Textualia

Privacy policy

Last updated:

Last updated: 8 June 2026

At Textualia we regard the privacy and protection of our users' and customers' personal data as a fundamental commitment. This privacy policy describes how we collect, use and protect the personal data of those who use our website and services, in accordance with Regulation (EU) 2016/679, the General Data Protection Regulation (GDPR), and Spanish Organic Law 3/2018, of 5 December, on the Protection of Personal Data and the Guarantee of Digital Rights (LOPDGDD).

1. Data controller

  • Controller: Eva Moreno Ortiz
  • Tax ID (NIF): ES52771554D
  • Address: Calle Alcalde Josep Poveda Verdú, 3 · 03560 El Campello (Alicante), Spain
  • Email for data protection matters: info@textualia.com
  • WhatsApp: Write to us on WhatsApp

2. Personal data we process

We process the following types of personal data:

a) Identifying and contact data

Full name, email address, phone number, postal address, tax ID and, where applicable, company name (when the customer is invoiced as a business or professional).

b) Data contained in the documents to be translated

The documents users upload through the quote and order forms may contain personal data relating to themselves or third parties (for example: birth certificates, marriage certificates, criminal records, court rulings, academic degrees, contracts, etc.). This data may include special categories of data (for example, health data in medical reports, criminal record data, etc.).

c) Billing and payment data

Information necessary to issue the invoice and process payment. Card details are not stored on our systems: payment is processed entirely through the secure Stripe gateway, which acts as a data processor under its own terms.

d) Browsing data

Technical information automatically collected when accessing the website (IP address, device identifiers, browser type, operating system, pages visited, visit duration, referring website). For more detail, see our Cookies policy.

3. Purposes of processing

Personal data is processed for the following purposes:

a) Managing the sworn-translation service

Processing the quote, performing the translation services contract, communicating with the customer during service delivery, and delivering the translated document.

b) Compliance with legal obligations

Issuing the corresponding invoice and retaining accounting records in accordance with applicable tax and commercial obligations.

c) Customer communications

Responding to enquiries received by email, phone or WhatsApp, and keeping the customer informed of their order status.

d) Website usage analysis

Collecting aggregated and anonymised information on website usage to improve the service. For more detail, see our Cookies policy.

4. Legal basis for processing

The legal basis for each processing activity is as follows:

  • Performance of a contract: processing of identifying data, documents to be translated, and payment data for the provision of the sworn-translation service (Article 6.1.b GDPR).
  • Legal obligation: retention of accounting and tax records (Article 6.1.c GDPR), in accordance with the General Tax Law, the Commercial Code and applicable regulations.
  • Consent of the data subject: processing of data for website usage analysis via analytics, advertising or marketing cookies (Article 6.1.a GDPR).
  • Legitimate interest: communication with customers regarding commercial enquiries and service improvement (Article 6.1.f GDPR).

5. Processing of special categories of data

Documents that the customer sends us for translation may contain special categories of data (health data, criminal record data, biometric or identification data, etc.). This data is processed on the legal basis of the data subject's explicit consent, given when contracting the service, and is limited exclusively to fulfilling the translation order.

We handle this data with particular care, restricting access solely to the people strictly necessary to provide the service, and delete it immediately after the translation is delivered.

6. Retention periods

We retain personal data for the following periods:

  • Original documents sent by the customer for translation: deleted immediately after the translation is delivered.
  • Billing, contractual and tax data: for the minimum period required by applicable tax and commercial regulations (6 years, in accordance with the Commercial Code and the General Tax Law).
  • Communications with the customer: for the period necessary to handle the enquiry and, thereafter, for as long as liabilities arising from the contractual relationship remain.
  • Browsing data and analytics/advertising cookies: in accordance with the periods specified in our Cookies policy.

Once these periods have elapsed, the data is deleted or irreversibly anonymised.

