Privacy Policy

§1

INTRODUCTION

Our Commitment to Data Protection

Protecting your personal data is of utmost importance to us. With concern for your privacy and security of personal data, we present to you the rules of processing and protection of personal data concerning the Users using the www.transkryptor.nz website (“Website”), included in this document (“Privacy Policy”).

Who We Are

The administrator of the personal data provided by the User on the Website is “Kudelski Communications Krzysztof Kudelski” based Poland, the city of Sopot, with the following mailing address: ul. Tadeusza Kościuszki nr 16/2 zipcode 81-704 Sopot, and the following tax identification number: PL1181587735 and company registration number: 141250495 (“Administrator” or “Transkryptor”).

Scope of This Privacy Policy

This Privacy Policy applies to all users (“Users“) of our Website. By using our Website, you consent to the data practices described in this policy. A (“User”) of the Website is any person whose data is collected when they use the Website or any electronic services available through the Website. These services include:

  • The possibility of establishing contact with Transkryptor through the contact forms
  • Ordering an estimated quote for transcription, translation, or copy typing, or closed captioning
  • Placing an order – for transcription, translation, copy typing, or closed captioning

Legal Framework and Data Transfers

Users’ personal data are processed on the basis of European Parliament and Council Regulation (EU) 2016/679 from April 27, 2016, on the protection of individuals with regard to the processing of personal data and repealing Directive 95/46/WE (General Data Protection Regulation) (“GDPR“) and its Polish direct implementation (“RODO”), and in accordance with New Zealand Privacy Act (“Privacy Act 2020”).

International Data Transfers

Our company is based in Poland, and we provide Services to clients in New Zealand. The server hosting our Website is provided by SiteGround, located in Sydney, Australia. SiteGround provides a Data Processing Agreement (DPA) to ensure that personal data is processed securely and in compliance with GDPR and the New Zealand Privacy Act 2020.

  • Standard Contractual Clauses (SCCs): We use SiteGround’s GDPR compliance measures and the DPA they provide to their customers. This ensures that your personal data is adequately protected when transferred internationally.
  • New Zealand Privacy Act Compliance: Under the New Zealand Privacy Act 2020, we ensure that any overseas recipient of the personal information provides comparable safeguards to those required under New Zealand law and ensuring transparency in data processing.

When transferring personal data, we take appropriate measures to ensure it is protected according to applicable regulations. We encourage you to read this Privacy Policy carefully to understand our practices regarding your personal data. If you have any questions or concerns, please contact us at transkryptor@transkryptor.nz

§2

PURPOSES OF PERSONAL DATA PROCESSING

The processing of your personal data is carried out in relation to the following functionalities of the Website:

1. Users’ use of the Website – both:

    • without registration/having an account, as well as
    • by Users registered/having an account on the Website.

User data is processed to provide the Services electronically. This data processing is necessary for the provision of services (Article 6(1)(b) GDPR/New Zealand Privacy Act 2020: Principle 1).

2. Contacting the Administrator via the forms

You may contact Transkryptor via contact forms available on the Website. Using contact forms requires providing the following information:

  • First and last name (required)
  • E-mail address (required)
  • Phone number (optional).

Providing the above information is necessary for Transkryptor to contact the User and respond to the inquiry. The provision of mandatory data is required to process the inquiry, and failure to provide this information will result in the inability to do so. The provision of additional data is voluntary.

The personal data provided above are processed to identify the User sending the message and to address their inquiry. This processing is necessary to execute the service contract (Article 6(1)(b) GDPR/New Zealand Privacy Act 2020: Principle 1). For the optional data provided, the legal basis for processing is the User’s consent (Article 6(1)(a) GDPR/New Zealand Privacy Act 2020: Principle 3 and 4).

3. Ordering an estimated quote for transcription, translation, or copy typing, or closed captioning service

As part of the Website, you also have the option to order a quotation of transcription, translation, or copy typing, or closed captioning service free of charge. Using this option requires you to provide the following information:

  • First and last name (marked with an asterisk as required)
  • E-mail address (marked with an asterisk as required)
  • Phone number (optional).

