Privacy Policy in Compliance with GDPR

Welcome to the Privacy Policy of Ricarda Colditz, the translator behind Colditz Translation, based in Greiz, Germany. As the person responsible for the recording of your personal data by Colditz Translation, I take great care to protect your personal data against being accessed by unauthorised third parties. With this Privacy Policy, I explain to you precisely when and why I collect personal data, which data I collect, how I use it, when I share it with authorised third parties (with your prior consent) and how I protect them on a long-term basis.

The name and address of the Controller responsible for the processing of your personal data as defined by the General Data Protection Regulation (GDPR) is:

Ricarda Colditz
Pohlitzer Str. 137
07973 Greiz

Telephone: +49 3661 648101

First, I would like to take this opportunity to explain the following important terms used in this Privacy Policy, as defined by the GDPR:

  • Personal data

“Personal data” means any information relating to an identified or identifiable natural person. An identifiable natural person is an individual who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data or an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of the natural person in question.

  • Processing

“Processing” means any operation or set of operations performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

  • Third party

The term “third party” refers to a natural or legal person, public authority, agency or body other than the data subject, controller, processor and persons who, under the direct authority of the controller or processor, are authorised to process personal data.


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Why I need your data

I record, store and use personal data in order to send you quotes, provide you with my translation and proofreading services, for tax and accounting-related purposes or in compliance with statutory provisions. These recorded data may include your title, first name, surname, company name, address (business or personal depending on the type of client) and other data required for invoicing purposes, including your VAT ID number, website address, e-mail address, telephone number, contact history and information on the services provided and/or quote sent. Any personal data that you provide when submitting an enquiry or order via e-mail or the contact form on my website are only processed and used for the purpose for which you actively provided the data. I never use your personal data for marketing purposes, nor do I disclose it to unauthorised third parties. As a freelancer, I may use your contact details to let you know of my availability, when I am out of office or to update you about professional changes. Data is not accessible by third parties: as a member of BDÜ and as Associate Member of ITI, I am bound to the strictest confidentiality. The legal basis for the processing of your personal data is the purpose of providing you with the services ordered and/or sending you a quote for the services requested.

Sharing your personal data

I only send files that I have translated for you to colleagues commissioned to proofread these translations with your prior consent. The colleagues commissioned to proofread my translations must sign a confidentiality agreement before being sent the translations in question. You can request that all personal data concerning your order and listed in the translated texts first be anonymised before the texts are sent to my colleagues.

Other parties that may have access to your personal data as recorded by Colditz Translation (for example my Internet service provider, e-mail provider, tax advisor, etc.) have been checked in advance and deemed to work in compliance with the GDPR.

Storing your personal data

I store your personal data for as is required in order to meet the purpose for which you provided me with the data. In accordance with German law, all personal data included on invoices is only deleted at the end of the business year after a period of ten years. Business correspondence and translated files are stored for six years in accordance with the period of retention for business letters. After these periods have expired, the data concerned are routinely deleted unless they are still required for the performance or initiation of the contract.

If I have sent you a translation quote and you decide not to accept it, our correspondence will be deleted after a period of two years unless you send me a written request to immediately delete our correspondence and the files concerned. I will immediately delete the correspondence and files upon receipt of such a request and send you confirmation of this erasure.

Your rights

You are entitled to view, access, amend or (provided that no statutory periods of retention apply) delete your personal data as stored by Colditz Translation at any time. In order to do so, simply send me a written request and I will send you information on the data concerned free of charge and as quickly as possible, within two weeks at the latest. If you want to find out more about how I process, store and protect your personal data, please feel free to contact me at any time. Please be aware that transferring data online (e.g. via e-mail communication) may reveal security vulnerabilities. Complete protection of data against being accessed by third parties is not possible in such cases.

This Privacy Notice was updated in November 2018. I will review and update it when necessary.