Privacy policy

Last updated: 11 October 2026

This policy explains how TranslateFinder handles personal information received through its website, quote enquiries and translation projects.

1. Who is responsible?

2. Information we receive

• Your name, company (if supplied), email address and information you provide in messages.
• Project details, including source and target languages, document type, approximate word count, preferred deadline and document requirements.
• Documents and their personal information when you provide files separately for an agreed translation project.
• Technical information that may be processed by hosting and email services to deliver and protect those services, such as IP addresses, timestamps and error logs.

The quote form does not accept file uploads. Please do not enter confidential document text, health information, identification numbers or other sensitive personal information in the form. We arrange an appropriate transfer method separately where documents are needed.

3. Why we use information

We use enquiry information to respond, assess the work, prepare a quote and communicate with you. We use customer and project information to perform agreed services, manage payments, address questions and meet applicable legal obligations.

For enquiries and services requested by an individual, the basis is taking steps at your request before a contract or performing that contract (GDPR Article 6(1)(b)). For business contact persons, the basis is our legitimate interest in handling business enquiries and customer relationships (Article 6(1)(f)). Where a legal obligation requires processing, Article 6(1)(c) applies.

Sensitive personal information in documents requires an additional applicable legal basis and suitable safeguards. These must be established before such documents are processed; sending a quote request does not provide blanket consent for this processing.

4. Who may receive information?

Information may be handled by providers of website hosting, email and related technical services, and by translators or reviewers where necessary for an agreed project. Access should be limited to the information needed for the task. We may also disclose information where required by law or necessary to establish, exercise or defend legal claims.

Where a provider processes personal information on our behalf, an appropriate data processing agreement is required. If a project involves a transfer outside the EU/EEA, the relevant transfer basis and safeguards must be established before the transfer and explained to the affected customer.

5. AI-assisted translation

TranslateFinder has not yet selected an AI translation provider. Submitting the quote form does not automatically send your enquiry to an AI translation tool.

Before an AI provider is used for personal information in customer documents, its processing terms, confidentiality, retention, use of data for training and any international transfers must be assessed. Relevant information about the selected provider and the project workflow will be supplied before that processing begins, and this policy will be updated accordingly.

6. How long we keep information

Our standard policy is to delete customer documents and translated files within 90 days after completion of the project, unless a different period is agreed or a specific legal obligation or legal claim requires longer retention. When we act as a processor, the customer's documented instructions and data processing agreement govern retention.

Enquiry information is retained while needed to respond and follow up. If an enquiry becomes a project, necessary correspondence forms part of the customer record. We review information and delete it when it is no longer needed for those purposes.

Invoices, accounting records and information needed to comply with statutory obligations are kept separately for the applicable legally required period. This does not automatically justify retaining complete translation documents for the same period.

7. Your rights

Depending on the circumstances, you may request access, correction, deletion, restriction or portability of your personal information. You may object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it without affecting the lawfulness of earlier processing.

Contact contact@translatefinder.com to exercise your rights. We may need to verify your identity. Where we process documents on behalf of a business customer, we may refer your request to that customer.

You can complain to the Danish Data Protection Agency (Datatilsynet) at datatilsynet.dk, or to the relevant supervisory authority in your country.

8. Website technologies

The quote form is used to request a reply, not to subscribe you to marketing. If optional analytics, advertising or embedded services are introduced, the website's cookie information and consent controls must be updated as applicable before those technologies are activated.

9. Changes and questions

We update this policy when our services or data handling change. The date above shows the latest revision. For questions about privacy or a specific project, email contact@translatefinder.com.