Last Updated: October 14, 2025
1. Introduction
Welcome to ExtraTrans Beijing Company Ltd 北京东方雅高信息服务有限公司 (“we,” “our,” or “us”). We are committed to protecting your privacy and handling your personal data with transparency and security. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website ExtraTrans.com (the “Site”) and use our translation and localization services (collectively, the “Services”).
Please read this policy carefully. By accessing our Site and using our Services, you consent to the practices described in this policy.
2. Information We Collect
We collect several types of information to provide and improve our Services.
A. Personal Information You Provide Voluntarily:
- Contact Information: When you request a quote, contact us via a form, or sign up for our newsletter, we may collect your name, email address, phone number, company name, and job title.
- Project Information: When you submit a document for translation, we collect the file and any specific instructions you provide. The content of your documents may contain personal data.
- Billing Information: If you make a payment, we collect necessary billing details, such as your billing address and payment information. Note that we use a secure third-party payment processor, and we do not store your full credit card details on our servers.
- Correspondence: Any communication you have with us via email, phone, or chat.
B. Information Collected Automatically:
- Technical Data: When you visit our Site, we automatically collect information such as your IP address, browser type, operating system, referring URLs, and device information.
- Usage Data: We collect information about your interaction with our Site, such as the pages you visit, the time and date of your visits, and the links you click. This data is collected using cookies and similar tracking technologies.
C. Information from Third Parties:
We may receive information about you from other sources, such as business partners, marketing agencies, or publicly available materials, which we may combine with the information we already hold.
3. How We Use Your Information
We use the information we collect for the following purposes:
- To Provide and Manage Services: To deliver your translation projects, process your payments, and communicate with you about your projects.
- To Communicate with You: To respond to your inquiries, send you project updates, and provide customer support.
- For Marketing Purposes: With your consent where required by law, to send you newsletters, marketing communications, and information about our services that we believe may interest you. You can opt-out of these communications at any time.
- To Improve Our Site and Services: To analyze how our Site is used, troubleshoot technical problems, and improve user experience.
- For Security and Legal Compliance: To protect the security of our Site and Services, prevent fraud, and comply with applicable laws, regulations, or legal processes.
4. Legal Basis for Processing (For EEA/UK Users)
If you are located in the European Economic Area (EEA) or the UK, we process your personal data based on the following legal grounds:
- Performance of a Contract: To fulfill our obligations under a translation service agreement with you.
- Legitimate Interests: For our legitimate business interests, such as marketing, improving our services, and ensuring security, provided these interests are not overridden by your rights.
- Consent: Where we have obtained your clear, explicit consent, for example, to send you certain types of marketing communications.
- Legal Obligation: To comply with our legal and regulatory obligations.
5. How We Share Your Information
We value your trust and do not sell, trade, or rent your personal information to third parties. We may share your information in the following limited circumstances:
- With Translators and Editors: Your source documents and related materials are shared with our carefully vetted network of professional translators and editors solely for the purpose of completing your translation project. All our linguists are bound by strict confidentiality agreements.
- With Service Providers: We share information with trusted third-party vendors who assist us in operating our website, conducting our business, and providing services to you (e.g., cloud storage, project management software, payment processing, email delivery). These parties are obligated to keep your information confidential.
- For Legal Reasons: We may disclose information if required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
- Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred to the new owners.
6. Data Security
We implement appropriate technical and organizational security measures designed to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include encryption, secure socket layer (SSL) technology, and access controls. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee its absolute security.
7. International Data Transfers
As a translation agency, your data may be processed by our translators or servers located in countries outside your country of residence, which may have different data protection laws. When we transfer your data internationally, we will ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission, to protect your data in accordance with this Privacy Policy and applicable law.
8. Data Retention
We will retain your personal information only for as long as is necessary for the purposes set out in this policy, or as required to comply with our legal obligations, resolve disputes, and enforce our agreements. We typically retain project-related data for a period of [e.g., 7 years] for legal, accounting, and quality assurance purposes.
9. Your Data Protection Rights
Depending on your location, you may have the following rights regarding your personal data:
- The right to access – You can request copies of your personal data.
- The right to rectification – You can request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
- The right to erasure – You can request that we erase your personal data, under certain conditions.
- The right to restrict processing – You can request that we restrict the processing of your personal data, under certain conditions.
- The right to object to processing – You can object to our processing of your personal data, under certain conditions.
- The right to data portability – You can request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
- The right to withdraw consent – Where we rely on your consent, you can withdraw it at any time.
To exercise any of these rights, please contact us using the details provided at the end of this policy.
10. Cookies and Tracking Technologies
Our Site uses cookies and similar tracking technologies to enhance your browsing experience, analyze site traffic, and for advertising purposes. You can set your browser to refuse all or some browser cookies, but this may impair the functionality of the Site. For more information, please see our [Link to Your Cookie Policy].
11. Children’s Privacy
Our Services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal data, please contact us, and we will take steps to delete that information.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date. We encourage you to review this Privacy Policy periodically for any changes.
13. Contact Us
If you have any questions about this Privacy Policy or our data practices, or if you wish to exercise your data protection rights, please contact us at:
ExtraTrans Beijing Company Ltd 北京东方雅高信息服务有限公司
北京市朝阳区南郎家园18号楼恋日国际公寓1210室（邮编100022）
Room 1210, Sun Thirsty Building, #18 Building, Nanlang Jiayuan, Chaoyang District, Beijing 100022, China
services@extratrans.com
+86 15611039483