Privacy Policy

Last Updated: June 11th, 2024

Thank you for choosing Interprefy as your interpretation solution. We are honored to provide our international customers best-in-class meeting and real-time interpretation solutions. As a provider of such meeting and interpretation services we take data privacy and data security very seriously. In fact, so seriously, that we chose to adhere to the strictest data privacy and security regulation: EU’s GDPR (General Data Privacy Regulation). With that in mind, please find below an overview how specifically we handle your data.

Who we are:

Interprefy is a Swiss corporation (Aktiengesellschaft – AG) located at Tödistrasse 17, CH -8002 Zürich, Switzerland (hereinafter “Interprefy” “we”, “us”).

What we do:

Interprefy enables its users (“they“, “their“, “you“ or “your“), via its Websites (https://www.interprefy.com and https://interpret.world ) (the “Websites”), its API, mobile apps, its services or other means (the “Interprefy Platform”), to remotely transfer voice, video and data in real-time (the “Services”).

For whom we do it:

This Privacy Policy is binding on all of our Users using our Services, including but not limited to our customers that set up the meetings (“Hosts”), the audience invited by the Host (“Audience Member”), interpreters translating meeting contents (“Interpreters”) and moderators monitoring the meeting (“Moderators”) (Hosts, Audience Members, Interpreters and Moderators are together the “Users”).

How we do it:

We adhere to EU’s GDPR with all disclosures and safeguarding requirements as outlined below:

1. Responsible, Contact, Data Protection Officer

Interprefy AG, Tödistrasse 17, CH -8002 Zürich, Switzerland is responsible for the procession of personal data within the provision of our services.

If you have any questions or concerns about data protection, please contact privacy@interprefy.com. Data processing for the purpose of contacting us is carried out on the basis of your consent.

The Data Protection Officer of Interprefy AG can be contacted by emailing privacy@interprefy.com

2. Processing personal data.

2.1 We process personal data that we receive from Users using our Service.

Personal data, is any information relating to an identified or identifiable natural person (“Personal Data”). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or one or more special characteristics. An example is recordings of meetings that you speak at.

2.2 We process Personal Data in order to comply with contractual obligations.

Contract and billing fulfilment. When you ask us to set up a meeting for you (Host), we process Personal Data to fulfill a contract with you.
Personal Data is processed for the purpose of providing Services in connection with the performance of our agreements with Users or for performing precontractual measures as a result of queries. i.e. contact person, company address, e-mail address, contact details, username and password, payment details, tax numbers. For further details on the purposes of data processing, please refer to the pertinent contractual documents and our Terms of Use. We may also use Personal Data to accomplish administrative tasks, contact you within the framework of the business relationship and enforce our agreements with you, including this Privacy Policy.

Interpretation Service. When you are using or providing interpretation services at a meeting, we are processing Personal Data to fulfil a contract with you who provides or orders interpretation services. We collect and process the personal data that you enter or transfer. When interpreting, in particular the following Personal Data is processed: meeting information such as title, name, data/ time, and meeting attendance such as participants email/phone number in cases where 2-Factor Authentication is used, username, IP address, time connected, selected languages, meeting audio and video stream, meeting audio and video recordings, meeting chats.

2.3 Justified Interests.

We process Personal Data in order to protect justified interests of our own and of third parties. For instance, we may use personal data for troubleshooting, quality control, analytics, monitoring the performance of our services, to resolve disputes, to enhance the operation of the Websites and the Interprefy Platform, to improve our marketing and promotional efforts, to analyze websites and Interprefy Platform usage, to improve and optimize the websites and the Interprefy Platform, for direct marketing, to lodge legal claims and to defend in case of legal disputes, to ensure IT security and the IT operation of Interprefy and for measures for business management and advanced development of services.

Based on the client's official request Interprefy will not include any client email addresses in marketing process.

Host, speaker, interpreter and moderator login. When you are logging in with speaker, interpreter or moderator tokens, we will ask you to provide your full name. If you are the Host and able to create event on our platform, your name will be stored on your account. This is done to track Users and to provide better experience of the Interprefy Platform to all the Users. We retain this information in our logs as long as necessary to fulfil the described purpose and/or as required by law.

