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Privacy Policy

Last updated: October 10, 2026

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1. Introduction

 

VA Translations respects the privacy of its clients, prospective clients, and website visitors. This Privacy Policy explains how personal information is collected, used, stored, shared, and protected when you visit www.vatranslations.com, request a quotation, communicate with us, or use our translation services.

 

Personal data is handled in accordance with Ecuador's Organic Law on Personal Data Protection (Ley Orgánica de Protección de Datos Personales, or LOPDP), its applicable regulations, and other relevant legal requirements.

 

2. Data Controller

 

The person responsible for processing personal data is:

 

Verónica Alvarado — VA Translations

RUC: 1313142315001

Location: Portoviejo, Manabí, Ecuador

Email: vatranslations.ec@gmail.com

Website: www.vatranslations.com

 

Privacy-related requests and complaints may be submitted to the email address above.

 

3. Information We Collect

 

Depending on your interaction with VA Translations, we may collect:

  • Contact information: Name, email address, telephone number, and information voluntarily provided through our website, email, or WhatsApp.

  • Project information: Documents submitted for translation, their contents, translation requirements, instructions, deadlines, and related correspondence.

  • Billing and transaction information: Information necessary to prepare quotations, issue invoices, confirm payments, and maintain legally required records.

  • Website information: Technical data, such as IP addresses, browser and device information, and information collected through cookies or similar technologies, depending on the website's configuration and your preferences.

  • Communication records: Messages exchanged regarding inquiries, services, payments, delivery, corrections, or complaints.

 

Documents submitted for translation may contain personal information about individuals other than the person requesting the service. Such information is processed only for purposes connected with the requested services and other applicable lawful purposes.

 

4. How Information Is Collected

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Information may be collected when you:

  • Complete a contact or quotation form on our website.

  • Contact VA Translations through email, WhatsApp, or another communication channel.

  • Submit documents for quotation, translation, certification, or notarization-related services.

  • Make a payment or request an invoice.

  • Browse the website or interact with its cookie preferences.

 

Information may also be provided by an authorized representative or another person arranging a translation on your behalf.

 

5. Purposes and Legal Bases of Processing

 

Personal data may be processed to:

  • Respond to inquiries and prepare quotations.

  • Evaluate documents and determine project requirements.

  • Perform translation and related professional services.

  • Communicate about progress, delivery, corrections, and follow-up requests.

  • Process payments and comply with accounting, tax, and other legal obligations.

  • Maintain appropriate business records, resolve disputes, and establish, exercise, or defend legal claims.

  • Maintain website functionality and security.

  • Send occasional promotional communications through WhatsApp where an appropriate legal basis exists.

 

Depending on the circumstances, processing may be based on steps requested before entering into a contract, performance of a contract, compliance with legal obligations, consent, or another lawful basis recognized by applicable legislation.

 

Consent may be withdrawn where processing depends on consent, without affecting processing lawfully carried out beforehand.

 

6. Documents Containing Sensitive or Third-Party Information

 

Translation assignments may involve identity documents, certificates, financial records, legal documents, medical information, or other confidential or sensitive material.

 

VA Translations processes such information only to the extent necessary for the requested service and any applicable legal obligations, using the appropriate legal basis and additional safeguards where required.

 

Clients submitting documents concerning other individuals should ensure that they have the necessary authority or lawful basis to provide those documents.

 

7. Confidentiality and Professional Responsibility

 

VA Translations treats documents and information received from clients as confidential.

 

Information is not sold to third parties. It may be disclosed only when necessary to provide an agreed service, comply with a legal obligation, respond to a lawful request, or for another legally permitted purpose.

 

Where a service requires interaction with a notary, courier, payment provider, or other authorized third party, only the information reasonably necessary for that purpose will be shared.

 

8. Digital Tools and Artificial Intelligence

 

VA Translations may use digital tools, including artificial intelligence-assisted tools, to support certain aspects of its professional workflow. Verónica Alvarado remains professionally responsible for reviewing and preparing the final translations.

 

VA Translations does not intentionally authorize clients' confidential documents or personal information to be used for training artificial intelligence models.

 

When AI-assisted tools are used, available privacy controls and appropriate confidentiality safeguards are applied. The processing, storage, and retention practices of third-party technology providers are also governed by their applicable terms and privacy policies.

 

Confidential information should not be submitted to a tool where its use would be incompatible with applicable confidentiality obligations or data protection requirements.

 

9. Service Providers and Data Sharing

 

VA Translations uses external services to operate its business. Depending on the activity, these may include:

  • Wix: Website hosting, website functionality, and contact or quotation forms.

  • Google services, including Gmail and occasionally Google Drive: Email communications and document storage or exchange.

  • WhatsApp: Client communications and occasional authorized promotional messages.

  • OpenAI or other digital technology providers: Professional workflow assistance, where used under appropriate privacy and confidentiality conditions.

  • Payment service providers, financial institutions, notaries, and couriers: When required for a particular transaction or service.

 

These providers may process information under their own privacy policies, contractual arrangements, or applicable data protection obligations.

 

VA Translations does not sell clients' personal data.

