Last Updated: April 20th, 2023

Thank you for choosing Synergy Language Solutions as your language solution. We are honored to provide our international customers best-in-class meeting and real-time interpretation solutions. As a provider of such meeting and interpretation services we take data privacy and data security very seriously. In fact, so seriously, that we chose to adhere to the strictest data privacy and security regulation: EU’s GDPR (General Data Privacy Regulation). With that in mind, please find below an overview how specifically we handle your data.

Who we are:

Synergy Language Solutions is a USA corporation (hereinafter “Synergy Language Solutions” “we”, “us”). A full service  language company offering Certified and Qualified interpreters  and document translation

What we do:

Synergy Language Solutions enables its users (“they“, “their“, “you“ or “your“), via its Websites (https://slsinterpret.com/) (the “Websites”), its API, mobile apps, its services or other means (the “Synergy Language Solutions Platform”), to remotely transfer voice, video and data in real-time (the “Services”).

For whom we do it:

This Privacy Policy is binding on all of our Users using our Services, including but not limited to our customers that set up the meetings (“Hosts”), the audience invited by the Host (“Audience Member”), interpreters translating meeting contents (“Interpreters”) and moderators monitoring the meeting (“Moderators”) (Hosts, Audience Members, Interpreters and Moderators are together the “Users”).

How we do it:

We adhere to EU’s GDPR with all disclosures and safeguarding requirements as outlined below:

1. Responsible, Contact, Data Protection Officer.

Synergy Language Solutions  is responsible for the procession of personal data within the provision of our services.

If you have any questions or concerns about data protection, please contact info@slsinterpret.com Data processing for the purpose of contacting us is carried out on the basis of your consent.

The Data Protection Officer of Synergy Language Solutions AG can be contacted by emailing privacy@slsinterpret.com/

2. Processing personal data.

2.1 We process personal data that we receive from Users using our Service. Personal data, is any information relating to an identified or identifiable natural person (“Personal Data”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or one or more special characteristics. An example is recordings of meetings that you speak at.

2.2 We process Personal Data in order to comply with contractual obligations.

Contract and billing fulfilment. When you ask us to set up a meeting for you (Host), we process Personal Data to fulfill a contract with you. Personal Data is processed for the purpose of providing Services in connection with the performance of our agreements with Users or for performing precontractual measures as a result of queries. i.e. contact person, company address, e-mail address, contact details, username and password, payment details, tax numbers. For further details on the purposes of data processing, please refer to the pertinent contractual documents and our Terms of Use. We may also use Personal Data to accomplish administrative tasks, contact you within the framework of the business relationship and enforce our agreements with you, including this Privacy Policy.

Interpretation Service. When you are using or providing interpretation services at a meeting, we are processing Personal Data to fulfil a contract with you who provides or orders interpretation services. We collect and process the personal data that you enter or transfer. When interpreting, in particular the following Personal Data is processed: meeting information such as title, name, data/ time, and meeting attendance such as participants email/phone number in cases where 2-Factor Authentication is used, username, IP address, time connected, selected languages, meeting audio and video stream, meeting audio and video recordings, meeting chats.

2.3 Justified Interests.

 We process Personal Data in order to protect justified interests of our own and of third parties. For instance, we may use personal data for troubleshooting, quality control, analytics, monitoring the performance of our services, to resolve disputes, to enhance the operation of the Websites and the Synergy Language Solutions Platform, to improve our marketing and promotional efforts, to analyze websites and Synergy Language Solutions Platform usage, to improve and optimize the websites and the Synergy Language Solutions Platform, for direct marketing, to lodge legal claims and to defend in case of legal disputes, to ensure IT security and the IT operation of Synergy Language Solutions and for measures for business management and advanced development of services.

Based on the client’s official request Synergy Language Solutions will not include any client email addresses in marketing process.

Host, speaker, interpreter and moderator login. When you are logging in with speaker, interpreter or moderator tokens, we will ask you to provide your full name. If you are the Host and able to create event on our platform, your name will be stored on your account. This is done to track Users and to provide better experience of the Synergy Language Solutions Platform to all the Users. We retain this information in our logs as long as necessary to fulfil the described purpose and/or as required by law.

