Amin Institute For Certified Legal Translation

Amin Institute Legal Translation

Privacy Policy

Privacy Policy Overview

Welcome to the Privacy Policy for Amin Institute For Certified Legal Translation. We strive to protect the privacy, confidentiality, and security of your personal information. As your trusted provider of precise and professional legal translation services in the U.S., we understand how vital it is to safeguard your information as we foster communication across borders and languages. This policy details our procedures for the collection, utilization, storage, and safeguarding of your data when you use our services, access our website, or interact with us. Please carefully review this document to familiarize yourself with your rights and our responsibilities regarding your personal data.

Who We Are

Amin Institute For Certified Legal Translation is a professional provider of certified legal translation and interpreting services. In addition to being relied upon by U.S. authorities and courts, we are driven to maintain superior quality in delivering translations that meet the cultural expectations of organizations and individuals nationwide. Trained and certified as legal translators, our professionals are industry experts who have the knowledge and skills to write fluently in English as well as an additional language, allowing them to convey the full meaning and intent of any text. We are client-minded and believe in long-term relationships with all clients; therefore, we ensure privacy and data security at all levels.

Purpose of This Privacy Policy

This Privacy Policy applies to all information gathered by Amin Institute For Certified Legal Translation through our website (https://amininstitute.com/), by mail, email, telephone or in person, and while providing translation, interpretation, and localization services. This Privacy Policy governs personally identifiable information (PII) as well as sensitive legal documents and other information that you provide to us and are retained by us in the course of our business relationship with you.

What Information We Gather

To provide our certified legal translation services, we may gather the following categories of information:

  • Your identification details: Your name, address, phone number, email, and other connection information.
  • Legal Documents Data: Official documents, agreements, court transcripts, immigration records, and other materials for translation or interpretation purposes.
  • Professional/Organizational Information: Your firm/company/corporation information (if a commercial/enterprise client).
  • Billing/Payment Information: The pertinent data essential to process payments (and invoices) securely.
  • Technical & Usage Information: Your IP, browser type, device type, website interaction and cookies to streamline analytics and secure use.
  • Communications History: Record of inquiry/request/correspondence with us.

We collect such information from you directly, your agents, or trusted third parties (or in some cases) authorized by you.

How We Use Your Information

Your data will only be used for legitimate legal and professional purposes relating to the provision, development, and sale of our legal translation services. In other words, we will use your data as necessary to:

  • Process and fulfill requests for certified translations, interpretations, or localization projects
  • Communicate with you about service requests, project status, progress, support, etc.
  • Create accurate records for quality, legal, regulatory compliance, and professional standards
  • Process and secure billing and payment
  • Improve the security, usability, and performance of our website and digital properties
  • Conduct internal analytics for the improvement of our products and services or client onboarding experience
  • Provide a response to legal/regulatory requirements, court order, or law enforcement request that complies with U.S. law

We won’t use your information for unsolicited marketing or other unrelated purposes without your explicit consent.

Data Processing Legal Basis

Amin Institute For Certified Legal Translation handles personal information in accordance with applicable U.S. laws and industry best practices. The lawful bases we rely upon to process your information are as follows:

  • Contractual necessity – To provide translation services or interpreting services pursuant to an agreement.
  • Legal compliance – To meet our legal obligations under applicable U.S. laws, court orders, or orders from regulatory authorities.
  • Legitimate interest – To operate and improve our business, in accordance with the legitimate interests of our business, except where such interests are overridden by your interests under applicable laws.
  • Consent – For processing that is not otherwise permitted above, we will obtain your informed consent.

Data Security and Confidentiality Measures

We take your security and privacy seriously, especially for sensitive legal documents, and implement a number of security protocols to protect your interests, including:

  • Secure encrypted data transmission and storage utilizing industry standard protocols and encryption methods (SSL, TLS, AES)
  • Strict access rights to client data limited to authorized administrative staff with a “need to know”
  • Signed confidentiality agreements with all translators, interpreters, and administrative staff
  • Data protection, privacy, legal, and ethics training for staff
  • Physical security measures for office and data storage facilities
  • Regular security audits and risk analyses

We are continually striving to improve our data protection and privacy procedures, based on current threats and regulatory developments.