Storing Recordings. We might archive certain audio and video data for quality assurance purposes and keep it as long as necessary to fulfil the described purposes and/or as required by law. At the request of the User, events also can be recorded and made available for later viewing. This could, for example, be done via a searchable Media Library. Such archives are stored on our secure servers, have strict access policy and can be deleted at any time at the Hosts request. Interprefy is a Processor (under GDPR) for Hosts’ meetings and as such stores such recordings for Hosts. If you are an Audience Member of a meeting on the Interprefy Platform and want recordings deleted, please reach out to Hosts to request deletion of such recordings.

2.4 Consent:

We process Personal Data in order to comply with contractual obligations as a result of your consent. To the extent you have consented to the processing of Personal Data by us for certain purposes (i.e. newsletter), such processing is legitimate on the basis of your consent. Consent once given may be revoked at any time. Revocation of consent has an effect only for the future and does not affect the legitimacy of the data processed until revocation.

2.5 Processor.

If Interprefy processes personal data on behalf of a User (e.g. a Host), all applicable measures to protect client data will be defined as an integrated part of the contract between Host and Interprefy.

3. Real-Time Audio and Text Data.

Interprefy employs third-party service providers such as speech recognition or machine translation service providers to provide services on behalf of Interprefy customers and needs to share real-time audio and text data with them to provide service to Interprefy customers (as well as receive real-time customer data back from such suppliers).

Interprefy makes best and reasonable effort to ensure that each supplier that gets real-time customer data complies with the following principle:

• For real-time services, audio and text input and output are processed only on the Supplier server memory, and no data is stored at rest. No Interprefy audio or text data is used to train or improve performance of Supplier solutions.

Many suppliers have such statements already in their T&Cs, otherwise Interprefy would request the statement to be part of the contract with the Supplier.

Interprefy may store and process such real-time customer data only to provide services to its customers as well as for training and quality assurance purposes.

4. Interprefy App.

We offer interpretation Apps for Windows, iOS, and Android operating systems. These Apps use the same functionality for interpretation as the web-based service. Therefore, the Privacy Policy also applies to the use of the Apps. If you use Interprefy with one of the apps, for technical reasons your device will automatically transmit same data as the web application as well as diagnostic information in event of errors. The processing of this data is based on consent and on our legitimate interest in improving the stability and functionality of our service. Data relating to access is used for error analysis, ensuring system security, logging access and to improve our interpretation service. We use cookies and web storage objects in our Apps that may store your name if it was entered on login. For technical reasons, the use of cookies and web storage objects in our Apps cannot be deactivated. If you do not agree with their use in the App, you can delete the App and instead use the web-based service where you can manage these settings.

5. Contact Form.

When you are filling the contact form on our website you can enter your name, message, email and/or phone number. The data entered in the form is transmitted to us and stored. The following data is also stored at the time the message is sent: IP address of the User and date and time of registration.

We ask you to voluntarily provide this information to be able to get in touch with you, to provide you with more information regarding our products and, if needed, to create an admin account for the Interprefy platform. We retain this information as long as necessary to fulfil the purpose for your request and/or as required by law, e.g. for tax and accounting purposes.

6. How we share information that we collect.

6.1 Transfer.

A transfer of Personal Data of the User to third parties takes place exclusively within the framework of the fulfilment of the contract, or for the purpose of fulfilling legal requirements according to which we are obliged to provide information, to report or to transfer data, or due to the legitimate interest of us or the legitimate interest of a third party or if you have given consent to the transfer to third parties.

6.2 Service Providers.

We employ third-party service providers such as cloud service providers or Interpreters to provide services on our behalf to Users of our Services and yourself, and may need to share your information with those providers to provide information, products or services to you. Examples may include providing marketing assistance, processing credit card payments, supplementing the information you provide us in order to provide you with better service, and providing customer service or support. These service providers are prohibited from using your Personal Data except for these purposes, and they are required to maintain the confidentiality of your information. In all cases where we share your information with such agents, we explicitly require the agent to acknowledge and adhere to our privacy and customer data handling policies.

6.3 Partners.

In addition, we may share data with trusted partners to help us perform statistical analysis or provide customer support. Such third parties are prohibited from using your personal data except for these purposes, and they are required to maintain the confidentiality of your information.

