GDPR and Translation

The EU regulation on data privacy, the General Data Protection Regulation (GDPR), came into force on 25 May 2018. The importance of data security in our digital world should by now be a core part of your business strategy. 

What do you need to do in order to comply the new data protection directive? Read on to learn more about how Semantix can help you.

Would you like to speak with us? Call us on +46 770 45 74 00 or provide your contact details in the form. 

Why has GDPR been instituted?

GDPR aims to modernise the previous data privacy directive, which means that new regulations concerning data privacy will be applicable in the UK. The most important aspect of the GDPR is that it confers new rights to individuals, thereby imposing new requirements on companies. The collection of personal data means that your business has a serious responsibility, and you are required to implement processes which ensure your customers are protected in accordance with the GDPR requirements.

To whom does the GDPR apply?

One of the most important changes brought about by the GDPR is that the European legislation is now more extensive in scope. The new regulations apply to all companies which process and collect data from EU residents, but certain sectors will be impacted more than others.

For example, law firms that process large amounts of sensitive and confidential personal data must conform to the GDPR to ensure that the information is properly protected. Different companies must comply with different aspects of the data privacy directive, depending on their size and how they process customer information.

What must be done?

Processes should have been adapted to comply with the regulation when it came into force. Failure to comply with the regulation will result in heavy penalties. Most companies have probably started, and even finished, the process of adapting to the new data privacy directive and attempt to detect possible violations which may not be immediately apparent, such as procedures involving translation.

A crucial step along the way will be to make sure that the necessary documents are translated.

Which documents need to be translated?

The purpose of the GDPR is to make your company more “transparent” to your customers. You should aim to give your customers all the information they need to make an informed decision about your company as a service provider. This information should cover all products and services related to security, privacy, access, compliance and social responsibility (Corporate Social Value – CSV).

Your business must also have a privacy statement that describes the data you collect about customers and visitors to your websites, how and why you collect and use this data, and how you protect your customers' rights according to the data privacy directive. You must always obtain consent before sending out any newsletters or surveys. Moreover, it must be possible for your customers to know what personal data your company utilises and it must be simple for them to request that this data be deleted.

Translation of the privacy statement is mandatory. If you are an international company, you should consider translating all material which is able to provide your customers with insight into your business. In order for your customer to make an informed decision about your company as a service provider, the information must be easy to understand. This underscores the necessity of translation.

Translate into English?

Although English is perceived as the dominant language in international business, this does not necessarily mean that the GDPR documents should only be in English. If your company caters to an international audience and your employees speak different languages, information should be available in the languages of your customers and staff in order to meet the GDPR requirements. Customers should be able to easily understand how you process personal data, and this can become problematic if they don't understand English.

A study conducted by Common Sense Advisory in 2014 confirms the importance of translating websites into the national languages of countries in which your business operates. The study involved more than 3,000 participants from ten countries, and was set up to test the hypothesis that sales increase if product information is available in the visitor’s native language. English speakers account for only 26 percent of Internet users, and the study indicated a significant preference for the user's native language.

The same is true when you work in a company where employees speak multiple languages. If information is not presented in different languages, there is a risk of your employees and customers misunderstanding one another. Information presented in local languages increases understanding and also builds trust between employees and customers.

The language into which the privacy statement and any other relevant documents should be translated depends on the market in which you are operating and the markets you want your business to expand into in the future. If, for example, you plan to expand into the United States, it may be a good idea to translate into Spanish, as Spanish is the second most widely spoken language in the United States. Depending on the customer demographic you want to reach, Spanish may serve as an alternative to English and may open doors to other Spanish speaking countries.

What happens if you don't comply with the GDPR?

Any non-compliance with the regulation must be reported within 72 hours after becoming aware of the breach. Otherwise, you risk being fined €20 million.

By breaching the GDPR, you not only run the risk of an enormous fine, but you risk breaking the trust of your customers and employees. All violations of the legislation will be recorded and will be searchable on the Internet. This can lead to diminished customer loyalty and, consequently, decreased growth. Moreover, it can lead to distrust and uncertainty among employees, which may lead to resignations.

In the worst case you may end up both with financial losses and no employees. And you won't get a second chance.

How can Semantix help you manage the GDPR?

Avoid misunderstandings and inaccurate information

When working in an international company, it is imperative to commission a professional translation of the GDPR documents. This is to ensure that every employer understands how the business complies with the new legal requirements and for your customers to feel that they are being taken care of.

Semantix offers professional translation to and from over 175 languages, and we will always strive to find the translator that is right for you and your business. If you commission a translation from us, you will be assigned dedicated project managers who are available whenever you need them.

Make your translation projects more efficient

If you frequently require professional translations and other language services, we recommend using our translation platform – the Hub. Commissioning a translation has never been easier, and you are afforded a simple overview of all your translation projects.

What has Semantix done to comply with GDPR? 

Semantix has for a long period worked continuously towards GDPR compliance. A dedicated GDPR team has made sure that all departments of our company have been involved in the work. For example, we have trained our employees in GDPR, updated internal procedures, updated our Privacy Policy and our Terms and Conditions and created a ‘Right of the Data Subject’ form on our website. You can read more about our GDPR work and procedures here