Storing Recordings. We might archive certain audio and video data for quality assurance purposes and keep it as long as necessary to fulfil the described purposes and/or as required by law. At the request of the User, events also can be recorded and made available for later viewing. This could, for example, be done via a searchable Media Library. Such archives are stored on our secure servers, have strict access policy and can be deleted at any time at you’re the Hosts request. Synergy Language Solutions is a Processor (under GDPR) for Hosts’ meetings and as such stores such recordings for Hosts. If you are an Audience Member of a meeting on the Synergy Language Solutions Platform and want recordings deleted, please reach out to Hosts to request deletion of such recordings.

2.4 Consent: We process Personal Data in order to comply with contractual obligations as a result of your consent. To the extent you have consented to the processing of Personal Data by us for certain purposes (i.e. newsletter), such processing is legitimate on the basis of your consent. Consent once given may be revoked at any time. Revocation of consent has an effect only for the future and does not affect the legitimacy of the data processed until revocation.

2.5 Processor.

If Synergy Language Solutions processes personal data on behalf of a User (e.g. a Host), all applicable measures to protect client data will be defined as an integrated part of the contract between Host and Synergy Language Solutions.

3. Contact Form.

When you are filling the contact form on our website you can enter your name, message, email and/or phone number. The data entered in the form is transmitted to us and stored. The following data is also stored at the time the message is sent: IP address of the User and date and time of registration.

We ask you to voluntarily provide this information to be able to get in touch with you, to provide you with more information regarding our products and, if needed, to create an admin account for the Synergy Language Solutions platform. We retain this information as long as necessary to fulfil the purpose for your request and/or as required by law, e.g. for tax and accounting purposes.

4. How we share information that we collect.

4.1 Transfer. 
A transfer of Personal Data of the User to third parties takes place exclusively within the framework of the fulfilment of the contract, or for the purpose of fulfilling legal requirements according to which we are obliged to provide information, to report or to transfer data, or due to the legitimate interest of us or the legitimate interest of a third party or if you have given consent to the transfer to third parties.

4.2 Service Providers.

We employ third-party service providers such as Cloud service providers or Interpreters to provide services on our behalf Users of our Services. and our customers and may need to share your information with them to provide information, products or services to you. Examples may include providing marketing assistance, processing credit card payments, supplementing the information you provide us in order to provide you with better service, and providing customer service or support. These service providers are prohibited from using your Personal Data except for these purposes, and they are required to maintain the confidentiality of your information. In all cases where we share your information with such agents, we explicitly require the agent to acknowledge and adhere to our privacy and customer data handling policies.

4.3 Partners.
 In addition, we may share data with trusted partners to help us perform statistical analysis or provide customer support. Such third parties are prohibited from using your personal data except for these purposes, and they are required to maintain the confidentiality of your information.

5. Processing of Personal Data on behalf of others.

The processing of personal data on behalf of the User or third parties that host the meeting is regulated in the agreements with the controllers, i.e. Hosts.

6. Release of Personal Data.

We will not sell or share your Personal Data with other parties except as provided below:

7.1 Acquisition.

 As with any other company, we could merge with, or be acquired by another company. If this occurs, the successor company would acquire the information we maintain, including Personal Data. However, Personal Data would remain subject to this Privacy Policy.

7.2 As required by law.

We reserve the right to disclose your Personal Data as required by law and when we believe that disclosure is necessary to protect our rights and/or comply with a judicial proceeding, court order, or legal process served on our Websites; enforce or apply this Privacy Policy, Terms of Service or other agreements; or to protect the rights, property or safety of the Websites, Users of the Synergy Language Solutions Platform, employers, or others.

8. Website visits and audience login.

When you use the Websites, Services and the Synergy Language Solutions Platform as an audience User, data transmitted by your browser that enables you to access the website is collected. This includes:

IP address
Date and time of the request
Time zone difference from Greenwich Mean Time (GMT)
Website from which the request comes
Browser
Operating system and its interface
Language and version of the browser software
The country of origin for the visitor
Use of Google AdWords.

