Translyss Privacy Policy

1. Purpose of the Policy

This Privacy Policy (the "Policy") describes how Translyss collects, uses, discloses, retains, and protects the personal information entrusted to it in connection with the use of its website and services.

Translyss recognizes the importance of protecting personal information and is committed to handling it responsibly, transparently, and securely, in accordance with the Act respecting the protection of personal information in the private sector (Quebec) and, where applicable, the Personal Information Protection and Electronic Documents Act (PIPEDA, federal).

2. Translyss's Commitment

Translyss is committed to protecting the personal information entrusted to it and to implementing reasonable measures to ensure its confidentiality, integrity, and availability.

Translyss applies the following principles, among others:

• Accountability

• Transparency

• Collection limitation

• Use limitation

• Data minimization

• Accuracy

• Security

• Limited retention

• Access and correction

Translyss only collects, uses, and retains personal information that is reasonably necessary to provide its services, comply with its legal obligations, or protect its rights.

3. Person Responsible for Personal Information Governance

The President of Translyss, or any person designated by Translyss, is responsible for the governance of personal information and for the application of this Policy.

For any question regarding the protection of personal information, individuals concerned may contact:

Translyss
Address: 2100 Rue de Bleury, Montréal, QC H3A 0H4
Business Number (NEQ): 1182328139
Email: support@translyss.com
Phone: +1 (438) 255-8874

4. Personal Information Collected

Depending on the services requested, Translyss may collect the following information:

• First and last name

• Email address

• Phone number

• Documents submitted by the client

• Information necessary to carry out the engagement

• Information related to transactions and payments

• Correspondence exchanged with Translyss

• Any other information voluntarily provided by the client
  
  

5. Sensitive Personal Information

In the course of its activities, Translyss may be required to process sensitive personal information contained in documents submitted by its clients.

This information may include, among others:

• Passports

• Birth certificates

• Marriage certificates

• Death certificates

• Diplomas

• Transcripts

• Immigration documents

• Criminal records

• Notarized documents

• Legal documents

• Financial documents

• Any other document containing confidential or sensitive information

When such information is processed, Translyss applies enhanced protection measures suited to its level of sensitivity.

6. Consent

By submitting documents and personal information to Translyss for the purpose of carrying out an engagement, the Client consents to their collection, use, and disclosure in accordance with this Policy.

Given the sensitive nature of certain documents referred to in section 5, Translyss obtains the Client's express, free, and informed consent before processing such information, notably at the time the documents are submitted or the order is confirmed.

The Client may withdraw consent at any time, subject to ongoing legal and contractual obligations and to the consequences such withdrawal may have on Translyss's ability to complete the engagement.

7. Methods of Collection

Personal information is generally collected:

• When submitting a translation request

• When submitting documents

• When communicating with Translyss

• When making a payment

• When using the website

• During any other interaction with Translyss
  
  

8. Purposes of Collection

Personal information is collected in order to:

• Provide the requested services

• Prepare, process, and deliver translations

• Produce affidavits

• Coordinate apostille services

• Carry out postal deliveries

• Verify the client's identity when necessary

• Ensure customer service

• Process payments

• Comply with legal and regulatory obligations

• Prevent fraud and misuse

• Protect Translyss's rights and interests
  
  

9. Payments

Payments are processed by specialized payment processing providers, including Stripe.

Translyss does not retain full credit card numbers or sensitive payment information.

Payment information is processed in accordance with the policies and security measures of the relevant payment provider.

10. Disclosure of Personal Information

Translyss does not sell or rent its clients' personal information.

However, certain information may be disclosed when necessary to carry out the services, notably to:

• Translators

• Reviewers

• Commissioners for oaths

• Notaries

• Apostille service providers

• Technology providers

• Delivery service providers

• Government authorities when required by law

Access to personal information is limited to persons whose access is necessary to carry out the engagement, in accordance with the need-to-know principle.

11. International Transfers of Personal Information

In the course of its activities, Translyss may disclose certain personal information to suppliers, partners, or service providers located in other provinces, territories, or countries when necessary to carry out the services.

Before any transfer of personal information outside Quebec, Translyss conducts a privacy impact assessment (PIA), in accordance with section 17 of the Act respecting the protection of personal information in the private sector, in order to ensure that an adequate and comparable level of protection is maintained by the recipient, notably by means of appropriate contractual agreements.

Translyss's suppliers are required to comply with contractual confidentiality and personal information protection obligations.

12. Hosting and Storage

Translyss's website is hosted on AWS infrastructure or any other equivalent infrastructure offering an appropriate level of security.

Documents submitted by clients are stored on Microsoft SharePoint or any other secure storage platform used by Translyss.

13. Retention and Destruction of Personal Information

Translyss retains personal information only for as long as necessary to fulfill the purposes for which it was collected.

Subject to applicable legal obligations, the entire file, including:

• Source documents

• Translations

• Supporting materials

• Related documents

is deleted within a maximum of ninety (90) days following completion of the engagement.

Certain administrative, tax, accounting, or transactional information may be retained longer where required or permitted by law.

14. Security Measures

Translyss implements reasonable administrative, technical, and organizational security measures to protect personal information against:

• Loss

• Theft

• Unauthorized access

• Unauthorized disclosure

• Alteration

• Destruction

These measures may include, among others:

• Access controls

• Secure authentication

• Encryption where appropriate

• Access limitation

• Internal privacy policies

• Training for personnel authorized to process personal information
  
  

15. Cookies

Translyss's website may use certain cookies strictly necessary for its operation.

As of the date of this Policy, Translyss does not use behavioral analytics tools, targeted advertising, or marketing tracking.

If such tools are added in the future, this Policy will be updated accordingly and the required consent will be obtained, where applicable.

16. Rights of Data Subjects

Subject to applicable law, any data subject may request:

• Access to their personal information

• Correction of inaccurate information

• Withdrawal of consent where applicable

• Deletion of certain information where permitted by law

• Information regarding the use or disclosure of their personal information

All requests must be sent to support@translyss.com.

Translyss will endeavor to respond within a maximum of thirty (30) days.

If a data subject is dissatisfied with Translyss's response or with the handling of their request, they may file a complaint with the Commission d'accès à l'information du Québec (CAI), the authority responsible for enforcing privacy legislation.

17. Privacy Incidents

In the event of a privacy incident involving personal information, Translyss will take the reasonable measures required to limit the risks and reduce the potential consequences.

Where the incident presents a risk of serious injury, Translyss will notify the Commission d'accès à l'information du Québec as well as the individuals concerned, in accordance with its legal obligations, and will maintain a register of privacy incidents.

18. Protection of Minors' Information

Translyss's services are not intended for individuals who do not have the legal capacity required to enter into a contract.

Where personal information relating to a minor is processed, Translyss expects that the required consents have been obtained from the parent, guardian, or legal representative where necessary.

19. Changes to the Policy

Translyss may amend this Policy at any time to reflect changes in its business, practices, technologies, or applicable legal requirements.

The version in effect is the one published on Translyss's website at the time of consultation.

20. Contact Us

For any questions regarding this Policy or the processing of personal information:

Translyss
Address: 2100 Rue de Bleury, Montréal, QC H3A 0H4
Business Number (NEQ): 1182328139
Email: support@translyss.com
Phone: +1 (438) 255-8874