Privacy Policy

Supertext USA, Inc. | As of: November 12, 2021

Protecting your data is very important to us. This privacy policy explains how we handle your personal information. It is written in a clear and understandable way to comply with applicable laws and to make it easy for you to manage your data.


Section 1

Introduction

Supertext USA Inc. provides language services.

To access Supertext USA, Inc.’s services, you must accept this privacy policy. Updates may be made periodically and will be published on this page. We will not limit your rights under this privacy policy without your express consent. We archive older versions of this policy and will be happy to provide access to these on request.

Section 2

Applicable law

Our website is subject to applicable laws in your location such as the Federal Data Protection Act (FDPA) and the California Consumer Privacy Act in the US, and the General Data Protection Regulation (GDPR) in the EEA and Switzerland.

Section 3

What personal data do we store and process?

We create individual profiles in our proprietary system for existing and prospective clients, partners and independent contractors. These profiles mainly contain contact details provided by visitors to the Supertext website, including:

  • Name
  • Gender
  • Contact addresses (personal or business)
  • Email addresses
  • Websites
  • Phone numbers
  • Profile pictures

We also store any data required for managing orders and providing customer support, such as:

  • Documents that we assign for editing/translation
  • Records of conversations
  • Log files containing records of order-related system activities in the client’s profile

For security purposes, we may also store the IP address, time and date of system activities. This is to help prevent abuse, such as identity theft and spam.

Newsletters may contain graphics and web links that allow us to collect information to determine whether recipients have opened a particular newsletter and which web links they have clicked on. This allows us to monitor whether newsletters are being read for quality assurance purposes and to make improvements.

Section 4

Where do we store this data?

The Supertext system, website and database are hosted by Microsoft Azure in Ireland, Switzerland, the US and the Netherlands. Microsoft Azure creates standard web server log files each time our website is accessed. These log files store the following details:

  • IP address
  • Date
  • Time
  • Browser request, including origin of the request (“referrer”)
  • User agent to identify the type of browser, language, version and operating system used

The Supertext system also stores files to log errors and function calls. These log files help us to identify technical problems and ensure security. They may include user data. We delete all log files within a maximum of 365 days.

In Ireland, Switzerland and the Netherlands, the legal basis for storing log files is set out in the GDPR, Art. 6, Para. 1 lit. a, b and f. The legitimate interest for storing such files is information security. Additional information can be found in the Microsoft Privacy Statement.

If you are in the European Economic Area (“EEA”) or Switzerland, we will protect any transfers of personal information to recipients in countries outside the EEA and Switzerland in accordance with applicable legal requirements. If you are in another country, we protect such information transfers in accordance with this Privacy Policy and applicable legal requirements.

Section 5

How do we use the data?

All the data we collect is used to:

  • Process current orders/jobs
  • Assist and advise our customers
  • Perform sales analytics (with and without reference to data subjects)
  • Perform web analytics (with and without reference to data subjects)
  • Carry out sales and marketing activities within the Supertext Group
  • Comply with and enforce applicable legal requirements

We may also disclose information about you (1) if we are required to do so by law or in response to legal proceedings (such as a court order or subpoena); (2) in response to requests by government agencies, such as law enforcement agencies; (3) to establish, exercise or defend our legal rights; (4) where we believe disclosure is necessary or appropriate to prevent physical or other harm or financial loss; (5) in connection with an investigation of suspected or actual illegal activity; (6) in the event that we sell or transfer all or a portion of our business or assets (including in the event of a reorganization, dissolution or liquidation); or (7) otherwise with your consent.

Section 6

How do we ensure data security?

We have taken several procedural, physical and technical security measures to protect your data against loss, theft and unauthorized access. Due to the nature of electronic data communications, however, we cannot guarantee confidentiality and there is always a degree of risk.

As a customer, you are responsible for keeping your login details, email account and API authentication token (see Section 7) safe. You are using transport encryption (SSL/TLS) when accessing our website.

Section 7

What services do we outsource to third parties?

To fulfill our copywriting and translation projects, we work with our global network of freelance copywriters, translators, proofreaders, editors and plain language specialists. They receive only the documents necessary to complete their work and no other personal data.

Every freelancer and partner has a duty to protect the confidentiality of all data in accordance with the GDPR. The legal basis for data protection within European companies is set out in the GDPR, Art. 6 Para. 1 lit. a and b. Supertext USA, Inc. has entered into its own agreements with partners that are not subject to GDPR, under which they are required to protect the confidentiality of all data.

Services, websites and third-party providers operate independently from us. The privacy practices of these third parties, including details on the information they may collect about you, are subject to their respective privacy statements.

What is important for you to know is that our partners are obligated to protect the confidentiality of all personal data, of which there are three categories:

  1. Most partners in the United States maintain an adequate level of data protection in line with the GDPR.
  2. Companies located in EU member states are responsible for ensuring their own compliance with the GDPR. Adequate data protection is therefore provided for here, too. The legal basis for data protection within European companies is set out in the GDPR, Art. 6 Para. 1 lit. a and b.
  3. Certain US-based partners are neither subject to the Privacy Shield provisions nor to the GDPR. In these cases, Supertext AG has entered into its own agreements that require our partners to protect the confidentiality of all data.