Data Retention Practices

As is required by Professional Rules, we retain your personal data and documentation for as long as is necessary to fulfill the purposes for which they were collected, and to satisfy legal and regulatory requirements, resolve disputes, and enforce our agreements. Standard data retention periods are as follows:

  • Legal documentation and translations are retained for up to seven years from when projects are completed, unless a longer period is required by law or on request
  • Communication and correspondence to clients is retained for up to five years so we can efficiently service our clients and assure quality
  • Accounts, billing, and financial records are retained for the period requested by U.S. tax and finance laws

After the retention period, your information is permanently deleted or anonymized. You may also request that we delete your information earlier, subject to legal and contractual requirements.

Disclosures and Sharing of Personal Information

We do not sell, rent, or trade your personal data to third parties for their marketing purposes. We may share your information in the following limited circumstances:

  • With certified translators or interpreters who have contractually agreed to protect information confidentiality and security
  • With trusted service providers (e.g. secure payment processors, third-party consultants/IT support) necessary to provide our services, subject to contractual privacy safeguards
  • Where required by law or regulations, court orders, or other authorized governmental authority
  • With your express consent (and for our correctly qualified services only), such as for referrals and external expert review

We require third-party contractors and partners to comply with our standards on privacy and security. No international transfers of personal data are performed as all services provided by us are U.S.-based.

Your Rights and Choices

As a client of Amin Institute For Certified Legal Translation, in accordance with applicable data protection and privacy laws you have rights with regards to personal information we hold about you, including:

  • Access: you can request a copy of the personal data and documents we hold about you.
  • Correction: you can request that we correct or complete inaccurate or incomplete information.
  • Deletion: you can request that we delete your information subject to legal and contractual obligations.
  • Restriction: you can request that we restrict the processing of your information under certain circumstances.
  • Object: you can object to certain uses of the information, such as direct marketing (note: we do not undertake direct mail campaigns).
  • Portability: where applicable, you can request a copy of your information in a structured, commonly used and machine-readable form.

You can exercise these rights by contacting us at the details set out in this policy. We will respond to all requests within 30 days. If a longer period is required by law we will let you know.

Cookies and Our Website Analytics

Our website (https://amininstitute.com/) employs cookies and similar tracking technologies to improve site functionality, provide necessary site features, and track aggregate statistics. Cookies are small text files that are stored on your computer or device. We use cookies to:

  • Remember your preferences and settings on the site
  • Manage secure client log in and upload of documents
  • Gather anonymous statistics on site traffic and usage patterns from a trusted third-party service provider (i.e. Google Analytics)

You can control cookies via your browser settings (doing so may result in limited functionality of the site). We do not utilize any cookies for behavioral advertising or cross-site tracking purposes. For more information, please see our Cookie Policy.

Sensitive and Confidential Legal Documents

We are acutely aware of the importance of confidentiality in dealing with legal, medical, technical, and personal documentation submitted for translation. These are just some of the steps we take:

  • End-to-end encryption employed both for online and offline document transfers
  • Segregation of sensitive documents and restricted access to all our servers, from any source
  • Document anonymizing or redacting (as may be applicable or requested) to minimize data footprint
  • Document deletion upon project closure or at client’s request in compliance with retention policy
  • Rigorous compliance with all industry codes of professional ethics and legal industry standards pertaining to client confidentiality and attorney-client privilege

Children’s Privacy

Our services are not available to children under 18 years of age. We do not knowingly collect personal information from children under 13 years of age. If we become aware that we have collected such information without verifiable parental consent, we will take reasonable steps to erase such information from our records. If you become aware of any such submission, please contact us at [email protected] or at (858) 570-8250.

Links to Third Party Websites and Services

Our website may contain links to third party websites or services. The linked sites are not under the control of Amin Institute For Certified Legal Translation and we are not responsible for the contents of any linked site or any link contained in a linked site. We provide these links to you as a convenience and the inclusion of any link does not imply endorsement by Amin Institute For Certified Legal Translation of the site. You should consult the privacy policies on these third party sites for information on their respective privacy practices.

