Privacy Policy
How Termwise collects, uses and protects personal data
This policy explains what personal data we process when you visit termwise.eu, contact us, or entrust documents to us for translation, and the rights you have over that data.
What we collect
- Enquiries: name, email address, company, phone number, the content of your message, and any files you choose to send us by form, email or WhatsApp.
- Project material: documents supplied for translation may contain personal data of third parties, such as patients, insured persons or parties to proceedings. We process this data only to deliver the agreed service.
- Website: cookies needed for the site to function, aggregated visit statistics collected through Google tools, and Google reCAPTCHA on the contact form to prevent abuse. You can restrict cookies in your browser.
Why we process it
- To answer enquiries and prepare quotations (steps prior to a contract).
- To deliver translation, terminology and related services (performance of a contract; for client documents, on the client's instructions).
- To invoice and keep business records (legal obligations).
- To secure our systems and improve our services (legitimate interests).
Where data is processed
Termwise operates a distributed model. Our core infrastructure (mail and file storage) is hosted on servers in Germany, with transport and storage encryption. Files entrusted to us, and any personal data they contain, may be processed by our team and by vetted specialist linguists located both inside and outside the European Economic Area. Since translation is characteristically an online profession and many experienced European linguists live abroad, the place of processing depends on where the assigned linguist is based.
Some of these locations are not covered by a European Commission adequacy decision. Transfers of personal data outside the EEA are therefore made under the Standard Contractual Clauses adopted in Commission Implementing Decision (EU) 2021/914, supported by a documented Transfer Impact Assessment and technical measures including encryption in transit and at rest. Wherever the linguist works, files remain on our German-hosted infrastructure and are handled in secure workspaces on encrypted drives. Individual linguists work on encrypted computers and sign non-disclosure agreements before receiving any material. A copy of the applicable clauses, the assessment and our current sub-processor list is available on request.
Where a client prefers, we accept material that has been redacted or pseudonymised before transfer, and we can restrict storage of work in progress to EU-hosted infrastructure.
How we protect it
All files are received and returned over encrypted channels and held in encrypted storage. Our mail infrastructure is hosted in Germany with transport and storage encryption. We do not process confidential client material through public or cloud machine-translation services, and every linguist and partner is bound by written confidentiality terms before any material is released. Our full arrangements are described on the Security & Confidentiality page.
How long we keep it
- Enquiry correspondence: as long as needed to handle the enquiry and a reasonable follow-up period.
- Project material and language assets (translation memories, termbases): retained to support our one-year guarantee and future updates. Clients may request deletion or return of all material at any time.
- Invoicing and business records: as long as applicable law requires.
Your rights
You may request access to, correction of, or deletion of your personal data, restriction of or objection to its processing, and a copy in portable form. Write to contact@termwise.eu and we will respond without undue delay. You also have the right to complain to your local data protection authority.
If your personal data reached us inside a document supplied by one of our clients, that client is the controller of your data. We will refer your request to them and assist them in responding.
Who receives data
Vetted freelance linguists and partner agencies working on your project, under written confidentiality and data-protection terms; and the IT providers that host our mail, storage and website. We do not sell personal data and we do not use it for advertising.
Changes to this policy
Updates to this policy are published on this page. The data controller is the operator of termwise.eu as identified in our legal notice; contact contact@termwise.eu.
Last updated: 14 August 2026