This data is not merged with other Personal Data within the framework of the Website. The log files with the above-mentioned data are automatically deleted after 180 days. We reserve the right to store the log files for longer if facts exist that suggest the assumption of unauthorized access (such as an attempt at hacking or a DOS attack). The personal data in log files are processed on the basis of the legitimate interest of Synergy Language Solutions. The temporary storage of the IP address by the system is necessary to enable delivery of the website to the User’s computer. For this purpose, the User’s IP address must remain stored for the duration of the session.

9. Our website uses Google Conversion Tracking.

If you clicked on an ad delivered by Google on our website, a cookie is placed on your computer by Google AdWords. The cookie for conversion tracking is placed when a User clicks on an ad delivered by Google. These cookies expire within 30 days and are not personally-identifiable. If the User visits certain pages on our website and the cookie has not yet expired, we and Google will be able to recognize that the User has clicked on the ad and proceeded to that page. Every Google AdWords customer gets a different cookie, cookies cannot therefore be tracked across sites by AdWords customers. The information obtained using the conversion cookie is used to create conversion statistics for AdWords customers who have opted in for conversion tracking. Customers are given an overall number of Users who have clicked on their ad and proceeded to a page tagged with a conversion tracking tag. However, they will not receive any information that can personally identify Users. If you do not want to participate in the tracking, you can take the necessary steps to block a cookie – such as through a browser setting, which generally disables cookies from being stored, or adjust your browser settings in such a way that cookies from the domain “googleleadservices.com” are blocked.

10. Social Media

Our Synergy Language Solutions.com website includes Social Media Features, such as the Facebook Like button and Widgets, such as the Share Button or interactive mini-programs that run on our sites. These features may collect your IP address, which page you are visiting on our sites, and may set a cookie to enable the feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Websites. This Privacy Policy does not apply to these features. Your interactions with these features are governed by the privacy policy and other policies of the companies providing them.

11. Job Applications

We offer you the opportunity to apply for a position at Synergy Language Solutions. In order to complete the application procedure, your application data is collected and processed electronically. The personal data you provide will be used exclusively for processing your job application. Your personal data will only be passed on or otherwise transferred to persons involved in the recruitment process. If, following the recruitment process, an employment contract is concluded, we will store your personal data as part of your personnel file for the purpose of standard organizational and administrative procedures, in compliance with the more extensive legal obligations. In the event that we reject an application, we will automatically delete the data transmitted to us 6 months after notification of rejection. The data will not be deleted, however, if legal regulations require that the data is stored for a longer period. If you expressly agree to a longer storage of your data, e.g. for your inclusion in our internal applicant pool, the data will be further processed based on your consent. You can, of course, let us know that you would like to revoke your consent at any time, with effect for the future.

12. Retention of Personal Data

We will retain your Personal Data for as long as is necessary to fulfill the purposes for which it was collected. We retain and use your personal information as necessary to comply with our business and legal obligations, resolve disputes, protect our resources and enforce our rights and contracts.

13. Choices on Collection/Use of Information.

Within the scope of our business relationship, you are obliged to provide those personal data which are required for commencing, executing and terminating a business relationship and for compliance with the associated contractual obligations or the collection of which is imposed upon us by law. Without this data, we will generally not be able to enter into agreements with you, to perform under such an agreement or to terminate it. In the event of non-provision, Synergy Language Solutions cannot be used or can only be used with limited functionality.

If you do not want to receive newsletters and promotional emails from us, you may elect to opt-out of receiving them at any time by hitting the “unsubscribe” button at the bottom of any of our e-mails.

14. Data Security.

Your Personal Data resides on a secure server that only selected personnel have access to. We encrypt sensitive information using Secure Socket Layer (SSL) technology to ensure that your personal data is safe as it is transmitted to us.

15. Changes to our Privacy Policy.

Synergy Language Solutions keeps its Privacy Policy under regular review and places any updates on this web page. This privacy policy was last updated on 20th of April 2023.

When you see a link to our Privacy Policy in the User Interface, receive it in an email or see it on our website or in a contract we might conclude with a Host or an Interpreter, please note that the update process is the same: all changes will be made and shown on this website and become immediately effective with publication.

If you have any questions regarding this Privacy Policy do email us at:

info@slsinterpret.com