Providing the above information is necessary to generate an estimated quote for transcription, translation, copy typing, or closed captioning services. The provision of required data is essential to approve and execute an order; failing to provide this information will result in the inability to proceed. Providing additional data is voluntary.

The personal data provided above are processed to identify the User requesting an estimated quote for transcription, translation, copy typing, or closed captioning. This processing is necessary to execute the service contract (Article 6(1)(b) GDPR/New Zealand Privacy Act 2020: Principle 1). For optional data provided, the legal basis for processing is the User’s consent (Article 6(1)(a) GDPR/New Zealand Privacy Act 2020: Principle 3 and 4).

4. Registration and creating a User Account

The User decides for oneself whether and to what extent they use the services offered on the Website, and whether and to what extent they share information about themselves. The User may choose either to use the Website without registration and logging in, or to create an account (registration) and use the functionalities available to logged-in users. Registration on the Website is free of charge and voluntary. The data necessary for registration, which are gathered by the Administrator, are:

  • E-mail address (marked with an asterisk as required)
  • Username (marked with an asterisk as required)
  • Password (marked with an asterisk as required)

The above data is used by the Administrator to operate the user’s account (Article 6(1)(a) GDPR/New Zealand Privacy Act 2020: Principle 3 and 4).

5. Placing an order for transcription, translation, copy typing, or closed captioning services via the order form

Through the Website, you can also place an order for the transcription, translation, copy typing, and closed captions. For this purpose, it is necessary to provide the following information:

  • First and last name (marked with an asterisk as required)
  • E-mail address (marked with an asterisk as required)
  • Residential address (marked with an asterisk as required)
  • Attachment of source file (marked with an asterisk as required)
  • Phone number (optional).

Providing the above information is necessary to execute the Service, which includes transcription, translation, copy typing, or closed captioning. The provision of required data is essential to approve and process an order; failure to provide this information will result in the inability to perform these actions. Providing additional data is voluntary.

The processing of this data is necessary for the execution of a contract to which the User is a party, or to take steps at the request of the User prior to entering into a contract (Article 6(1)(b) GDPR/New Zealand Privacy Act 2020: Principle 1).

6. Payment service

Through the Website, Users pay for the Services of transcription, translation, copy typing, or closed captioning using a payment card, PayPal, or by bank transfer based on an invoice. For this purpose, it is necessary to provide the following information:

  • First and last name (marked with an asterisk as required)
  • Card number (marked with an asterisk as required)
  • CVV/CVC number (marked with an asterisk as required)
  • Address (marked with an asterisk as required)
  • E-mail address (marked with an asterisk as required)
  • Company data, such as Address and VAT number

Providing the required information is essential for payment processing, order acceptance, and execution. Failure to provide this information will result in the inability to complete these actions. The processing of this data is necessary for the execution of a contract to which the User is a party, or to take steps at the User’s request prior to entering into a contract (Article 6(1)(b) GDPR/New Zealand Privacy Act 2020: Principle 1).

7. Execution of the Administrator’s Legal Obligations

Transkryptor processes personal data to comply with its legal obligations, particularly those related to the functioning and operation of the Website, the provision of services, tax settlements, and accounting.

8. Execution of the Administrator’s Rights

Transkryptor processes personal data to establish, assert, or defend against legal claims, thereby protecting its rights.

9. Analytical and Statistical Purposes

Transkryptor processes User data for analytical and statistical purposes in order to understand how Users interact with the Website and to improve the Website based on User preferences and behaviors.

10. Execution of Marketing Purposes
With the user’s consent given during registration (when creating a User Account) (Article 6(1)(a) GDPR/New Zealand Privacy Act 2020: Principle 3 and 4).

§3

RECIPIENTS OF PERSONAL DATA

Recipients of Personal Data

The recipient of Users’ personal data is Transkryptor. In relation to the performance of the Website, Users’ personal data may be transferred to entities that process data on behalf of the Administrator, such as IT service providers, entities that provide accounting or technical services. These entities process personal data on behalf of the Administrator under agreements that ensure compliance with GDPR and the New Zealand Privacy Act 2020.

