Privacy Notice - Alla lettera oy

Updated: 27 July 2026

1. Data controller

Alla Lettera Ltd
Business ID: FI-18723127
Arppentie 2, FI-80170 Joensuu, Finland
Email: info@allalettera.fi
Phone: +358 40 828 2380
Website: allalettera.fi

2. Contact person for data protection matters

Ms. Jaana Hokkanen
Email: jaana@allalettera.fi
Phone: +358 40 828 2380

3. Scope of this notice

This Privacy Notice describes how Alla Lettera Ltd processes personal data in connection with its translation, localization, proofreading, terminology, content editing, and possible AI-related expert services. It applies to website visitors, individuals making contact, clients, prospective clients, business partners, and other stakeholders.

4. Categories of personal data

The following categories of personal data may be processed:

Basic contact and identification details, such as name, email address, phone number, company name, job title, and billing details
Information related to enquiries, quote requests, and assignments
Customer relationship information, such as contracts, orders, billing details, and communication history
Project management information, such as schedules, language versions, file types, delivery instructions, and quality assurance information
Personal data included in materials provided by the client, where such data appear in materials submitted for translation, localization, review, or related language services
Marketing and newsletter preferences, including consents and opt-outs
Technical data related to use of the website, such as IP address, browser information, device information, log data, and cookie data

5. Purposes of processing

Personal data may be processed for the following purposes:

Responding to enquiries and handling quote requests
Providing translation, localization, proofreading, and other language services
Managing projects, communications, delivery, and quality assurance
Maintaining customer relationships and fulfilling contractual obligations
Invoicing, accounting, and other administrative tasks
Ensuring the functionality, security, and development of the website
Improving services, processes, and customer experience
Conducting marketing where there is a lawful basis for doing so
Complying with legal obligations

6. Legal Bases for Processing

Depending on the circumstances, the processing of personal data is based on one or more of the following legal grounds:

Performance of a contract or steps taken prior to entering into a contract, for example when handling a quote request or carrying out an assignment
Compliance with a legal obligation, such as obligations relating to accounting
The legitimate interests of the controller, such as managing customer relationships, developing services, ensuring information security, and planning business operations
The data subject’s consent, for example in relation to newsletter subscriptions or non-essential cookies

7. Special note on client materials

In translation and localization projects, materials provided by the client may contain personal data, such as names, contact details, CVs, contract information, user data, customer register data, or other personal data contained in documents. In such cases, Alla Lettera Ltd processes such materials primarily for the purpose of carrying out the client’s assignment and only to the extent necessary for providing the agreed service.

As a general rule, the client is responsible for ensuring that it has the right to provide the materials for processing. Where necessary, the parties may separately agree on terms governing the processing of personal data, such as a data processing agreement.

8. Confidentiality and project materials

All assignment-related materials are handled confidentially. Project materials, translation memories, term lists, comments, and other materials provided by the client are processed only for the purposes of carrying out the assignment, quality assurance, developing the agreed service, and handling possible complaints.

Where subcontractors, freelancers, proofreaders, or technical service providers are involved in the delivery of services, they are subject to appropriate confidentiality and data protection obligations.

9. Sources of personal data

Personal data are obtained mainly:

From the data subject directly
From the client in connection with an assignment
Through the website, contact form, or email
From contract, billing, and project management systems
From publicly available sources where this is necessary and lawful for the provision of the service

10. Disclosures and data processors

Personal data may be processed with the assistance of the following service providers or parties to the extent necessary for providing the service:

Website hosting and maintenance services
Email and cloud service providers
Project management and file-sharing services
Invoicing, accounting, and payment service providers
Analytics and marketing tools
Subcontractors, such as translators, proofreaders, or specialists involved in localization

Personal data are disclosed to authorities only where required by law. Personal data are not sold to third parties.

11. Transfers outside the EU or EEA

Personal data are not transferred outside the European Union or the European Economic Area.

12. Retention Periods

Personal data are retained only for as long as necessary to fulfil the purposes described in this Privacy Notice or to comply with legal obligations.

Examples of retention periods include:

Enquiries and quote requests: 12 months
Customer and project data: for the duration of the customer relationship and thereafter for as long as necessary, for example in relation to complaints, contractual matters, or accounting obligations
Invoicing and accounting materials: for the period required under applicable legislation
Marketing-related data: until consent is withdrawn or the individual objects to the processing
Project materials, translation memories, and term lists: for as long as necessary in view of the contract, the customer relationship, and the nature of the service

13. Rights of the data subject

Under applicable data protection legislation, the data subject has the right to:

Access their personal data
Request rectification of inaccurate or incomplete personal data
Request erasure of personal data where there is a legal basis for doing so
Request restriction of processing in certain situations
Object to processing in certain situations
Request data portability where applicable
Withdraw consent at any time where processing is based on consent
Lodge a complaint with a supervisory authority

In Finland, the supervisory authority is the Office of the Data Protection Ombudsman.

14. Cookies and analytics

The website may use cookies and similar technologies for technical operation, visitor statistics, service development, and marketing. Third-party analytics or embedded services may also be used.

Where non-essential cookies or third-party tracking tools are used, consent will be requested where required before such cookies are stored.

15. Data security

Personal data are protected by appropriate technical and organisational measures. These may include restricted access rights, passwords, two-factor authentication, controlled file sharing, encrypted communications, backups, and secure working practices.

16. Changes to this Privacy Notice

This Privacy Notice may be updated from time to time, for example if services, the website, the tools used, or applicable legislation change. The current version is published on the website.

17. Contact

Requests and questions relating to data protection may be sent to:

Alla Lettera Ltd
info@allalettera.fi
+358 40 8282 380