Privacy Policy

11.11.2024.

In order to better understand privacy protection when using our website, which is owned by the company Ciklopea d.o.o., Zagreb, Međimurska ulica 21, OIB: 49842955502 (hereinafter: Data Controller), in the sections below, you can read which data is collected, what is the purpose of data collection and how it is processed.

Our Privacy Policy explains what types of personal data we collect, how we use that data, how we store it, protect it, and with whom we share it. We also provide information about your rights regarding your personal data in accordance with the General Data Protection Regulation (GDPR) and how you can exercise these rights.

GENERAL INFORMATION

This Policy applies solely to data collected through our website and does not apply to offline data collection practices. We advise you to read this Policy carefully to fully understand our data processing practices. If you have questions or need additional information, please feel free to contact us by e-mail at the address gdpr[at]ciklopea.com

The Data Controller may periodically update this Policy. In the event of significant changes, we will notify you via a notice on the website and update the last revision date at the top of this page.

This document regulates the principles and rules that the Data Controller as an organization and all its associates, contractual partners and other physical and legal persons working on behalf of the Data Controller adhere to when collecting, processing and storing all groups of personal data in order to comply with the high standards aligned with current legal provisions.

WHAT IS PERSONAL DATA, AND WHAT MEASURES DO WE TAKE TO PROTECT IT?

In order to be able to provide our services, we need to collect certain personal data. We undertake to collect only data that is necessary to achieve our purpose while safeguarding your privacy.

If data is used for marketing or other purposes without a legal basis or outside our legitimate interest, we will ask for your additional written consent.

We have taken all appropriate technical and organizational measures to protect your personal data.

For example, all physical data is stored in a locked room with controlled access, limited to individuals who require it to perform our service to you. Digital data is password-protected, with access granted only to Data Controller employees based on a legitimate need for this protected information.

All measures are regularly checked and adapted to current technology and regulations. If your personal data were to be breached in such a way that it could significantly impact your rights, we will notify you of this in accordance with applicable regulations. Please note that you are responsible for safeguarding your personal data by securely storing your user information and/or passwords and keeping them confidential.

PERSONAL DATA WE COLLECT

We collect different types of personal data in order to provide you with translation services and meet other business needs. Collected data includes:

1. Data that you provide to us

1. • Identification data: This includes your first name, last name, e-mail address, phone number, country of residence, company/organization name and industry.
   • Correspondence information: This includes information contained in messages you send to us by e-mail, telephone or through an online contact form, including copies of correspondence.
   • Job application information: If you are applying for a job, we may collect information such as your name, contact information, resume, information about your education and work experience, references and other information that you provide to us.

1. Automatically collected data

1. • Technical data: This includes data such as IP address, browser type, operating system version, browser language settings, network connection information, device model and device settings.
   • Website behaviour data: We collect information about your interaction with our website, including the URLs of the pages you visited, the frequency of visits, the time spent on each page and the actions you took (e.g. filling out forms, downloading content, interacting with sections of the website).

1. Cookies and analytics tools

1. • We use cookies and similar technologies on our website to customize your user experience. Cookies are small files that are stored on your device and allow us to recognize your browser when you visit our website.
   • Types of cookies we use:

• Temporary cookies are automatically deleted when you close your browser and are used for technical purposes, such as navigating through the website.
• Persistent cookies are stored for a longer period of time and used for analytical purposes to improve our service and tailor content to your interests.

1. • Google Analytics: This tool uses cookies to analyze how users use the website, and the data may be stored on servers in the USA. Google Analytics collects data such as IP addresses, but we do not use this information to identify users. Google Analytics uses cookies, text files that are placed on your computer, to analyze how users use the website. The data generated by the cookie about your website use will be transferred to and stored by Google on servers in the United States of America.
   • Facebook advertising tools: Our website also uses Facebook advertising tools that allow us to track user interactions and display relevant ads on Facebook and partner networks. These tools collect data through cookies, web beacons and other technologies to track your interaction with our website and enable customized advertising. All collected data is processed in accordance with Facebook’s privacy and data protection policy.

PURPOSE OF COLLECTION OF PERSONAL DATA

Identification and personalization: We collect personal data such as first name, last name, e-mail address and phone number for user identification and personalization of communication. This data enables clear and quick communication with users, including answering inquiries, providing free cost estimates for translation projects, creating customized offers, and concluding contracts.

Preparation and performance of translation services: We need personal and business data so that we can efficiently receive texts for translation, process them, and ensure the quality performance of translation services. Upon completion of the service, we use the data to issue an invoice for the work performed and send the translated content to the users in the agreed manner.

Improvement of services and user experience: User interaction and communication data helps us understand how users use our website and translation services. On the basis of this data, we can improve the functionality of the website, adjust our offering and optimize processes, thus ensuring a better and more efficient service to users.

LEGAL BASIS OF PERSONAL DATA COLLECTION:

Contractual basis

When you ask us for an estimate of translation costs, we need your personal information (such as name, e-mail address and other contact information) in order to prepare an offer that may result in a contract for the provision of translation services. This data is also necessary to enable communication during the performance of the contract, as well as for the delivery of the translated text and the issuing of invoices for the services rendered.

If you are applying for a job with us, the personal data you provide in the application (such as your CV, education, work experience, and references) is necessary for considering your employment and carrying out the selection process. This data enables us to assess your qualifications for the position and, in case of employment, to prepare the necessary contractual documentation.

Legitimate interest

From time to time, we may contact you with information about news, updates or additional services that we think will be useful to you. This communication is based on our legitimate interest in providing you with relevant information that can improve your user experience with our services. You have the right to object to this type of communication at any time, without consequences and without giving reasons, after which we will immediately stop such contacts. 