Notice of Data Breach Procedure

Should you experience a data breach involving your personal or legal information, Amin Institute For Certified Legal Translation will immediately investigate and take remedial steps. If your data is at risk, we will use reasonable efforts to provide you notice that may be required by applicable U.S. data breach notification laws to you and/or applicable U.S. authorities. Our response plan will include an immediate attempt to contain, evaluate, and communicate the nature and scope of the incident and the measures you should take to protect yourself.

Privacy Policy Updates

This Privacy Policy may be updated from time to time. Whenever it is changed, we will post the revised Privacy Policy at the top of this page so that you will see it whenever you access our websites. We advise you to check our Privacy Policy periodically to keep informed about changes to the Privacy Policy. If we make a material change, we will either email you or include a prominent notice on our website alerting you of the change. Your continued use of the Service constitutes your acceptance of the current Privacy Policy as updated.

International Customers and Cross-Border Transfers

Amin Institute For Certified Legal Translation only represents clients within the United States. We do not share personal information outside of the United States. All information and documents provided to us are stored on secure servers situated within the United States and are handled in compliance with U.S. laws. If you are accessing this page outside of the United States, and you choose to accept our services, information about your matter will be handled in accordance with this policy and pursuant to applicable U.S. privacy laws.

Legal Ethics and Regulatory Compliance

Amin Institute For Certified Legal Translation is a certified legal translation firm, which guarantees the highest professional standards of legal confidentiality and legal compliance. Our privacy policies and procedures are guided by the American Translators Association Code of Ethics, court and government agency guidelines, and applicable U.S. laws and regulations on privacy. We routinely review and update our policies and practices to further ensure compliance and protection for our clients.

Testimonials and Privacy

We appreciate and respect feedback from our clients. Occasionally we publish client testimonials – like those from Sarah L. (business owner) and Ahmed R. (academic researcher) – to showcase the quality and impact of our service offerings. This is done with full and explicit permission from clients, and at your request we will anonymize or redact identifying information being published. Your preferences as to privacy on public or marketing uses of such material are always fully respected. To read more, visit our Client Testimonials page.

How to Reach Us Regarding Privacy Policies

If you have any questions, concerns, or comments regarding this Privacy Policy, please contact us:

Amin Institute For Certified Legal Translation
701 B St Ste 39
San Diego CA 92101
Phone: (858) 570-8250
E-mail: [email protected]
Website: https://amininstitute.com/

We can assure you that we will reply without delay and in good faith to all inquiries related to privacy. You could also use these contact details to exercise your rights and to request a copy of your information if applicable or to initiate a complaint concerning the security of your data. For more ways to reach us, please see our Contact Amin Institute page.

Exercising Your Privacy Rights

To effectuate any of your privacy rights (access, correction, deletion, restriction, objection, and/or portability), please address your request in writing to [email protected] or via U.S. Mail to our office at 701 B St Ste 39, San Diego CA 92101. In your request, include your name and contact information, as well as a clear statement of the request being made. We will require time to confirm your identity before complying with certain requests in order to protect your privacy and security. Compliance will occur in accordance with applicable law, and a response will be provided within a reasonable period of time.

Policy Effective Date

This Privacy Policy is effective starting June 01, 2024. This Privacy Policy supersedes and replaces all prior versions. This Privacy Policy applies to all data and information collected and processed by Amin Institute For Certified Legal Translation, on or after June 01, 2024. If you are a client who used our services before June 01, 2024, and would like a better understanding of how your information was treated, please contact us for additional clarification.

Caring about your privacy

At Amin Institute For Certified Legal Translation, your privacy is not just a requirement of law. It is one of the core values that makes us proud to be the trusted source for your legal translation solutions. We very much appreciate the confidence you have placed in us to deal with your sensitive, almost always highly-confidential legal matters. You can count on us to work tirelessly toward preserving your confidentiality, compliance, and quality – at all times and in all phases of what we do. Thank you for allowing Amin Institute For Certified Legal Translation to serve your legal translation needs.