 

10. International Data Processing and Transfers

 

Some service providers used by VA Translations operate internationally or may process and store information on infrastructure located outside Ecuador.

 

Where personal data is transferred or communicated internationally, VA Translations will apply the legal conditions and safeguards required by applicable Ecuadorian data protection legislation.

 

The relevant recipients may include providers of website hosting, cloud storage, electronic communications, and digital professional tools.

 

11. Data Storage and Retention

 

Project documents and related correspondence are primarily handled through Gmail and a personal computer. Google Drive may also be used occasionally.

 

VA Translations does not provide a document storage or archiving service. Clients are responsible for retaining their own copies of source documents and completed translations.

 

Copies of project files may be available upon request for up to twelve (12) months after completion, but their availability is not guaranteed. After that period, VA Translations is not contractually required to retrieve or provide replacement copies, except where required by law.

 

Internal copies of project files and correspondence may be retained where necessary for contractual, administrative, legal, or other lawful purposes. Personal data will not be retained longer than necessary for those purposes and will be subject to periodic review and appropriate deletion or other lawful disposition when no longer needed.

 

Accounting, contractual, and tax records may be retained for the periods required by applicable law.

 

12. Information Security

 

VA Translations takes reasonable technical and organizational measures intended to protect personal information against unauthorized access, loss, alteration, disclosure, or misuse.

 

Access to project documents and client information is limited according to professional and operational needs.

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No internet transmission or electronic storage system can be guaranteed to be completely secure. Nevertheless, reasonable safeguards are applied according to the nature of the information and the risks involved.

 

13. Cookies and Similar Technologies

 

The VA Translations website is hosted on Wix and uses Usercentrics for Wix to manage cookie preferences and consent.

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Essential technologies support the website's operation, security, consent management, and Wix Chat functionality. Other technologies may be used depending on the website's active features and integrations.

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Where consent is required, visitors can accept or reject non-essential technologies and manage their preferences through the Usercentrics consent panel.

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Visitors may also manage cookies through their browser settings. Disabling certain technologies may affect website functionality.

 

14. WhatsApp Communications and Promotional Messages

 

WhatsApp may be used to respond to inquiries, discuss quotations, receive documents, provide service updates, and coordinate deliveries.

 

VA Translations may also send occasional promotional messages through WhatsApp where permitted by law and supported by an appropriate legal basis.

 

Recipients may request that promotional messages stop at any time by replying to the message or contacting vatranslations.ec@gmail.com.

 

Requests to stop promotional communications do not prevent VA Translations from sending necessary service-related or legally required communications.

 

15. Your Data Protection Rights

 

Subject to applicable legislation, individuals may exercise their rights to:

  • Receive information about the processing of their personal data.

  • Access their personal data.

  • Request correction or updating of inaccurate or incomplete information.

  • Request deletion or cancellation where legally appropriate.

  • Object to certain processing activities.

  • Request suspension or restriction of processing where applicable.

  • Request data portability where legally available.

  • Withdraw consent for consent-based processing.

  • Exercise applicable rights concerning decisions based solely on automated processing.

 

Requests may be sent to vatranslations.ec@gmail.com.

 

VA Translations may request reasonable information to verify the identity or authority of the person submitting a request. Requests will be handled within the time limits and conditions established by applicable law.

 

Certain information may need to be retained despite a deletion request where required or permitted by law.

 

16. Automated Decision-Making

 

VA Translations does not ordinarily make decisions concerning acceptance of translation projects, professional quality, or client eligibility solely through automated processing that produces legal or similarly significant effects.

 

Digital tools may assist administrative or professional tasks, but final professional decisions remain subject to human review.

 

17. Information Required to Provide Services

 

Contact information and relevant project documents are generally necessary to prepare an accurate quotation and perform the requested services.

 

If essential information is not provided, VA Translations may be unable to assess, accept, or complete a project.

 

Providing inaccurate or incomplete information may affect quotations, delivery schedules, invoices, or the accuracy of the completed work.

 

18. Third-Party Websites

 

The website may contain links to third-party websites or services.

 

VA Translations is not responsible for the privacy practices of independent third-party websites. Visitors are encouraged to review the privacy policies of those services before providing personal information.

 

19. Complaints and Supervisory Authority

 

Privacy-related questions, requests, or complaints may be submitted directly to VA Translations at vatranslations.ec@gmail.com.


Individuals may also submit complaints to Ecuador's Superintendencia de Protección de Datos Personales, in accordance with the procedures and requirements established by applicable law.

 

Official website: https://spdp.gob.ec

 

20. Changes to This Privacy Policy

 

VA Translations may update this Privacy Policy to reflect changes in legal requirements, business operations, technology, or personal data processing practices.

 

The updated version will be published on www.vatranslations.com with a revised effective date.

Where applicable law requires additional notice or consent for a change in processing, VA Translations will take the necessary steps.

 

21. Contact

 

For questions about this Privacy Policy or the handling of personal information, please contact:

 

Verónica Alvarado — VA Translations

Portoviejo, Manabí, Ecuador

RUC: 1313142315001

Email: vatranslations.ec@gmail.com

Website: www.vatranslations.com

 

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