Privacy Policy

Sauti Language Solutions LLC (“Sauti,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and safeguard information when you visit our website or interact with us through our contact forms and interpreter application forms.

This policy applies to sautilanguagesolutions.com and covers data collected through the website only. It does not govern Protected Health Information (PHI) that may be disclosed to our interpreters or staff in the course of delivering interpretation or translation services under a signed client services agreement. Handling of PHI in that context is governed separately by HIPAA and by a Business Associate Agreement (BAA) executed directly with the requesting healthcare client.

1. Information We Collect

We collect personal data that you voluntarily provide to us through our website forms. This includes:

• Contact Form Data: Name, email address, phone number, company or organization name, message content, and service interest.
• Interpreter Application Data: Full name, email address, phone/WhatsApp number, primary language pair, service type, years of experience, current location, past platform experience, preferred payment method, resume/CV uploads, and any additional information you choose to provide.
• Uploaded Files: Documents such as resumes, CVs, sample translations, or rate card requests submitted through file upload features.
• Technical Data: IP address, browser type, device information, and pages visited, collected automatically through standard server logs and cookies (see Section 5).

2. How We Collect Your Data

• Directly from you when you fill out and submit forms on our website.
• Directly from you when you upload files through our website.
• Automatically through cookies and standard web server logs when you browse our site.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To respond to inquiries submitted through our contact form.
• To evaluate interpreter and translator applications.
• To communicate with you about services, opportunities, or updates.
• To improve our website, services, and user experience.
• To comply with legal obligations and enforce our agreements.
• To analyze website traffic and usage patterns (via analytics cookies, when implemented).

4. Legal Basis for Processing

We process your personal data based on the following legal grounds:

• Consent: You have given us explicit permission to process your data by submitting a form.
• Legitimate Interests: Processing is necessary for our legitimate business interests, such as evaluating vendor partnerships or interpreter candidates, provided those interests are not overridden by your rights.
• Contractual Necessity: Processing is necessary to take steps at your request prior to entering into a contract (e.g., reviewing your application or service inquiry).

5. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your browsing experience and analyze website traffic. The categories of cookies we use include:

• Necessary / Functional Cookies: Essential for the website to function properly. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our website by collecting and reporting information anonymously. We plan to implement Google Analytics or similar tools.

We do not currently use advertising or marketing cookies. If we add them in the future, we will update this policy and request your consent where required by law.

6. Data Sharing and Third Parties

We do not sell your personal data. We may share your data with the following categories of service providers who assist us in operating our business:

• Analytics providers (e.g., Google Analytics, once implemented).
• Email and form-handling services that power our contact and application form backend.
• Cloud storage and hosting providers where uploaded files and website data are stored.
• Payment processors (e.g., PayPal, Payoneer, Wise) for interpreter compensation, only when you are engaged as a contractor.

All third-party service providers are contractually bound to process your data only for the purposes we specify and to maintain appropriate security measures.

7. International Data Transfers

Sauti Language Solutions LLC is a U.S.-registered company with operations in Nairobi, Kenya. Data collected from website visitors may be processed, stored, or accessed in the United States, Kenya, or other jurisdictions where our service providers operate.

When we transfer personal data internationally, we implement reasonable safeguards to protect your data, including contractual protections and adherence to applicable data protection standards. If you are located in the European Economic Area (EEA), the United Kingdom, or other jurisdictions with data transfer requirements, we rely on appropriate transfer mechanisms such as Standard Contractual Clauses (SCCs) where necessary.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including:

• Contact form submissions: retained for the duration needed to respond to your inquiry and maintain business records.
• Interpreter applications: retained for the duration of the evaluation process and, if accepted, for the duration of the contractor relationship plus any legally required retention period.
• Uploaded files: retained as long as necessary for the stated purpose, then securely deleted or anonymized.

When data is no longer needed, we securely delete or anonymize it in accordance with our internal data management procedures.

9. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete data.
• Deletion: Request that we delete your personal data, subject to legal retention requirements.
• Restriction: Request that we limit the processing of your data.
• Objection: Object to our processing of your data based on legitimate interests.
• Portability: Request that we transfer your data to another controller, where technically feasible.

To exercise any of these rights, please contact us at Info@sautilanguagesolutions.com. We will respond within a reasonable timeframe and in accordance with applicable law.

10. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure server hosting with encrypted connections (SSL/TLS).
• Access controls limiting who can view personal data within our organization.
• Regular review of our data handling practices.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your data, we cannot guarantee absolute security.

11. Children's Privacy

Our website and services are not directed at individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a minor, please contact us immediately and we will take steps to delete such information.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. We will post the updated policy on this page with a revised effective date. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Sauti Language Solutions LLC
30 N Gould St Ste R, Sheridan, WY 82801
Operations: Nairobi, Kenya
Email: Info@sautilanguagesolutions.com
Phone: +1 (402) 828-6530