Privacy Policy

Effective Date: December 6, 2025

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 through various channels.

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 Information: Login credentials, billing information, service history
• Communication Data: Messages sent through our contact forms, email, live chat, WhatsApp, or other messaging platforms
• Document Content: The actual documents you submit for translation, interpretation notes, transcription files

1.2 Information Collected Through Live Chat and Messaging

When you use our live chat widget (Smartsupp), email, WhatsApp, or other communication channels:

• Chat transcripts and message history
• IP address and device information
• Browser type and operating system
• Time and date of conversations
• Files or images shared during conversations
• Contact preferences and communication history

1.3 Automatically Collected Information

• Website Usage: Pages visited, time spent, links clicked, referring websites
• Technical Data: IP address, browser type, device type, operating system, cookies and similar technologies
• Location Data: General geographic location based on IP address

1.4 Third-Party Service Providers

We use trusted third-party services that may collect information:

• Smartsupp (Live Chat): Chat data, visitor information, conversation history
• Email Service Providers: Email addresses, communication preferences
• Payment Processors: Billing information (we do not store credit card details)

2. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To provide translation, interpretation, transcription, and other language services
• Communication: To respond to inquiries, provide quotes, send updates, and customer support
• Quality Assurance: To improve service quality, train our team, and ensure accuracy
• Business Operations: To process payments, maintain records, and comply with legal obligations
• Marketing: To send newsletters, service updates, and promotional offers (with your consent)
• Analytics: To understand how our website is used and improve user experience
• Security: To protect against fraud, unauthorized access, and ensure data security

3. Document and Data Security

3.1 Translation Document Handling

• All documents submitted for translation are treated as confidential
• Files are stored securely with encryption during transmission and at rest
• Access is restricted to authorized translators and staff assigned to your project
• Documents are retained only as long as necessary to complete services and comply with legal obligations
• Upon request, we can delete your documents after project completion

3.2 Security Measures

We implement industry-standard security measures including:

• SSL/TLS encryption for data transmission
• Secure file storage with access controls
• Regular security audits and updates
• Employee confidentiality agreements and training
• Secure backup systems

4. Information Sharing and Disclosure

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

4.1 Service Providers

• Translators and Interpreters: Licensed professionals who work on your projects under strict confidentiality agreements
• Technology Partners: Smartsupp (live chat), email providers, hosting services, payment processors
• Business Tools: CRM systems, project management platforms (all bound by data protection agreements)

4.2 Legal Requirements

We may disclose information when required by law, court order, or government authority, or to:

• Protect our legal rights
• Prevent fraud or security threats
• Comply with legal processes or regulations

4.3 Business Transfers

If we are acquired, merged, or restructured, your information may be transferred to the new entity, subject to this privacy policy.

5. Communication Channels Privacy

5.1 Live Chat (Smartsupp)

• Chat conversations are stored and may be reviewed for quality assurance
• Chat data is processed according to Smartsupp's privacy policy
• You can request deletion of chat history at any time
• We do not use chat data for marketing without consent

5.2 Email Communications

• Email correspondence is stored securely
• We use secure email systems with encryption where available
• Unsubscribe options are provided in marketing emails
• Service-related emails (quotes, project updates) cannot be opted out

5.3 WhatsApp and Messaging Apps

• Messages and files shared via WhatsApp or other platforms are subject to those platforms' privacy policies
• We store conversation history only as needed for service delivery
• End-to-end encryption applies where supported by the platform

6. Cookies and Tracking Technologies

6.1 Types of Cookies We Use

• Essential Cookies: Required for website functionality and security
• Analytics Cookies: Help us understand how visitors use our site (Google Analytics)
• Live Chat Cookies: Enable Smartsupp chat functionality and user recognition
• Preference Cookies: Remember your settings and preferences

6.2 Cookie Management

You can control cookies through your browser settings:

• Block all cookies
• Delete existing cookies
• Accept only certain types of cookies
• Receive notifications when cookies are set

Note: Disabling essential cookies may affect website functionality.

7. Your Privacy Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal information
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Portability: Receive your data in a structured, machine-readable format
• Opt-Out: Unsubscribe from marketing communications
• Objection: Object to certain data processing activities
• Withdraw Consent: Withdraw previously given consent

To exercise these rights, contact us using the information below.

8. Data Retention

We retain your information for as long as necessary to:

• Provide ongoing services
• Comply with legal, tax, and accounting obligations (typically 7 years for business records)
• Resolve disputes and enforce agreements
• Maintain service quality and records

After the retention period, we securely delete or anonymize your information.

9. International Data Transfers

We primarily operate in Canada and the USA. If you are located outside these regions, your information may be transferred to and processed in these countries. We ensure appropriate safeguards are in place for international transfers.

10. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect information from children. If you believe a child has provided us with personal information, please contact us immediately.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. Updates will be posted on this page with a revised "Effective Date." We encourage you to review this policy regularly.

Material changes will be communicated via:

• Website notice
• Email notification (for registered users)
• Prominent banner on our homepage

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

A2Z Language Hub Inc.

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

You can also reach us through our contact form:

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.