We are a certified translation agency based in Ireland. We provide professional translation services, including certified translations and affidavits of authenticity, of personal and official documents.

We may collect and process the following types of personal data:
– Name, address, phone number, and email address
– Uploaded documents, which may contain sensitive personal information (e.g., identity documents, birth/marriage certificates, diplomas)
– Payment and invoicing information
– Any other personal data you choose to provide

We collect this data when:
– You submit documents via our online form
– You contact us by email or phone
– You request a quote or service

We use your personal data for the following purposes:
– To provide translation and certification services
– To contact you with service updates or queries
– To comply with legal obligations (e.g., record keeping, invoicing)
– To assess quality through proofreading and revision
– To operate and improve our website

We rely on the following legal bases:
– Consent – when you agree to our Privacy Policy via our online form
– Contractual necessity – to perform our contract with you
– Legal obligation – to comply with applicable laws
– Legitimate interest – for business operations, quality control, and service improvement

We may share your personal data with the following categories of third parties:

1. Translators and Proofreaders
We collaborate with experienced linguists, proofreaders, and certified translators to fulfill your translation requests. These professionals may be engaged directly or through online platforms and forums, including:

Freelance Platforms:
– Fiverr
– Upwork
– Freelancer.com
– PeoplePerHour
– Guru
– We Work Remotely
– Toptal

Translation-Specific Platforms:
– ProZ.com
– TranslatorsCafé
– TM-Town
– TranslationDirectory.com
– TranslationJobs.net
– TextMaster
– Gengo
– OneHourTranslation
– Smartling
– Lionbridge
– Welocalize
– RWS Group
– Unbabel
– Babelcube
– LanguageLine Solutions
– SDL Trados Live Community

We maintain written agreements, NDAs, or Data Processing Agreements (DPAs) with all such freelancers or agencies to ensure GDPR-compliant handling of personal data.

By submitting your documents to us, you acknowledge and explicitly consent to the processing of your personal data, which may include sensitive personal data, through secure third-party tools used to support our translation services. These tools include, but are not limited to, machine translation software (see beloe) and artificial intelligence services (see below).

These services may temporarily store or process your data outside the European Economic Area (EEA), subject to contractual safeguards including Standard Contractual Clauses (SCCs) or other approved mechanisms under GDPR.

We use these tools solely to improve the quality, accuracy, and consistency of our
translations. Where possible, we use professional or enterprise versions of such platforms that offer enhanced privacy protections. If you do not wish for your personal data to be processed in this way, please notify us before submitting any documents.

Machine Translation Software
– DeepL Translator
– SDL Trados
– Google Translate (via API)
– Microsoft Translator
– Amazon Translate
– Systran
– PROMT
– KantanMT
– Yandex Translate
– Apertium
– iTranslate
– Lilt
– PangeaMT
– Globalese
– Tilde MT

Artificial Intelligence (AI) Services

Language AI and LLMs:
– OpenAI’s ChatGPT
– Google Gemini (formerly Bard)
– Claude by Anthropic
– Microsoft Copilot
– Jasper AI
– Copy.ai
– DeepL Write
– Grammarly
– Quillbot

Translation Management Platforms with AI Integration:
– SmartCat
– Phrase (formerly Memsource)
– Lokalise
– XTM Cloud
– Crowdin
– Wordbee
– Lokalise AI
– TextShuttle
– ContentQuo

Some of our service providers or translators may be located outside the European Economic Area (EEA). Where this occurs, we ensure that appropriate safeguards are in place, such as:
– Standard Contractual Clauses (SCCs) approved by the European Commission
– Adequacy decisions for countries deemed to offer an appropriate level of protection

We retain your personal data only for as long as necessary:
– For the purpose it was collected
– To comply with legal obligations (e.g., tax and business records)
– For resolving disputes or enforcing agreements

Typically, we retain translated documents and related data for up to 6 years, unless
otherwise required by law.

Under the GDPR, you have the right to:
– Access the personal data we hold about you
– Rectify inaccurate or incomplete data
– Erase your data (“right to be forgotten”)
– Restrict or object to processing
– Data portability (receive your data in a commonly used format)
– Withdraw your consent at any time

To exercise these rights, please contact us at:
Certif, 2 Connell Street, Off Lapp’s Quay, Cork, T12 WF82, by phone on 083 116 9754 or by email at hello@certif.ie.

We take appropriate technical and organisational measures to protect your data against unauthorised access, loss, or misuse. This includes secure file transfers, encrypted storage, and access controls.

However, no system can be completely secure. By submitting documents, you acknowledge and accept these risks.

Our website may use cookies and similar technologies for analytics and functionality. You can control cookie settings through your browser.

Our services are not intended for individuals under 18. We do not knowingly process
children’s data without parental or legal guardian consent.

We may update this Privacy Policy from time to time. Any changes will be posted on this page with a new effective date. Continued use of our services constitutes your acceptance of the updated terms.

Certif
Email: hello@certif.ie
Phone: 083 116 9754
Address: 2 Connell Street, Off Lapp’s Quay, Cork, T12 WF82

You also have the right to lodge a complaint with the Data Protection Commission (DPC) in Ireland:
https://www.dataprotection.ie/