Privacy policy.
SIA “Point of Contact”
Effective from: 05.11.2026
1. Purpose of this policy
This privacy policy explains how SIA “Point of Contact” collects, uses, stores, shares, protects and deletes personal data. It applies when you visit point-of-contact.lv, contact us, request a quote or use our services.
We process personal data in line with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (General Data Protection Regulation, “GDPR”), the Personal Data Processing Law of the Republic of Latvia and other applicable laws of Latvia and the European Union.
We respect your privacy. We use your personal data only to provide our services and run our business. We do not sell or rent it to anyone.
2. Who we are
The controller of your personal data is:
SIA “Point of Contact”
Registration No. 40203439017
VAT No. LV40203439017
Legal address: Pērnavas iela 82-9, Rīga, LV-1009, Latvia
Website: https://point-of-contact.lv
Email: katrine@point-of-contact.lv
Phone and WhatsApp: +371 2685 9433
Point of Contact provides translation, interpreting, localisation and language advice (Latvian, English, Swedish and other languages on request), as well as practical assistance to people living in or moving to Latvia.
For any question about this policy or your personal data, please contact Katrīne Latkovska at katrine@point-of-contact.lv.
3. Our role: controller and processor
We are the controller of the data you give us about yourself as a client, enquirer or partner: your contact details, order details, invoices and correspondence.
Documents and materials you send us for translation (texts, files, audio or video) may contain personal data about you or other people.
- If you are a business client, you are the controller of that data. We act as your processor under Article 28 of the GDPR, process it only on your instructions and only to deliver the service. We will provide a data processing agreement on request.
- If you are a private individual sending your own documents, we process their content as controller, only to complete your order.
4. Personal data we process
Depending on the service, we may process:
- Identity data: name, surname, date of birth or personal identity number, and identity document details where a service requires them.
- Contact data: email address, phone number, postal or residential address, and messenger contacts (for example, WhatsApp).
- Business data: company name, job title, registration and VAT number.
- Financial data: bank account details, invoices and payment records.
- Order data: details of requested services, quotes, deadlines and correspondence with us.
- Service-related documents: documents you provide so we can assist you with authorities, banks, landlords, educational institutions or other organisations, for example residence or registration documents, vehicle documents, contracts and powers of attorney.
- Content of documents and materials sent to us for translation, interpreting or localisation, including data stored in document properties (metadata).
- Website data: IP address, browser and device information, and cookie data (see Section 12).
- Partner data: if you are a translator or other specialist working with us, your CV, qualifications, rates and payment details.
Special categories of data. We do not intentionally collect special categories of personal data, such as health data. Such data may still appear in documents you send us (for example, medical certificates for translation). In that case we process it only to the extent needed to perform the service, keep access strictly limited and do not use it for any other purpose.
5. How we obtain personal data
We obtain personal data when you:
- fill in the contact form on our website;
- contact us by email, phone, WhatsApp or another channel;
- request a quote or order a service;
- send us documents or materials;
- authorise us to act or correspond on your behalf;
- apply to cooperate with us as a translator or specialist;
- visit our website.
We may also receive personal data from third parties where this is needed to provide a service you have requested, for example replies from authorities, banks or other organisations we contact on your behalf.
6. Purposes and legal bases for processing
| Purpose | Data | Legal basis (GDPR Article 6(1)) |
|---|---|---|
| Responding to enquiries and preparing quotes | Identity, contact, order data | Steps prior to entering into a contract (b); legitimate interest in replying to enquiries (f) |
| Providing translation, interpreting, localisation and language advice | Identity, contact, order data, document content | Performance of a contract (b) |
| Providing expat assistance (correspondence, calls, visits to authorities, banks, enterprises, accommodation, education, vehicle registration, referrals for legal advice) | Identity, contact, order data, service-related documents | Performance of a contract (b); your consent where required (a) |
| Invoicing, payments and accounting | Identity, contact, financial data | Legal obligation (c); performance of a contract (b) |
| Handling complaints and protecting our legal interests | Data relevant to the case | Legitimate interest (f) |
| Cooperating with translators and other specialists | Partner data | Performance of a contract (b) |
| Client feedback and service improvement | Contact, order data | Legitimate interest (f) |
| Responding to lawful requests from public authorities | Data requested | Legal obligation (c) |
| Website operation and security | Website and cookie data | Legitimate interest (f) |
We use your personal data only for the purposes it was collected for, unless a new purpose is compatible with the original one. If we need to use it for an unrelated purpose, we will tell you and explain the legal basis.
We do not make decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects for you.
Where processing is based on consent, you may withdraw it at any time by writing to katrine@point-of-contact.lv. Withdrawal does not affect the lawfulness of processing before it.
7. Confidentiality of documents and use of technology
Confidentiality is at the core of our work.
- Materials you send us are used only to deliver your order. They are never used for marketing or statistics and are never shared with other clients.
- Everyone who works with your materials is bound by confidentiality obligations.
Machine translation and artificial intelligence. Like most language service providers today, we use machine translation and artificial intelligence (AI) tools to support our work, for example for draft translations, terminology research and quality checks. We use them under these rules:
- No training on your content. We use only tools whose terms or settings ensure that your content is not used to train the provider’s models. We do not use free public versions of such tools for client materials where their terms allow the provider to store or reuse content.
- Human responsibility. Every text produced with the help of these tools is checked and edited by a qualified human translator. No decisions affecting you are made by these tools alone.
- Data minimisation. Where practical, we remove or replace names and other identifying details before entering text into these tools.
- Sensitive materials. For documents containing special categories of data (for example, health data), identity documents or other highly confidential information, we limit or avoid the use of such tools.
