Privacy Policy

This Privacy Policy describes how FILINGS ("FILINGS," "TrueTranslate," "we," "us," or "our") collects, uses, discloses, stores, secures, retains, and deletes information when you access or use truetranslate.org and any related forms, portals, upload features, tracking features, communications, and translation services (collectively, the "Services").

Company: FILINGS
Email (only): contact@truetranslate.org

This Privacy Policy is intended to provide notice of our data practices. It does not create contractual promises beyond those expressly stated in our Terms of Service. By accessing or using the Services, you acknowledge this Privacy Policy.

1. Scope

This Privacy Policy applies to information collected through the Services from site visitors, customers, prospective customers, and other individuals who interact with us in connection with translation orders and support.

We are an independent, private translation company. We are not a government agency, court, or immigration authority, and are not affiliated with, endorsed by, or operating on behalf of USCIS, the U.S. Department of State, any embassy or consulate, or any other government authority.

You are responsible for submitting only information and documents you are authorized to provide. If you submit a document that contains another person's information, you represent that you have the authority to have it translated.

2. Categories of Information We Collect

Depending on how you interact with us, we may collect the following categories of information:

2.1 Contact and Identifier Information

Such as your name, email address, phone number, messaging contact details if you choose to provide them, mailing address, billing address, and, for hard-copy orders, recipient name and shipping address.

2.2 Order and Translation-Request Information

Such as the source and target languages, the type of document, the detected or entered page and word counts, the service selected (certified, Spanish sworn, Spanish specialized, or professional non-certified translation), the turnaround tier (Economy, Standard, or Priority), add-ons (notarization, notarized hard copy by USPS, apostille and apostille shipping), notes, an optional reference number, status history, and communications relating to your order.

2.3 Document and Source-File Information

Such as the source files you upload or send to us for translation, the delivered translations and Certificates of Translation Accuracy we produce, document images, PDFs, metadata, and the information contained in those files.

Because of the nature of translation work, submitted materials frequently contain sensitive or high-risk personal information, such as details from birth, marriage, and death certificates, passports and identity documents, academic and immigration records, medical records, financial statements, and legal documents, or other information you choose to provide.

2.4 Payment and Transaction Information

Payments are processed by third-party payment processors. We may receive transaction-related details such as payment status, transaction ID, billing name, billing address, timestamps, and limited payment-method details made available by the processor. We do not intentionally store full payment card numbers or CVV codes on our own servers.

2.5 Communications Information

Such as emails, form submissions, support requests, attachments, and records of our communications with you, including revision requests.

2.6 Device, Log, and Usage Information

Such as IP address, browser type, device type, operating system, approximate location derived from IP address, referring URL, page views, timestamps, clickstream data, diagnostic information, and security or fraud-prevention signals.

2.7 Cookie and Similar Technology Information

Such as information collected through cookies, pixels, tags, local storage, or similar technologies used for site operation, security, analytics, and similar business purposes.

3. Sources of Information

We may collect information from the following sources:

• directly from you;
• from the source documents and files you submit for translation;
• from your communications with us, including revision requests;
• from payment processors and fraud-prevention providers;
• from professional translators, reviewers, notaries, shipping carriers, and other operational partners involved in your order;
• from analytics, hosting, communications, and security providers;
• automatically from your device or browser when you use the Services.

4. How We Use Information

We use information only for legitimate business purposes connected to providing and supporting translation services, including:

• to provide, operate, administer, and improve the Services and to produce, certify, notarize, and deliver your translations;
• to detect page and word counts, quote pricing, and assign your order to a qualified translator and reviewer;
• to communicate with you about your order, status, delivery, revisions, or support issue;
• to process payments and maintain transaction and tax records;
• to coordinate notarization, hard-copy mailing, apostille coordination, and other fulfillment functions;
• to engage professional translators, reviewers, notaries, and other operational partners under confidentiality obligations where needed for the Services;
• to honor the USCIS acceptance guarantee and free-revision commitments in our Terms of Service;
• to detect, investigate, prevent, and respond to fraud, abuse, unauthorized activity, payment risk, security incidents, and legal or compliance issues;
• to maintain records, logs, and audit trails, and to enforce our Terms of Service and other policies;
• to comply with legal obligations, lawful requests, tax obligations, accounting obligations, and regulatory requirements;
• to protect our rights, property, systems, personnel, customers, and business operations; and
• to send service-related communications and, where permitted by law and subject to your opt-out rights, marketing communications.

We may also use information in aggregated or de-identified form where permitted by law. We do not sell your documents or the personal information contained in them.

5. How We Disclose Information

We do not disclose personal information except as described in this Privacy Policy, as directed by you, or as otherwise permitted or required by law.

We may disclose information to the following categories of recipients:

5.1 Service Providers and Processors

Including providers of hosting, cloud storage, analytics, fraud prevention, payment processing, email delivery, communications, document handling, security, and customer-support infrastructure.

5.2 Professional Translators, Reviewers, and Linguists

The translators and reviewers who perform and quality-check your translation receive access to your source documents and related information solely to complete your order, and are bound by confidentiality and non-disclosure obligations. Access is limited to those who need it to perform or support your order.

5.3 Notaries, Couriers, and Fulfillment Partners

Including notaries who notarize a translator's certification, and couriers and shipping providers used to deliver hard copies, each engaged only as needed to fulfill the add-ons you select.

5.4 Legal, Compliance, and Safety Recipients

If we believe disclosure is necessary or appropriate to comply with law, legal process, or lawful requests; enforce our agreements; detect or prevent fraud or abuse; respond to security incidents; collect amounts owed; or protect rights, safety, and property.

