Privacy Policy

Last updated: 1 October 2026

dePapier Translations respects your privacy. This policy explains what personal data we collect when you use this website or request a quote, what we use it for, how long we keep it and what rights you have over it, under the General Data Protection Regulation (GDPR) and Portuguese Law no. 58/2019.

1. Data controller

Cristiana Alves, certified translator and translation project manager, acting as a sole trader under the trade name dePapier Translations (formerly dePapier).

Tax number (NIF): 239019946

Location: Viseu, Portugal. Remote service, with no premises open to the public.

Email: c.alves@depapiertranslations.com · Phone and WhatsApp: +351 934 079 897

For any question about your personal data, please contact us by email.

2. What data we collect and why

Quote request (contact form)

When you fill in the form, we collect your name, email address, language pair, document type, required deadline, message and, if you attach it, the document to be translated or proofread. The document may contain personal data about you or about third parties (for example, in a certificate or a contract).

We use this data solely to assess the request, prepare and send the quote and, if you accept it, carry out the service. The legal basis is the taking of steps prior to entering into a contract and the performance of that contract (Article 6(1)(b) GDPR).

Contact by email or WhatsApp

If you write to us by email or through the WhatsApp button, we process the data you send us in order to reply to your request. WhatsApp is a service provided by WhatsApp Ireland Limited, with its own privacy policy; the button on this website only opens the WhatsApp app or website and does not collect data by itself.

Invoicing

If you engage a service, we process the data needed to issue the invoice (name, tax number and address), to comply with a legal obligation (Article 6(1)(c) GDPR).

Browsing the website

The server automatically records technical data (IP address, date and time, pages visited, browser) to ensure the security and operation of the site, on the basis of our legitimate interest (Article 6(1)(f) GDPR). For cookies, see section 7.

3. Who we share data with

We do not sell or pass on your data to third parties for commercial purposes, and we never disclose your name or contact details unless agreed with you. Data is processed only by those who need it to provide the service:

  • Linguists on the dePapier team: when the requested language pair is not handled directly by the controller, the document is entrusted to a translator on the team, bound by confidentiality, solely for translation or proofreading. Team linguists who work on a project sign a confidentiality agreement.
  • Notary’s Office and CTT (postal service): for certified translations, the document and the translation are presented to the notary for authentication, as required by law. When you request paper delivery, it is sent via CTT, which receives your name and address for dispatch.
  • Technical providers: the website and email are hosted by OVH (OVH SAS, France, European Union). Email is accessed through Gmail (Google Ireland Limited), under the contractual safeguards Google provides for the European Union.
  • Authorities: where required by law.

We do not transfer data outside the European Economic Area, except as stated above regarding Gmail and WhatsApp, whose providers ensure such transfers under the European Commission’s standard contractual clauses.

4. How long we keep data

  • Quote requests not taken up: the request and the attached document are deleted within 30 days of the quote being sent.
  • Completed work: original documents and translations are kept for 3 years after delivery, to allow for revisions, repeat certification and defence in the event of a complaint. After that period, they are deleted.
  • Invoices and invoicing data: 10 years, as required by tax law.
  • Technical server logs: for the period set by the hosting provider (OVHcloud), in accordance with its legal obligations.

5. How we protect data

The website uses an encrypted connection (HTTPS). Files sent through the form are stored on the server in a folder that is not publicly listed and are deleted within the periods stated. Access to email and to the website dashboard is password-protected and restricted to the data controller. Documents are treated confidentially, whether or not they are certified.

6. Your rights

You have the right to access your data, to correct it, to request its deletion, to restrict or object to its processing, and to receive it in a commonly used format (portability), under Articles 15 to 22 GDPR. Where processing is based on consent, you may withdraw it at any time, without affecting processing carried out beforehand.

To exercise any of these rights, write to c.alves@depapiertranslations.com. We reply within one month at most.

If you believe your data is not being handled correctly, you may lodge a complaint with the Portuguese data protection authority, the Comissão Nacional de Proteção de Dados (CNPD), at www.cnpd.pt.

7. Cookies

This website uses only cookies that are strictly necessary for it to work: remembering the language you chose (Portuguese or English) and, where applicable, your cookie preference. These cookies do not identify the user and do not require consent.

The website’s fonts are loaded from our own server, with no connection to Google servers. We do not use advertising or social media cookies.

8. Links to other websites

This website contains links to Instagram, LinkedIn and WhatsApp, and to the Portuguese Electronic Complaints Book (Livro de Reclamações Eletrónico). These services have their own privacy policies, which we invite you to read.

9. Minors

Our services are intended for adults. If a document concerns a minor (for example, a birth certificate), the request must be made by their legal representative.

10. Changes to this policy

We may update this policy when the website or the law changes. The date of the last update appears at the top of the page. Significant changes are flagged on the website. This version replaces the policy of 17 March 2024, published on the previous website.

11. Contact

dePapier Translations, by Cristiana Alves · c.alves@depapiertranslations.com · +351 934 079 897.