Secure processing of personal data

The main types of personal data we collect are data that you yourself provide to us (for example, name, telephone number, email, invoicing address) when you contact us for a quote or information, place an order or subscribe to our newsletter. A translation assignment can also contain personal data, for example an annual report or a certificate.

The personal data we collect and store falls into the following categories:

1. Contact information, including name, company, address and email

2. Billing information, including corporate identity number and billing address

3. Order history of your previous orders

4. The content you provide to us to work on, which can contain personal data

We process contact and billing information for the following purposes: to manage orders, keep in touch during and after an assignment, to provide information about our business and to deliver marketing communications. If you have provided your contact information so that we can perform an assignment for you, we will store this information so that we can keep in touch during and after the assignment. If you have placed an order with us, we will store all documentation, including quotations, call-off orders, invoices, contracts, banking details and mail communications, for as long as it is relevant for business purposes and required by law. The information is usually saved in email programs and an address book. Our project management system also contains a customer register that we keep up to date with contact information and billing documents. The billing documents that are stored in our accounting system contain the company name, contact person and address, and these are saved in accordance with the Swedish Annual Accounts Act.

We use a hosted mail server to store all business correspondence so that we can provide you with the best service when we have contact with you again. There, we also store personal information sent by email, for example in your email signature. We also store information such as client agreements, questions about terminology, project issues and other discussions related to our assignments. Such information usually does not contain personal data. If you send us sensitive information that you want us to delete when the assignment is completed, please let us know.

Your order history is saved to ensure quality in our follow-up efforts and to provide you with the best service for the next assignment. This is an important part of being able to provide the best quality possible in our services. In order for us to be a professional service partner, we use the information you provide to identify you, your company and your orders.

The content we translate or review for you might contain personal data. Examples include names in a press release, names of people interviewed for articles or a biography of board members in annual reports. We store both the source material and the finished product in their entirety and in segmented form (sentence by sentence) in a locally stored database. We use these two sources for future translations in order to maintain consistency or to efficiently update assignments if you have any changes. The texts are saved separately for each client. We share this database with our suppliers to ensure translation consistency, and these suppliers have agreements with us as personal data processors.

Disclosure of personal data

Personal data processors: Fluid Translation may provide your personal data to a third party, such as one of our suppliers or IT providers. Fluid Translation has agreements in place with all of our personal data processors under which they guarantee protection of the personal data processed. They also promise to comply with our security requirements as well as limitations and requirements regarding the transfer of personal data outside the country.

Fluid Translation saves the personal data it processes in its email programs and address book (Gmail). In addition, Fluid Translation uses other cloud services provided by Google and MailChimp. Fluid Translation has ensured that your rights are guaranteed in the event of data transfer to the United States through the compliance of Google, Squarespace and MailChimp with the EU-US Privacy Shield. More information is available at www.privacyshield.gov.

You have the right to obtain, make changes to and delete the personal data about you that we collect. To take any of these steps, contact us by email and we will take action as soon as possible.