General Data Protection Regulation (GDPR) Notice

The following sections give a simple overview of what happens to your personal information when you use translationstudio. Personal information is any data with which you could be personally identified.

The controller of translationstudio within the meaning of the GDPR is

Limitation: translationstudio requires a host operating system. The controller cannot be held responsible for this system’s configuration within the meaning of the GDPR.

What data is being collected?
translationstudio only stores the CMS user id in order to send e-mail notifications on a translation request’s status change:

Why is the data being collected?
The user id is necessary to be able to obtain the associated e-mail address. Without this e-mail address, translationstudio cannot send any notification e-mails to a user.

Who is collecting the data?
The user id is accessed and stored by the translationstudio Application.

How is the data being stored?
If a user consents to storing their CMS user id, the id will be stored in a database used by translationstudio. Access to this database depends on its configuration and IT security restrictions employed by its owner.

If a user consents to storing their user id, the id will also be stored in the translatable XML file in an encrypted and hex-encoded format.

If an e-mail cannot be sent to the respective address, an error notification may be stored in the application’s log file as part of the exception’s description. These data will not be combined with data from other sources.

How can I consent to this or reject the data collection?
Whenever you execute one of the translationstudio workflows in the CMS, a form dialog will be opened. Here, you will find a tab called Notification Settings/Data protection settings which allows you to choose whether or not your want to receive e-mail notifications related to the current translation request.

If you do not want to receive notification e-mails, your user id will not be stored at all.

Will the data be shared with any third parties?
By default, translationstudio does not share your user id with any third party. It might be possible, that connectors or hooks are added to translationstudio. These types of extensions might use the user id for various purposes. If a connector or hook uses your user id, you will be informed by the person responsible for adding the respective connector or hook in accordance with the GDPR.

Since the user id is stored in a database used by translationstudio, some people might have access to it (e.g. administrators). However, the access to the database depends on its configuration and IT security restrictions employed by its owner. Importantly, translationstudio does not offer means of accessing this database to any third party.

Access to log files depends on the system’s security configuration. translationstudio does not offer means of accessing the logfiles to any third party.

How will the information be used?
The stored user id will only be used to lookup the e-mail address (if available) associated to it.

If a connector or hook uses your user id, you will be informed by the person responsible for adding the respective connector or hook in accordance with the GDPR.

Logfiles may be used for debugging purposes and shared with e-Spirit or I-D Media if necessary. The basis for data processing is Art. 6 (1) (b) GDPR ``Lawfulness of processing'', which allows the processing of data to fulfil a contract or for measures preliminary to a contract.

How long will the data be stored for?
translationstudio allows to configure after how many days a translation request will be removed from the database. Please contact your administrator for further information.

translationstudio also allows to configure for how long logfiles are being stored depending on its size and the amount of files to cycle through. Please contact your administrator for further information.

The translatable and translated XML files cannot be managed automatically and their deletion has to be triggered by a server administrator with appropriate permissions to access the files.

What rights does the data subject have?
You always have the right to request information about your stored data and the purpose of its collection at no charge. You also have the right to request that it be deleted.