Category a) services

We use MailChimp (USA) to send our newsletters. More information can be found in MailChimp's Terms of Use.

We use SendGrid (USA) to send automated emails from the Supertext system. More information can be found in SendGrid's detailed Privacy Policy.

We use QuickBooks from Intuit, Inc. (USA) for our accounting. More information can be found in Intuit, Inc.'s detailed Privacy Statement.

Our website uses the Intercom (USA) chat platform. More information can be found in the detailed Intercom's Terms & Policies.

We use Google Maps to embed maps on our site, Google Analytics for the statistical analysis of how visitors use our website and Google Ads for search engine advertising. We also use YouTube to embed videos. When these services are used, data is sent to Google LLC, located in the USA. More information on this can be found in Google’s detailed Privacy Policy.

The GDPR: Art. 6 Para. 1 lit. f is the legal basis for the use of videos – with the operation of our website and information security constituting legitimate interests.


Category b) services

We use the Office365 suite from Microsoft (Ireland) for our daily business activities, i.e. for emails, file storage, team chats, etc. More information can be found in the Microsoft's Privacy Statement.

We use DMARC Analyzer (Netherlands) for the analysis of email problems. More information can be found in DMARC Analyzer's Privacy Statement.

We use DeepL Pro (Germany) for neural machine translation. More information can be found in DeepL's Privacy Statement.


Category c) services

We use Webtype (USA) to embed fonts. More information can be found in Webtype's Privacy Policy.


Furthermore, the Supertext system integrates with third-party systems, such as WordPress, Smartling and Drupal. These integrations enable our clients to place and manage orders directly in the relevant third-party system. To use these integrations, the user must authenticate the link between the systems with an API authentication token. This token is automatically generated for each user and is available in your Supertext user account. Please store the token securely to prevent any misuse.

Section 8

How do we use cookies?

Supertext USA, Inc. uses cookies to make using our services faster, more effective and more secure. Supertext’s services, including our system, website, APIs, email notifications and advertisements, use this technology for a variety of purposes, including to:

  • Facilitate logging into the Supertext system
  • Save settings
  • Customize the displayed content
  • Guard against spam and abuse

We do not use cookies to display targeted advertising (remarketing).

What are cookies?
Cookies are small files stored on your computer by websites as you browse the internet. Like many other websites, we use cookies to find out how people are using our services and how we can continue to improve them.

Why do we use this technology?
Cookies allow us to provide, analyze and improve our services in a variety of ways. We use them for the following purposes:

Authentication and security:

  • To facilitate logging into the Supertext system
  • To protect your security
  • To allow you to access content that is not available to all users
  • To detect and prevent spam and abuse.

These technologies, for example, help to authenticate your identity when you access the Supertext system and prevent unlawful access to your account by third parties.

Settings:
Cookies help us, for example, to save your language or current country settings, allowing us to display content in the selected language so that you don’t have to configure this setting or respond to the language prompt every time you log into the system.

Do we use on and off-site targeting?
Targeting is the practice of customizing online and offline marketing to specific target groups. This requires identifying the target groups in advance of the planned marketing campaign. We do not use targeting.

Are there any third-party cookies?
Yes, there are. The integrated Google Analytics service, for instance, creates a cookie to track your browsing behavior on the Supertext websites. The same thing happens if you access our website via one of our GoogleAds ads.

How can I disable cookies?
Google offers a browser add-on that allows you to disable Google Analytics. You can also configure your browser to store cookies only with your consent or in specific instances.

Section 9

What are my rights as a data subject?

Anyone can submit a request for information about any of their personal data processed by us. Additionally, you have the right to:

  • Restrict how your personal data may be processed
  • Request a copy of the data records relevant to you
  • Rectify, erase (“right to be forgotten”) or restrict access to your personal data
  • Revoke any consent you have given in the past
  • Object to the collection of your personal data.

Depending on your location, you may have the right to file a complaint with a government regulator if you are not satisfied with our response. If you are in the EEA, you have the right to refer the matter to the data protection authority in your country of residence.

Section 10

Final remarks

You can unsubscribe from our newsletter at any time by clicking the link included in each newsletter email or by contacting Supertext USA, Inc. directly.

As is always the case when using the internet, in accessing our website you may be subject to the mass surveillance carried out by security agencies in Switzerland, EU countries, the USA and other states. This includes surveillance of a general, groundless, indiscriminate nature even in the absence of any suspicion.

Our website is aimed at a general readership. It is not intended for children under the age of 16 and we do not knowingly collect or solicit personal information from them. If you have reason to believe that a child under the age of 16 has provided us with personal information, please report this and we will promptly delete it.

Section 11

Contacting us

To update your preferences, update or correct your information, submit a request, ask questions about this privacy policy, or exercise other applicable privacy rights, please contact us by email or write to us at:

Attn: Data Protection Officer

privacy@supertext.ch

Supertext AG | Hardturmstrasse 253 | 8005 Zurich | Switzerland

Supertext USA | 1326 16th St | Santa Monica CA 90404 | USA