If you are enrolled in the Interprefy Platform as a Host, you may change any of your Personal Data by logging into your account and accessing the “Profile” page. We encourage you to promptly update your Personal Data if it changes, as out-of-date data may negatively affect the quality of your Interprefy Platform use and experience.

7. How We Transfer Data We Collect Internationally.

Data transfer to bodies in states outside the European Union (so-called third countries) will take place to the extent this is required to fulfil the contract, it is required by law or you have given your consent.

Personal data is stored and processed in the European Union if meeting location is set to the country within European Union.

If we share Personal Data outside the EEA, we follow European Law and request third parties, to the extent required by law, to sign Standard Contractual Clauses.

8. Processing of Personal Data on behalf of others.

The processing of personal data on behalf of the User or third parties that host the meeting is regulated in the agreements with the controllers, i.e. Hosts.

9. Release of Personal Data.

We will not sell or share your Personal Data with other parties except as provided below:

9.1 Acquisition.

As with any other company, we could merge with, or be acquired by another company. If this occurs, the successor company would acquire the information we maintain, including Personal Data. However, Personal Data would remain subject to this Privacy Policy.

9.2 As required by law.

We reserve the right to disclose your Personal Data as required by law and when we believe that disclosure is necessary to protect our rights and/or comply with a judicial proceeding, court order, or legal process served on our Websites; enforce or apply this Privacy Policy, Terms of Service or other agreements; or to protect the rights, property or safety of the Websites, Users of the Interprefy Platform, employers, or others.

10. Website visits and audience login.

When you use the Websites, Services and the Interprefy Platform as an audience User, data transmitted by your browser that enables you to access the website is collected. This includes:

• IP address
• Date and time of the request
• Time zone difference from Greenwich Mean Time (GMT)
• Website from which the request comes
• Browser
• Operating system and its interface
• Language and version of the browser software
• The country of origin for the visitor
• Use of Google AdWords.

This data is not merged with other Personal Data within the framework of the Website. The log files with the above-mentioned data are automatically deleted after 180 days. We reserve the right to store the log files for longer if facts exist that suggest the assumption of unauthorized access (such as an attempt at hacking or a DOS attack). The personal data in log files are processed on the basis of the legitimate interest of Interprefy. The temporary storage of the IP address by the system is necessary to enable delivery of the website to the User's computer. For this purpose, the User's IP address must remain stored for the duration of the session.

11. Our website uses Google Conversion Tracking.

If you clicked on an ad delivered by Google on our website, a cookie is placed on your computer by Google AdWords. The cookie for conversion tracking is placed when a User clicks on an ad delivered by Google. These cookies expire within 30 days and are not personally-identifiable. If the User visits certain pages on our website and the cookie has not yet expired, we and Google will be able to recognize that the User has clicked on the ad and proceeded to that page. Every Google AdWords customer gets a different cookie, cookies cannot therefore be tracked across sites by AdWords customers. The information obtained using the conversion cookie is used to create conversion statistics for AdWords customers who have opted in for conversion tracking. Customers are given an overall number of Users who have clicked on their ad and proceeded to a page tagged with a conversion tracking tag. However, they will not receive any information that can personally identify Users. If you do not want to participate in the tracking, you can take the necessary steps to block a cookie – such as through a browser setting, which generally disables cookies from being stored, or adjust your browser settings in such a way that cookies from the domain "googleleadservices.com" are blocked.

12. Social Media

Our www.interprefy.com website includes Social Media Features, such as the Facebook Like button and Widgets, such as the Share Button or interactive mini-programs that run on our sites. These features may collect your IP address, which page you are visiting on our sites, and may set a cookie to enable the feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our Websites. This Privacy Policy does not apply to these features. Your interactions with these features are governed by the privacy policy and other policies of the companies providing them.