7. Recipients and data disclosures

Personal data may be disclosed to the following recipients, exclusively for the purposes indicated:

  • Stripe Payments Europe, Ltd. (online payment processing; data processor with its own GDPR safeguards).
  • Google Ireland Limited (analytics and digital advertising services; data processed in the EU under applicable safeguards).
  • Microsoft Ireland Operations Ltd. — Azure Document Intelligence (OCR service used to automatically detect the number of pages and words in documents the customer uploads to the quote tool; the document is processed within the EU and is not retained on Microsoft's systems beyond the time necessary to return the result).
  • Tax and accounting advisory services (compliance with accounting and tax obligations).
  • Courier and postal services (in the case of physical copy delivery, only the shipping data strictly necessary).
  • Competent public authorities where required by a legal obligation.

No international data transfers take place outside the European Economic Area, except those that may arise from the Google and Stripe services, which are covered by the safeguards required by the GDPR (European Commission standard contractual clauses).

7 bis. Automated processing for quote calculation

When you upload a document to the quote tool, Textualia runs two processes to automatically detect the number of pages and words and show you a quote:

  1. Local analysis in your browser (with no data sent to any server) using a text-extraction library for digital PDFs.
  2. Remote OCR when local analysis is not possible (scanned PDF, image, locally unreadable format). In that case the document is sent to Azure Document Intelligence, hosted in European Union data centres, solely to return the count. The document is not retained on Microsoft's systems beyond the time necessary for the response, nor used to train models or for any other purpose.

This processing is carried out so you can get your quote instantly without having to count pages by hand. No automated decision with legal effects on you is taken (Article 22 GDPR): the quote is only an estimate, visible and editable by the customer before payment, and our team reviews every document by hand before starting the translation.

8. Data subject rights

Any person whose data is processed by Textualia has the following rights:

  • Right of access: to know what personal data we process.
  • Right of rectification: to request correction of inaccurate data.
  • Right of erasure: to request deletion of data when it is no longer necessary.
  • Right to object: to object to the processing of data for reasons related to their particular situation.
  • Right to restriction of processing: to request the temporary restriction of processing.
  • Right to data portability: to receive the data in a structured, commonly used format.
  • Right not to be subject to automated decisions: no automated decisions with legal effects are made about the data subject.
  • Right to withdraw consent: at any time, without affecting the lawfulness of processing carried out prior to withdrawal.

These rights may be exercised free of charge by contacting:

  • Email: info@textualia.com
  • Postal address: Calle Alcalde Josep Poveda Verdú, 3 · 03560 El Campello (Alicante), Spain

A copy of a valid ID document (national ID, foreign resident ID, passport or equivalent) must be attached to the request. We will respond within a maximum of one month from receipt of the request.

The data subject also has the right to lodge a complaint with the Spanish Data Protection Agency (AEPD) if they consider their rights have not been adequately addressed:

9. Security measures

We apply appropriate technical and organisational measures to ensure the security of personal data, in accordance with Article 32 GDPR. These include, among others: encryption in transit (HTTPS), access controls on the systems where data is stored, regular backups, and ongoing training for personnel with authorised access.

In the event of a personal data breach that could pose a high risk to the rights and freedoms of data subjects, both the AEPD and the affected individuals will be notified within the legally established period.

10. Amendments to this privacy policy

This privacy policy may be amended to reflect regulatory changes or the evolution of the service itself. Any amendment will be communicated sufficiently in advance through the website, expressly indicating the date of the latest update at the top of the document.

11. Contact

For any query relating to this privacy policy or the processing of your personal data, you may contact:

  • Email: info@textualia.com
  • Postal address: Calle Alcalde Josep Poveda Verdú, 3 · 03560 El Campello (Alicante), Spain

This text is published following current good practice regarding the GDPR and LOPDGDD. It is pending final review and approval by a specialised data-protection legal advisor, expected in the coming weeks. If you spot any inaccuracy or have any legal query, write to us at info@textualia.com.

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