)
Recipient of the personal data: responsible employees of our marketing/sales department, processors who are entrusted with marketing and advertising measures for us, advertising partners (e.g. Google, Microsoft/Bing, Facebook), review invitations (Trustpilot)
Third country transfer: USA, adequacy decision
Storage period of personal data: If consent has been given: Storage until consent is withdrawn; if consent is not withdrawn: Deletion no later than 24 months after our last advertising approach; if consent has been given: storage as proof of your consent for 2 years after the end of the year in which you revoked your consent or in which it expired; otherwise we store your data for a maximum of 2 years.
Obligation to provide personal data and consequences of non-provision: No obligation to provide if consent is requested; however, failure to provide consent will mean that we will not be able to inform you specifically about our services to the extent covered by the consent requested; otherwise, there is an obligation only to the extent described in section 5.1.

5.4 Assertion, exercise or defense of legal claims

Purpose(s): Assertion, exercise or defense of legal claims
Legal basis(s): Art. 6 para. 1 lit. f GDPR; the legitimate interests here lie in asserting, exercising or defending legal claims
Recipient of the personal data: responsible employees of our marketing/sales department, responsible employees of our legal department, our management, processors, debt collection service providers, lawyers commissioned by us or otherwise used legal advice
Third country transfer: No
Storage period of personal data: We store your data for as long as it is necessary for the purposes pursued by us for the assertion, exercise or defense of legal claims, i.e. generally 10 years
Obligation to provide personal data and consequences of non-provision: There is only an obligation to provide your personal data to the extent described in section 5.1.

5.5 Protection and security of IT resources

Purpose(s): Protection and security of our IT resources
Legal basis(s): Art. 6 para. 1 lit. f GDPR; the legitimate interests here are to protect our IT resources from any attacks and security incidents
Recipient of the personal data: responsible employees of our IT department, processors who are entrusted with the support of any IT resources and IT services for us
Third country transfer: No
Storage period of personal data: We store your data for as long as is necessary for the purposes we pursue for the protection and security of IT resources, i.e. generally 10 years
Obligation to provide personal data and consequences of non-provision: There is only an obligation to provide your personal data to the extent described in section 5.1.