LEGAL DOCUMENT
Privacy Policy
The purpose of this Privacy Policy is to provide you with information about how ArtLingua uses, manages, and protects any personal data that you may have submitted through our website, artlingua.com.
This Privacy Policy is based on the obligations of the website's Publication Manager, as provided for by the General Data Protection Regulation (GDPR), regarding your consent to the collection of your personal data, the protection and privacy of your personal data, and your rights to access your personal data, request their rectification, object to their processing, and request their portability and erasure.
This Privacy Policy may be amended or supplemented at any time by ArtLingua, especially in order to comply with any changes in legislation, regulations, and case law.
1. Nature of Data Collected
It is possible to browse the website (artlingua.com) without disclosing your personal data to the website's Publication Manager. However, if you do so, access to some of the information and services offered on the website may be restricted.
To subscribe to our newsletter, request a quote, or apply to work with us as a freelance linguist, you will be required to provide some personal data (your first name and surname, the name of your company, your role in the company, your email address, and your telephone number; for vendor applications, also your professional qualifications). When you provide such information, you will be asked to give your consent to the collection of such data for the purposes mentioned in the forms and in the paragraph "Purpose of Personal Data Collection."
Where a quote request includes source files, those files may also be processed by an automated analysis tool, as described in Section 3 below.
ArtLingua also collects personal data in the form of cookies, and uses Google Analytics.
2. Processing of Personal Data
Data collected by ArtLingua on its website are processed by authorized members of the ArtLingua team and by the sub-processors listed in Section 3 below, only and exclusively for the company's internal use. ArtLingua has a very strict personal data processing policy, and we never disclose any personal information to third parties except as described in this Policy.
3. Tools and Sub-Processors Used on This Website
In addition to internal processing, the website and its forms currently rely on the following third-party tools and service providers:
- Forminator: collects and stores quote-request and contact-form submissions, including any attached files.
- Cloudflare (Turnstile): bot and spam protection on website forms.
- HubSpot: CRM, contact management, and marketing follow-up.
- Google Maps: embedded map on the Contact page. Sets cookies when loaded.
- WPML, Yoast, Divi Pixel, Wordfence: multilingual display, search-engine optimization, page design, and website security plugins.
- Microsoft Forms: vendor-application questionnaire.
- Microsoft 365: business email and document collaboration.
- An automated file-analysis tool: assesses the complexity and volume of files submitted with quote requests, as described below.
- SiteGround: hosts the website. See Section 8 below.
A named list of these providers, including corporate details, is available on request and is provided as an annex to any data processing agreement (DPA). See Section 9 below.
Automated analysis of submitted files: files submitted through our quote-request form may be processed by a third-party automated analysis tool solely to help us estimate project scope and prepare a quote. This tool is hosted within the European Union, holds recognized third-party security certification, and does not train its models on Client content. This automated step does not replace human review of your content, and any content you flag as confidential or regulated is handled under the safeguards described in our Terms and Conditions.
4. Purpose of Personal Data Collection
Forms
We collect personal data through the various forms on the website for the purposes of:
- Contacting persons who provided their contact information.
- Following up on requests from persons interested in our translation services (initial contact, requests for quotes, starting or developing business relationships).
- Recruiting service providers, employees, and/or interns.
- Processing and following up on orders.
- Managing our newsletter. Every newsletter contains an unsubscribe link and you can unsubscribe at any time by clicking on the link.
- Requesting customer feedback on our services.
By checking the form consent checkbox and submitting the form, the User expressly agrees that their personal data will be processed for the purpose described.
Social Media
Data collected when using social media buttons are required to execute the requests of these third-party sites.
Google Analytics
Personal data are collected through the Google Analytics audience-measurement tool used on the site for the purpose of analyzing user behavior, measuring audiences, and improving the performance of the Website.
Cookies Policy
The Website uses cookies for the purpose of processing statistics and traffic information, facilitating browsing, and improving the service for the convenience of users, in compliance with the legislation in force. The User is free to accept or refuse cookies from any internet site by modifying the settings of their internet browser.
Similarly, users are free to browse the web in private mode, leaving no trace of their activities on their device.
5. Obtaining Consent
For all personal data collected via its website, ArtLingua provides the following options to obtain the user's explicit consent:
- An option to consent to the collection of their personal data when submitting forms.
- An option to accept cookies in a warning banner.
6. Data Retention Period
Retention periods vary by category of data, in line with ArtLingua's internal Document Retention Policy:
- Cookie data: up to 12 months.
- Prospects who did not become clients, and declined or unsuccessful proposals: up to 3 years from last contact.
- Client account, contract, and project data: for the duration of the business relationship plus 5 years.
- Contact and billing details forming part of accounting records: 10 years.
- Vendor and freelance-linguist applications: for as long as the applicant remains on ArtLingua's approved vendor list, otherwise 5 years after the last collaboration (2 years for test translations from applicants who were not retained).
- Website form submissions that do not lead to a client relationship: up to 3 years from submission.
- Translation memories: retained in accordance with Article 16 of our Terms and Conditions.
- Accounting and invoicing records: 10 years, as required by French commercial and tax law.
Data may be retained beyond these periods where required by law or regulation, or for archiving purposes permitted by law.
7. Personal Data Security
The site is hosted on secure servers.
All pages are served using the secure HTTPS protocol. This is a security protocol that encrypts all exchanges between the user's browser and the web server our site is hosted on. This prevents the personal data submitted via the forms on our website from being easily read by third parties during transit.
However, no method of transferring or storing personal data is totally secure. As a result, we cannot guarantee that the information transferred to or stored on the hosting servers will be totally secured.
8. Storage Location
This website is hosted by SiteGround Hosting Ltd, 7th Floor, 50 Broadway, London SW1H 0DB, United Kingdom. Personal data transferred to the United Kingdom for this purpose are covered by the European Commission's adequacy decision for the United Kingdom (renewed December 19, 2025, in force until December 27, 2031), meaning they may be transferred without additional safeguards under Article 45 GDPR.
ArtLingua's own working files and business systems, including translation projects, client documents, and translation memories, are stored separately on servers located within the European Union.
9. Data Protection Contact and Named Sub-Processor List
For any question regarding this Policy or the processing of your personal data, you may contact us at info@artlingua.com.
Corporate clients requiring a data processing agreement (DPA) may request one from ArtLingua. The DPA includes, as an annex, the full named list of ArtLingua's current sub-processors, with corporate name, location, and role. This list is not published on this public page but is provided on request as required by Article 28 of the GDPR.
10. Internet Users' Exercise of Their Rights: Access, Rectification, Restriction of Processing, Objection, Erasure, and Portability of Personal Data
In accordance with the Data Protection Act of January 6, 1978, as amended, and the European General Data Protection Regulation 2016/679 (GDPR), you have the right to:
- Access your personal data.
- Object to the processing of your personal data.
- Restrict processing of your personal data.
- Request the erasure of your personal data.
- Request the portability of your personal data.
You can exercise these rights by using the contact form on our website (artlingua.com), or by sending a letter to ArtLingua, Data Valley, 1000 L'Occitane, 31670 Labège, France, or by emailing info@artlingua.com. You can also use one of the letter templates published by the Commission nationale de l'informatique et des libertés (the French Data Protection Authority) at cnil.fr/modeles/courrier.
ArtLingua will reply to all personal data-related requests within a reasonable period of time, and, at the latest, within 1 month. ArtLingua reserves the right to refuse requests submitted with malicious intent, or of a repetitive and abusive nature.