5.5 Corporate Transaction Recipients

In connection with an actual or proposed merger, acquisition, financing, due diligence process, reorganization, bankruptcy, receivership, sale of assets, or transition of service operations.

5.6 Other Disclosures Directed by You

We may disclose information to other parties when you instruct us to do so or when you otherwise consent.

6. Cookies and Similar Technologies

We may use cookies and similar technologies for the following purposes:

• operating and securing the Services;
• maintaining session integrity;
• remembering preferences, including your language selection;
• preventing abuse and detecting fraud;
• measuring traffic and performance;
• troubleshooting and analytics.

You may be able to control cookies through your browser settings, but some parts of the Services may not function properly if cookies are limited or disabled.

We do not sell personal information, and we do not share personal information for cross-context behavioral advertising or targeted advertising.

If applicable law grants you the right to opt out of sale, sharing, or targeted advertising, you may exercise that right by emailing contact@truetranslate.org with the subject line Privacy Request.

7. Document Confidentiality and Sensitive Information

We treat the documents you submit for translation as confidential. They are used only to produce, certify, notarize, deliver, and support your translation, to honor our guarantee and revision commitments, and as otherwise described in this Privacy Policy. Translators, reviewers, notaries, and other personnel and subcontractors who handle your documents are bound by confidentiality and non-disclosure obligations, and access is limited to those who need it.

Because translation documents frequently contain sensitive personal information, we may process sensitive information to the extent reasonably necessary to provide the Services, verify submissions, prevent fraud, comply with law, and protect our operations. We ask that you submit only the documents and information reasonably necessary for your order, and we do not use sensitive personal information to infer characteristics about you except as inherent in translating the document you voluntarily submit.

8. Data Security and Encryption

We use administrative, technical, organizational, and physical safeguards designed to protect information appropriate to its sensitivity and the risks involved. These measures include access controls, credential management, network and application safeguards, monitoring, vendor controls, encryption of data in transit, and, where supported, encryption of stored documents at rest.

However, no method of transmission, storage, or processing is fully secure, and we do not guarantee absolute security. You provide information and use the Services at your own risk.

9. Retention and Deletion

We retain information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide and support the Services, honor the guarantee and revision commitments in our Terms of Service, maintain records, resolve disputes, prevent fraud, enforce agreements, comply with legal obligations, and protect our business operations. Retention periods vary by category of information and by business need. In general:

• contact, order, and communication records may be retained for customer-service, fraud-prevention, tax, accounting, dispute, and compliance purposes;
• uploaded source documents, delivered translations, and Certificates of Translation Accuracy may be retained for a limited period to support delivery, revisions, re-issue, the acceptance guarantee, recordkeeping, and legal purposes;
• payment and transaction information may be retained for billing, accounting, fraud, tax, dispute, and reconciliation purposes; and
• technical logs, device data, and security records may be retained for performance, troubleshooting, abuse prevention, and security purposes.

You may request deletion of your uploaded documents or other personal information by emailing contact@truetranslate.org with the subject line Privacy Request. We will delete, de-identify, or dispose of information when we determine it is no longer reasonably necessary, subject to our legal, operational, compliance, and dispute-preservation needs, and we may retain limited records as required or permitted by law.

10. International Users and Cross-Border Transfers

The Services are operated from the United States and may be supported by translators and service providers in other jurisdictions. If you access the Services from outside the United States, you understand that your information may be transferred to, processed in, and stored in the United States or other jurisdictions whose laws may differ from those of your location.

Where applicable law requires transfer safeguards, we may use measures we consider appropriate under the circumstances.

11. Children's Privacy

The Services are not directed to children under 18, and we do not knowingly collect personal information directly from children for independent use of the Services. A parent or guardian may submit a child's document (such as a birth certificate) for translation. If you believe a child has provided personal information to us improperly, email contact@truetranslate.org.

12. Your Privacy Rights

Depending on where you live and subject to applicable law, exemptions, and verification requirements, you may have the right to:

• know or access certain personal information we have collected about you;
• request correction of inaccurate personal information;
• request deletion of certain personal information, including uploaded documents;
• request a portable copy of certain personal information;
• opt out of sale, sharing, or targeted advertising, where applicable;
• limit certain uses of sensitive personal information, where applicable;
• opt out of marketing communications.

To submit a privacy request, email contact@truetranslate.org with the subject line Privacy Request.

We may require you to provide information sufficient to verify your identity and authority before acting on a request. We may deny requests where permitted by law, including where we cannot verify the request, where an exemption applies, where the request is manifestly unfounded or excessive, or where retention is permitted for legal, compliance, security, fraud-prevention, or operational reasons.

You may use an authorized agent where permitted by law, but we may require proof of authorization and independent identity verification.

Appeals

If we deny your request in whole or in part and applicable law gives you a right to appeal, you may appeal by replying to our denial email or emailing contact@truetranslate.org with the subject line Privacy Appeal within thirty (30) days of the denial. We may require information needed to identify the original request and verify the appeal.

13. Marketing Communications

If we send promotional or marketing emails, you may opt out by using the unsubscribe mechanism in the message or by emailing contact@truetranslate.org. Even if you opt out of marketing communications, we may still send transactional, operational, legal, security, or service-related communications, such as order confirmations and delivery notices.

14. Third-Party Sites and Services

The Services may contain links to third-party websites, tools, or services. We are not responsible for the privacy, security, or content practices of third parties. Their handling of your information is governed by their own terms and privacy policies.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes become effective when posted unless a different effective date is stated. Your continued use of the Services after the effective date of an updated Privacy Policy constitutes your acknowledgment of the revised Policy.

16. Contact

FILINGS
Email (only): contact@truetranslate.org