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Protection of Personal Data of Current or Potential Suppliers of Translation Services

This privacy protection statement applies to you and your personal data because you are our potential or current business partner providing translation, interpreting or related services.

Lexika acts towards you as the controller of personal data, as we define the purpose and manner of their processing.

This version of the personal data processing terms and conditions was issued on 25 May 2018. However, we may update it from time to time, even without notice.

The information that we collect from the visits to our website is described in Privacy Protection and Cookies Policy.

Why do we have access to your data and why do we process them?

For a contract to be concluded with you or the company you represent, it is necessary to process your personal data.

We only process your personal data if we have a legal basis for doing so. It means that the processing must be essential to perform a contract based on which you or the company you represent are a contracting party, or to be able to take steps prior to concluding a contract upon request. The processing is possible based on our legitimate interest or based on our obligations arising from a special regulation.

Your data will be stored safely in accordance with the legal regulations concerning data protection.

Personal data categories

When you offer cooperation to us, we find your offer in a publicly accessible database of providers of translation or similar services, or you are recommended to us, we also process the following data:

Personal and contact details: name, surname, academic degree, telephone number, e-mail address, contact details for chat services (e.g. Skype), billing and postal address, contact languages, native language, gender, publicly available photograph, URL addresses of social network profiles.

Identification and payment details: identification details, such as Company Ident. No. (IČO), Tax Ident. No. (DIČ) and VAT Ident. No. (IČ DPH), bank account number, PayPal address.

Information about education and qualifications: information given in your curriculum vitae, including your skills and language knowledge, documents evidencing your qualifications and certificates.

Professional information: notes from the selection procedure, notes from the course of contract performance, assessment of the performances delivered, software and hardware equipment, names of user accounts in other software, systems and services.

We process personal data for the following purposes and goals

Selection of suppliers: We process your data based on our legitimate interest by which we establish whether you personally or the company you represent are a sufficiently qualified candidate for the performance of the contract.

Contract performance: In order for us to meet the requirements of our clients and international standards concerning the provision of translation services, e.g. ISO 17100: Quality of translation services, we need to make sure that you meet the required criteria. We process your data based on our legitimate interest by which we establish whether you are a qualified candidate for the position for which you apply, or whether you meet the requirements of our clients for the performance, e.g. with your qualifications and previous experience.

Who has access to your data

Our employees will have access to your personal data where this is necessary and for the purposes mentioned above. All employees having access to the data are bound by an obligation of confidentiality.

Without your additional written consent, we do not provide any third parties with your curriculum vitae, copies of documents evidencing your qualifications, certificates or other personal documents, or data that we process. Where you grant us such consent, it will always be coupled with a specific purpose, e.g. to prove our qualifications to participate in a specific public tender.

LEXIKA may provide its clients with your personal data if such data are essential for the performance of a contract, e.g. your contact details for the provision of interpreting services. We may also provide our clients with a fully-anonymised curriculum vitae or its summary, with the aim of proving the qualifications or possibility of preferential selection of a specific supplier.

LEXIKA as the controller may share your personal data with its suppliers who:

  • mediate or provide a part of our services, e.g. if several translators work on one contractual performance when their mutual coordination and communication is necessary;
  • provide our company with supporting and maintenance services, such as the operation of our information system, accounting and tax obligations; as well as with its lawyers, maintenance service, information and communication technologies technical support, CAT tool producers technical support.

Location of your personal data

Personal data are processed exclusively within the EU; they are not transferred to third countries.

How long we store personal data

In general, we store personal data for the following periods:

  • if we process personal data to ensure compliance with a statutory obligation – for the period required by the respective law;
  • if we process personal data to perform a contract – for the period of the contract performance (including pre-contract negotiations) and for the period during which it is possible to exercise, prove or defend the rights and claims arising from or relating to the contract;
  • if we process personal data due to legitimate interests pursued by us or a third party – for the duration of the respective legitimate interest and for the period during which it is possible to exercise, prove or defend the rights and claims arising from or relating to the legitimate interest.

What are your rights?

Even if we do not need your consent for the processing of your personal data, we want you to be informed thereof and to understand how we process them.

Right of access

You may request information about how we process your personal data, including the following information:

•   why we process your personal data;
•   what categories of personal data we process;
•   who we share your personal data with;
•   how long we store your personal data for and what the criteria for determining such period are;
•   what rights you have;
•   where we collect your personal data from (if not collected from you);
•   whether the processing includes automated decision-making (so-called profiling);
•   whether your personal data were transferred to a country outside the EEA, and how we ensure protection of your personal data.

Right to object to processing

If you think that we have no right to process your personal data, you can object to our processing.

In such cases we can only continue the processing if we can demonstrate convincing justified reasons that will outweigh your interests, rights and freedoms.

However, we can process your personal data where this is necessary to determine, exercise or defend our legal claims.

Right to rectification or change

It is important that we have correct information about you, which is why we ask you to notify us if any of your personal data is incorrect, for example if you changed your name or moved.

Right to data portability

You can request that your personal data which you provided to us for processing based on your consent, or to perform a contract, be provided to you by us in a structured, commonly used and machine-readable format. You have also the right to request that we transfer this information to another controller.

Right to restriction of processing

From the moment you ask us to rectify your personal data or object to their processing, and until the moment we are able to examine the issue or confirm the accuracy of your personal data (or to change them according to your instructions), you are entitled to restricted processing. This means that we can only process your personal data (except for storing personal data) in accordance with your consent, where this is necessary in relation to legal claims, for the protection of rights of another person, or where there is a significant public interest in the processing.

You can also ask us to restrict the processing of your personal data if such processing is illegal but you do not wish to have your personal data erased by us.

Right to withdraw consent

When we request your consent for the processing of your personal data, you have the right to withdraw this consent for further processing of your personal data at any time.

At our company, you can exercise your rights for free. However, a request submitted repeatedly may be charged.

Moreover, we will inform other parties to which we may have provided your personal data about your request(s).

Right to be forgotten or right to erasure

If we process your personal data in an illegal manner, for example if we process your personal data longer than necessary, or for no reason, you may ask us to erase these data.

Who you can contact

Should you have any queries concerning the processing of your personal data, contact us by e-mail at the address osobneudaje@lexika.sk or by post at the address: LEXIKA s.r.o., Personal Data, Dobrovičova 10, 811 09 Bratislava.

We will try to accommodate your request within due time, however, not later than within 30 days after its receipt.

Should you feel unhappy about our response or should you have doubts concerning our compliance with our obligations relating to the processing of your personal data, you can contact the supervisory authority, i.e. Úrad na ochranu osobných údajov SR, Hraničná 12, 820 07 Bratislava (Office for Personal Data Protection of the Slovak Republic).