Disclosure of Personal Data

Transkryptor reserves the right to disclose Users’ personal data to authorized entities or institutions based on an appropriate legal basis, and in accordance with applicable law, or when it is necessary to execute the Agreement in relation to the Services provided by the Administrator.

Redirects to Other Services and Sites

The Website may contain links to third-party sites, such as Facebook and X (formerly Twitter). This Privacy Policy does not apply to such sites. Transkryptor is not responsible for the privacy practices of these third parties. Users are encouraged to read the privacy policies of any third-party sites they visit. In addition, both services may share information with the Administrator regarding the User’s visits to their sites. You may change your privacy settings on Facebook or X (formerly Twitter). Furthermore, please note that by using the Website on your device, you may encounter cookies from other parties. For your safety, we recommend that you carefully read the relevant privacy policies and cookie usage documents of any website or service before using their resources.

Google Analytics

Transkryptor uses Google Analytics, a tool used to analyze web traffic. It collects information about your visits to the Website, including the sites and subsites visited, the time spent on each site or subsite, and transitions between different sites and subsites. For this purpose, cookies from Google LLC, 1600 Amphitheatre Parkway, Mountain View, CA, 94043, USA, are used. You can decide whether or not to consent to the collection of this data as part of your cookie settings. The use of Google Analytics by Transkryptor aims to improve the Website according to Users’ preferences and to provide customized offers to Users. For more information, please visit Google Analytics Terms of Service.

§4

PERIOD OF PERSONAL DATA PROCESSING

Transkryptor will process your personal data for specific periods depending on the purpose of processing:

  • Service Provision: For the duration of the service contract and the relevant tax and accounting periods thereafter, and periods of limitation of claims.
  • Accounting and Tax Purposes: For 5 years from the end of the calendar year.
  • Inactive Accounts: Data will be deleted after 3 years of inactivity from the date of account creation.

§5

USER RIGHTS AND RESPONSIBILITIES

User Rights

Since Transkryptor processes your personal data, you have the following rights under GDPR and the New Zealand Privacy Act 2020:

  • Access: Right to access your personal data.
  • Rectification: Right to correct inaccurate personal data.
  • Erasure: Right to request deletion of your personal data.
  • Restriction: Right to restrict the processing of your personal data.
  • Portability: Right to receive your personal data in a structured, commonly used, and machine-readable format.
  • Object: Right to object to the processing of your personal data.
  • Complaint: Right to lodge a complaint with a supervisory authority. For the New Zealand Privacy Act, you can lodge a complaint with the Office of the Privacy Commissioner, New Zealand. For GDPR, you can lodge a complaint with the President of the Office for Personal Data Protection, 2 Stawki Street, 00-193 Warsaw, Poland.
  • Withdraw Consent: Right to withdraw consent to the processing of your personal data at any time. Withdrawal of consent is possible by emailing transkryptor@transkryptor.nz.

User Responsibilities

As a User of Transkryptor’s services, it is your responsibility to ensure that any personal data you provide to us is accurate, up-to-date, and complete. Users are also encouraged to regularly review their privacy settings and the privacy policies of any third-party services they access through our Website. By doing so, you can better protect your personal information and ensure that it is used in accordance with your preferences.

§6

PERSONAL DATA SECURITY

Transkryptor takes continuous measures to safeguard Users’ privacy and monitors the security of Users’ personal data. We comply with legal regulations on the processing and protection of personal data. In particular, Transkryptor ensures the following:

  1. Purpose Limitation:
    • Personal data is collected for specific, legitimate purposes and is not processed in a manner incompatible with those purposes.
  2. Lawful Processing:
    • Personal data is processed on a proper legal basis, such as consent, contract performance, compliance with legal obligations, protection of vital interests, performance of a task carried out in the public interest, or legitimate interests pursued by Transkryptor or a third party.
  3. Authorized Access:
    • Personal data is accessed and processed only by persons authorized to do so. Access controls and permissions are in place to ensure that only authorized personnel can access personal data.
  4. Security Measures:
    • Appropriate technical and organizational measures are implemented to ensure the security of personal data. These measures protect against unauthorized or unlawful processing, accidental loss, destruction, or damage of personal data.
  5. Data Minimization:
    • Only personal data that is necessary for the specified purposes is collected and processed.
  6. Data Accuracy:
    • Measures are taken to ensure that personal data is accurate and, where necessary, kept up to date. Inaccurate data is corrected or deleted without delay.
  7. Storage Limitation:
    • Personal data is kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the data is processed.
  8. Transparency and Accountability:
    • Transkryptor is committed to transparency and accountability in data processing practices. Users are informed about how their personal data is being processed and protected.

Legal Basis for Data Processing

Our processing of personal data is based on the following legal provisions:

  • GDPR: Article 6(1)(a) – Consent.
  • GDPR: Article 6(1)(b) – Necessary for the performance of a contract.
  • GDPR: Article 6(1)(c) – Compliance with a legal obligation.
  • GDPR: Article 6(1)(f) – Legitimate interests pursued by the controller.
  • New Zealand Privacy Act 2020: Principle 3 and 4 – Consent requirements for collecting personal information.
  • New Zealand Privacy Act 2020: Principle 1 – Necessary for the performance of a lawful function.
  • New Zealand Privacy Act 2020: Principle 11 – Compliance with legal obligations.
  • RODO: As the Polish direct equivalent of GDPR, ensuring compliance with Polish data protection regulations.

§7

COOKIES

What are “cookies” and why does Transkryptor use them?

In order to ensure the proper functioning of the Website, we use so-called “cookies”. We use cookies to recognize the User as part of their visits to the Website, to remember their preferences, and to display content suited to the User. Thanks to the use of cookies, we know how Users use our Website. Cookies are IT data, in particular text files that are stored on the User’s terminal device – on a computer or mobile device – containing data related to the visited website. Cookies usually contain the name of the website from which they come, the time they are stored on the device, and a unique number.

Types of Cookies Used

Within the Transkryptor Website, the following types of cookies are used:

  • Necessary cookies
    • These are files that enable the use of the Services available within the Website. These files are always active due to the fact that they are necessary for the operation of the Website. They do not store any information that allows identification of the specific User. Necessary cookies are used, among other things, to navigate the Website and to provide security functions of the site.
  • Optional cookies
    • Placing these files on the User’s device requires the User’s consent. These include the following cookies:
    • “Analytical” – they allow you to check the sources of traffic on the Website and allow you to know the number of Users visiting the Website and/or see how visitors navigate the Website. They allow Transkryptor to improve the performance of the Website.
    • “Session” – temporary files, they are stored on the User’s terminal device until the User logs out, leaves the Website, or shuts down the Internet browser.
    • “Advertising” – are used to promote services available on the Website, allowing the delivery of content tailored to the preferences of Users.

How long are cookies stored?

Session cookies are stored until the User logs out, leaves the Website, or shuts down the Internet browser. Permanent cookies are stored for the time specified in the parameters or until the User deletes them.

Important / Practical information for Users

The User may change their browser settings regarding cookies. Disabling cookies does not affect the ability to use the Website, but may make it difficult or impossible to use some of the functionalities available on the Website. Changing the conditions for storing or receiving cookies is possible by configuring the settings in Internet browsers, i.e.:

  • Chrome,
  • Microsoft Edge,
  • Mozilla Firefox,
  • Opera,
  • Safari.

For more information visit: Cookie Policy (AU/NZ) – Transkryptor

§8

PRIVACY POLICY VALIDITY AND UPDATE

This Privacy Policy is effective as of June 1st, 2024. It is continuously reviewed and may be updated as necessary. Updates will be posted on this Website, and Users will be informed of changes.

Contact with the Administrator

Should you have any questions or concerns regarding your personal data processing, you are welcome to contact us via email at transkryptor@transkryptor.nz