- Your choice. You may ask us not to use machine translation or AI tools for your order. Please tell us when you place it, and we will work without them.
The providers of these tools act as our sub-processors (see Sections 8 and 9).
Glossaries and terminology created from your materials are used only for your future orders. They are deleted on request.
8. Who we share personal data with
We share personal data only where necessary and only to the extent needed:
- Translators, interpreters, editors and other specialists who help deliver your order, all bound by confidentiality and, where they process data on our behalf, by data processing obligations.
- Partners and organisations involved in services you request, for example public authorities, banks, landlords and real estate agents, educational institutions, the Road Traffic Safety Directorate (CSDD), notaries or lawyers, only with your instruction or authorisation.
- Service providers that support our business: email and cloud storage, file transfer, website hosting (SIA “Area IT”), communication tools (for example, WhatsApp, Zoom or Microsoft Teams), accounting services and banks.
- Machine translation and AI tool providers that process text on our behalf under data processing terms.
- Professional advisers such as accountants, auditors and legal advisers.
- Public authorities such as the State Revenue Service, courts and law enforcement bodies, where required by law or a lawful request.
Our service providers may process your data only on our instructions and for the purposes we specify, not for their own purposes.
You may ask us which recipients have received your personal data during a specific period. We will not disclose information about authorities that conduct criminal proceedings or operational activities, or where the law prohibits such disclosure.
9. Transfers outside the EU/EEA
Most translators and specialists we work with are based in the European Union or the European Economic Area. If your order needs someone outside the EU/EEA, for example for a rarer language, we will tell you in advance and transfer your data only to a country with a European Commission adequacy decision or under the European Commission’s Standard Contractual Clauses.
Some of our service providers (for example, email, cloud storage, communication and AI tools) may process data outside the EU/EEA. In such cases, we make sure your personal data is protected by a European Commission adequacy decision (including the EU-US Data Privacy Framework, where the provider is certified) or by the European Commission’s Standard Contractual Clauses. You may ask us for details of the safeguards used.
10. Data security
We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, alteration or disclosure. These include:
- encrypted devices protected by screen locks;
- two-step verification and unique passwords for email, cloud and other work accounts;
- regular software updates;
- restricted, access-controlled sharing links or password protection for sensitive documents;
- confidentiality obligations for every translator or specialist who works with your data;
- regular deletion of data that is no longer needed.
In the event of a personal data breach that is likely to put your rights and freedoms at risk, we will notify the Data State Inspectorate within 72 hours and, where the risk is high, inform you without undue delay.
11. How long we keep personal data
We keep personal data only as long as necessary for the purposes it was collected for or as required by law. After that it is deleted or anonymised.
| Data | Retention period |
|---|---|
| Enquiries that did not lead to an order | 6 months |
| Invoices, payment records, contracts and order correspondence | 5 years after the end of the year in which the order was completed |
| Source documents and translations | 12 months after the order is completed, unless you ask us to delete them earlier or keep them longer |
| Copies of identity and other documents provided for expat assistance | Deleted within 30 days after the task is completed |
| Glossaries and terminology created for your orders | While we work together; deleted after 3 years without orders, or earlier on request |
| Data of translators and specialists we work with | While we cooperate, plus 1 year |
Data may be kept longer if needed to establish, exercise or defend legal claims, and only for as long as that need lasts.
12. Website and cookies
Our website, point-of-contact.lv, runs on WordPress and is hosted by SIA “Area IT” in Latvia.
What cookies are. Cookies are small text files stored on your device when you visit a website.
Cookies we use. We use only strictly necessary cookies, which are needed for the website to function securely. We do not use analytics, advertising or tracking cookies. Strictly necessary cookies do not require your consent.
You can delete or block cookies in your browser settings, although some parts of the site may then not work properly.
13. Links to other websites
Our website may contain links to third-party websites, plug-ins and services (for example, WhatsApp). We do not control them and are not responsible for their privacy practices. Please read the privacy policy of each website you visit.
14. Your rights
Under the GDPR you have the right to:
- access your personal data and receive a copy;
- rectify inaccurate or incomplete data;
- erase your data where it is no longer needed or processing is unlawful (“right to be forgotten”);
- restrict processing, for example while the accuracy of data is being checked;
- object to processing based on our legitimate interests;
- data portability: receive data you gave us, or have it sent to another controller, in a structured, commonly used and machine-readable format, where processing is based on consent or a contract and carried out by automated means;
- withdraw consent at any time, where processing is based on consent;
- know which recipients have received your data.
How to exercise your rights. Write to katrine@point-of-contact.lv from the email address known to us, send a document signed with a secure electronic signature, or submit a written request in person. To protect your data, we may ask you to confirm your identity before responding.
Response time. We respond within one month of receiving your request. For complex or multiple requests, this may be extended by up to two further months; if so, we will tell you why within the first month.
15. Complaints
If you have concerns about how we handle your personal data, please contact us first so we can try to resolve them. You also have the right to lodge a complaint with the supervisory authority, the Data State Inspectorate of the Republic of Latvia (Datu valsts inspekcija), www.dvi.gov.lv.
16. Children
Our website and services are not intended for children. We do not knowingly collect children’s personal data except where a parent or legal guardian provides it to us for a service they have ordered (for example, translation of a child’s documents or school enrolment assistance).
17. Keeping your data accurate
Please let us know if your personal data changes during our cooperation, so that the information we hold stays accurate.
18. Changes to this policy
We may update this policy from time to time. The current version is always available on our website, with its effective date shown at the top. We encourage you to review it periodically.