13. Vonage

To implement our video and audio streaming and our chat function of the app and the video web application, we use the API from Vonage, 5 Churchill Place, 10th Floor, London E14 5HU UK. This involves the transmission of encrypted communication data for the purpose of establishing the connection for the video conference call. We do not pass this data on to third parties without your consent. The corresponding use of data takes place within the framework of the processing of your request. Furthermore, for the technical provision of the API, we have entered into an agreement with the service provider of Vonage, Nexmo Inc, 23 Main Street Holmdel, New Jersey 07733 (USA) with an additional EU standard contractual clause in order to ensure a level of protection appropriate to data protection. Further information on data processing by this provider can be found in the Privacy Policy and the Terms of Use of Vonage at https://www.vonage.com/communications-apis/video/, or at https://www.vonage.com/legal/privacy-policy/

14. WhoisXMLAPI

We use additional third-party analysis of the IP address. The IP address is transmitted anonymously without any further personal data from our servers. The IP address is transmitted to WhoisXMLAPI service. This measure is intended to prevent invalid and non-legal requests.

15. Job Applications

We offer you the opportunity to apply for a position at Interprefy. In order to complete the application procedure, your application data is collected and processed electronically. The personal data you provide will be used exclusively for processing your job application. Your personal data will only be passed on or otherwise transferred to persons involved in the recruitment process. If, following the recruitment process, an employment contract is concluded, we will store your personal data as part of your personnel file for the purpose of standard organizational and administrative procedures, in compliance with the more extensive legal obligations. In the event that we reject an application, we will automatically delete the data transmitted to us 6 months after notification of rejection. The data will not be deleted, however, if legal regulations require that the data is stored for a longer period. If you expressly agree to a longer storage of your data, e.g. for your inclusion in our internal applicant pool, the data will be further processed based on your consent. You can, of course, let us know that you would like to revoke your consent at any time, with effect for the future.

16. Retention of Personal Data

We will retain your Personal Data for as long as is necessary to fulfill the purposes for which it was collected. We retain and use your personal information as necessary to comply with our business and legal obligations, resolve disputes, protect our resources and enforce our rights and contracts.

17. Choices on Collection/Use of Information.

Within the scope of our business relationship, you are obliged to provide those personal data which are required for commencing, executing and terminating a business relationship and for compliance with the associated contractual obligations or the collection of which is imposed upon us by law. Without this data, we will generally not be able to enter into agreements with you, to perform under such an agreement or to terminate it. In the event of non-provision, Interprefy cannot be used or can only be used with limited functionality.

If you do not want to receive newsletters and promotional emails from us, you may elect to opt-out of receiving them at any time by hitting the “unsubscribe” button at the bottom of any of our e-mails.

18. Rights of Data Subjects

Compliance with GDPR is our priority. Under GDPR, every data subject has the right of access pursuant to Article 15 GDPR, the right to rectification pursuant to Article 16 GDPR, the right to erasure pursuant to Article 17 GDPR, the right to restriction of processing pursuant to Article 18 GDPR, the right to object pursuant to Article 21 GDPR and the right to data portability pursuant to Article 20 GDPR. Moreover, there is a right to appeal to a competent data protection supervisory authority (Article 77 GDPR).

Your consent to the processing of Personal Data granted to us may be revoked at any time by informing us accordingly. Please keep in mind that such revocation will be effective only for the future with no impact on processing carried out before the date of revocation.

To exercise your rights, send an e-mail to privacy@interprefy.com. Please note that when a Host invites you to a meeting on Interprefy, that the Host is the “Controller” under GDPR and you need to exercise your above rights with the Host directly. That includes but is not limited to recordings of your video and audio, your chat, your email addresses, IP address etc. To the extent Interprefy is a “Controller” under GDPR (e.g. collecting information of Interpreters such as name, email address etc. to offer interpretation services), Interprefy will process your requests directly.

19. Data Security.

Your Personal Data resides on secure servers that only dedicated Interprefy personnel have access to. We encrypt sensitive information in transit and at rest, to ensure that your personal data is safe as it is transmitted to us. Our employees are obliged to sign an NDA before starting employment.

20. Changes to our Privacy Policy.

Interprefy keeps its Privacy Policy under regular review and places any updates on this web page. This privacy policy was last updated on 11th of June 2024.
When you see a link to our Privacy Policy in the User Interface, receive it in an email or see it on our website or in a contract we might conclude with a Host or an Interpreter, please note that the update process is the same: all changes will be made and shown on this website and become immediately effective with publication.

If you have any questions regarding this Privacy Policy do email us at: privacy@interprefy.com

© 2024 Interprefy AG