Privacy Policy — Data Protection & Document Handling

Effective Date: 1st March 2026

This Privacy Policy describes how A2Z Language Hub Inc. ("we," "us," or "our") collects, uses, and protects your personal information when you use our website, services, or communicate with us. We are committed to maintaining the highest standards of confidentiality and comply with applicable privacy frameworks, including the Canadian Personal Information Protection and Electronic Documents Act (PIPEDA), the EU General Data Protection Regulation (GDPR), and the California Consumer Privacy Act (CCPA).

1. Information We Collect

We collect information in several ways to provide you with professional translation, interpretation, and language services:

1.1 Information You Provide Directly

• Contact Information: Name, email address, phone number, mailing address
• Service Requests: Documents uploaded for translation, language pair preferences, project details, deadlines
• Account & Billing: Login credentials, billing information, service history
• Communication Data: Messages sent through our contact forms, email, live chat, WhatsApp, or other platforms
• Document Content: The actual documents submitted for translation, interpretation notes, and transcription files

1.2 Information Collected Automatically & Through Communication Channels

• Chat & Messaging: Chat transcripts, message history, IP address, device information, and files shared during conversations via Tidio or WhatsApp
• Website Usage: Pages visited, time spent, referring websites, browser type, device type, operating system, and general geographic location based on IP address

2. How We Use Your Information & AI Disclosure

We use your information strictly for the following purposes:

• Service Delivery & Operations: To provide translation, interpretation, and transcription services, respond to inquiries, process payments, and maintain business records
• Quality Assurance & Training: To improve service quality and ensure accuracy. Note: If real-world examples are ever utilized in our Translation Training Courses or for internal quality checks, all personal and identifying information is strictly redacted and de-identified beforehand
• Machine Translation (MT) & AI Use: If we utilize Machine Translation or AI-assisted tools for specific workflows, we use closed, Enterprise-level systems. We do not feed your confidential documents into public AI models, ensuring your data is never used to train external algorithms

3. Document and Data Security

All documents submitted to us are treated with strict confidentiality.

3.1 Security Measures

• SSL/TLS end-to-end encryption for data transmission
• Secure file storage with role-based access controls restricted solely to authorized project managers and linguists
• Mandatory, legally binding non-disclosure agreements (NDAs) for all employees and contractors

3.2 Data Breach Notification

While we implement robust security protocols, in the unlikely event of a data breach that compromises your personal information, we will notify affected individuals and relevant regulatory authorities within 72 hours of discovering the breach, as required by law.

4. Information Sharing and Sub-processors

We do not sell, rent, or trade your personal information. We may share information only in the following circumstances:

• Service Providers & Sub-processors: We share necessary data with licensed professional translators and interpreters under strict NDAs, as well as vetted technology partners (e.g., Tidio for live chat, secure email providers, Stripe for payment processing, and secure CRM platforms). All sub-processors are bound by strict data protection agreements
• Legal Requirements: When required by law, court order, or government authority

5. Interpretation & Communication Privacy

Given the sensitive nature of spoken language services, we enforce strict protocols:

• VRI & OPI Interpretation: For Video Remote Interpretation (VRI) and Over-the-Phone Interpretation (OPI), our interpreters are required to work from secure, private, and soundproofed environments to ensure absolute confidentiality
• No Recording Policy: We do not record interpretation sessions (video or audio) unless explicitly requested and consented to in writing by all participating parties
• Chat & Email: Chat conversations (Tidio) and emails are stored securely for service delivery and quality assurance. You may request the deletion of chat histories at any time

6. Cookies and Tracking Technologies

We use Essential Cookies for website functionality, Analytics Cookies (Google Analytics) to understand visitor use, Live Chat Cookies (Tidio), and Preference Cookies. You can manage or block cookies through your browser settings, though disabling essential cookies may affect site functionality.

7. Your Privacy Rights

Depending on your jurisdiction (such as under PIPEDA, GDPR, or CCPA), you have the right to:

• Access, Correct, or Delete: Request a copy of your data, update inaccuracies, or request the secure deletion of your personal information
• Portability: Receive your data in a structured, machine-readable format
• Opt-Out & Withdraw Consent: Unsubscribe from marketing communications or withdraw previously given consent for data processing

8. Data Retention Policies

We retain your information only as long as necessary:

• Business Records: Information related to billing, accounting, and taxation is retained for 7 years to comply with legal obligations
• Source & Target Documents: To minimize risk, actual project documents (your original files and the translated deliverables) are securely deleted from our active servers 90 days after project completion, unless you explicitly request a longer retention period or immediate deletion upon delivery

9. International Data Transfers

We primarily operate in Canada and the USA. If your data must be processed outside your home jurisdiction, we ensure appropriate legal safeguards (such as Standard Contractual Clauses) are in place to guarantee data security.

10. Changes to This Privacy Policy

We may update this policy periodically. Material changes will be communicated via a website notice, an email to registered users, or a prominent banner on our homepage.

Contact Us

If you have any questions, wish to exercise your privacy rights, or need to request the immediate deletion of your project files, please contact our Data Privacy team:

A2Z Language Hub Inc.

• Email: hthakkar@a2zlanguagehub.com
• Phone: +1 (604) 720-7721
• Address: 10139 Elderberry Crescent, Surrey, BC V4N 6X8, Canada
• Website: www.a2zlanguagehub.com

Summary of Key Points

• We collect personal information you provide, communication data from live chat/email/WhatsApp, and automatic website usage data
• Your information is used only for service delivery, communication, and business operations
• We implement strong security measures to protect your documents and data
• We do not sell your information to third parties
• You have rights to access, correct, delete, and control your data
• Live chat conversations and messages are stored securely and used only for service purposes
• Cookies help us improve your experience and can be managed through browser settings
• We retain data only as long as necessary for services and legal compliance

Your privacy and the confidentiality of your documents are our top priorities.