Consent

We will ask for your express consent to send you personalized marketing communications, special offers, and promotional updates that are not directly related to the services you use. You can give your consent voluntarily and have the right to withdraw it at any time without affecting the lawfulness of the processing carried out before the withdrawal.

Legal basis

We may also process your personal data when it is necessary to fulfil our legal obligations, including keeping records, fulfilling obligations under tax laws or responding to official requests from competent authorities.

USE OF COOKIES FOR THE PURPOSE OF COLLECTION OF PERSONAL DATA

Our website uses cookies to collect user personal data and ensure optimal user experience.

Necessary cookies

We use necessary cookies on the website to ensure the proper operation and functionality of the site. These cookies are essential for basic functions such as authentication, security and saving your settings while using the site. Due to their basic function, necessary cookies do not require your consent, and turning them off may affect the website’s functionality.

Statistical cookies

In addition to necessary cookies, we also use statistical cookies that help us understand how users interact with the website. These cookies collect aggregated and anonymized information that we use for analysis and reports, as well as to improve the functionality and content of our website. Statistical cookies do not enable direct identification of individual users.

Managing cookie settings

You have the option to customize or withdraw your consent for statistical and marketing cookies at any time through the “Deny” and “View preferences” options available via the button in the bottom-right corner of the website. In the same place, you can find additional information about cookie usage, your choices, and details about the types of cookies. 

HOW LONG DO WE KEEP YOUR PERSONAL DATA?

We keep your personal data for as long as it is necessary to fulfil the purpose for which it was collected or in accordance with applicable legal obligations.

Data for the provision of translation services: Personal data collected for the purpose of providing translation services and communication with clients is kept for the duration of the contractual relationship and up to 11 years after its termination, in accordance with legal obligations and accounting regulations.

Marketing data: If you have given your consent to receive marketing communications, we will keep the data until you withdraw your consent or unsubscribe from receiving such communications. By withdrawing consent or unsubscribing, your data will be deleted or anonymized within one month.

User inactivity: If you have not been in contact with us or used our services for more than two years, we will take steps to delete or anonymize your data to protect your privacy unless there is a legal obligation to retain data.

We periodically review and delete or anonymize personal data when it is no longer required for the above purposes, in accordance with our data protection policies.

DISCLOSURE OF YOUR INFORMATION

We only share your personal data with trusted third parties in the following cases:

1. Within our group: Information may be shared with affiliates and subsidiaries to support our business operations and the selection of candidates for employment.
2. With service providers and third parties: We use external partners for technical support, analytics, security, and data storage. Third parties are contractually obliged to keep your data confidential and use it solely for the purpose of providing services on our behalf.
3. In accordance with legal obligations: In some instances, your data may be disclosed in accordance with legal obligations, such as requests from government and regulatory authorities, in order to comply with legal obligations or to protect the rights and safety of the Data Controller, our clients, and third parties.

We will not share your personal data with third parties for marketing purposes without your consent.

CROSS-BORDER TRANSFER OF DATA

In cases where data must be transferred outside the European Economic Area (EEA), we take all necessary protective measures to ensure that your data remains protected. When transferring to third countries that do not provide an adequate level of data protection, we use standard contractual clauses and additional security measures in accordance with the GDPR.

YOUR RIGHTS REGARDING PERSONAL DATA

As a data subject, you have the rights guaranteed by the GDPR, including:

• Right of access – You have the right to request a copy of all your data that we process.
• Right to rectification – You have the right to request the correction or completion of your data that we process if the data is incorrect or incomplete.
• Right to erasure – If there is no legal basis for further processing and storage of personal data, you can request the deletion of your personal data.
• Right to revoke consent – You have the right to withdraw the given consent at any time. In that case, we will delete your personal data if there is no other legal basis for processing that data.
• Right to object to the processing of personal data based on our legitimate interest – You have the right to object at any time, citing reasons related to your specific interests, fundamental rights, or freedoms to the processing based on our legitimate interest. If we process your personal data for the purpose of researching the satisfaction of data subjects based on our legitimate interest, you have the right to object at any time without giving reasons, after which we will no longer process your data for the stated purpose.
• Right to restriction of processing – You have the right to request a temporary stop of the processing of your personal data in the following cases: if you dispute the accuracy of the data, if the processing is not lawful but you object to its deletion, if we no longer need the data but you need it for legal proceedings, or if you filed a complaint and expect confirmation that your reasons override our legitimate reasons.
• Right to data portability – You have the right to transfer your data, which we process, to another data controller, if we process your data based on consent or on the basis of a contract, provided that the processing of this data is carried out in an automated way.
• Right to object to automated individual decision-making – If a decision regarding your personal data is made by automated means, you can dispute that decision at any time, express your position in relation to the above, request an explanation of such a decision, and seek human intervention.
• Right to legal action – In the event that we refuse to comply with the right of access, we will provide a reason for the refusal.

To exercise any of your rights, please contact us by email at gdpr[at]ciklopea.com

You can also contact us in person or by mail:

Ciklopea d.o.o., Zagreb, Međimurska ulica 21

You may submit a complaint to the supervisory body at any time.

Personal Data Protection Agency, Selska cesta 136, Zagreb, azop[at]azop.hr

THIRD-PARTY WEBSITES

Our website may contain links to third-party websites that have their own privacy policies, to which our Privacy Policy does not apply. We recommend that you review their privacy policies.

CHANGES TO THE PRIVACY POLICY

We regularly update our Privacy Policy to comply with changes in legislation and business practices. Any changes will be posted on this page.

CONTACT AND INFORMATION

Andrea Mataija, Zagreb, Međimurska ulica 21

Contact e-mail: gdpr[at]ciklopea.com