Privacy policy

Here we explain in plain words what data Admiral Translation Bureau receives about you, why, who we share it with, how long we keep it and how you can control it.

This policy covers the admiral.com.ua website, your conversations with us in messaging apps and by email, phone calls, and the payment and order tracking pages on admiral.in.ua. How cookies work is described in detail on the Cookies page, and how we provide our services in the Terms of use.

Who we are

Admiral Translation Bureau has been working since 2008. Head office: 41 Pylypchuka St., Khmelnytskyi, Ukraine.

The bureau’s legal entity is ADMIRAL PRIME LLC, EDRPOU code 37602140. The service under a specific order is provided, and the payment received, by ADMIRAL PRIME LLC or by a sole proprietor (FOP) working with the bureau. Which one is stated in the invoice, the contract or on the payment page. At Admiral partner offices in other cities, orders are accepted by our partners: other companies and entrepreneurs. In every case we process your data under the rules on this page.

For questions about personal data, write to info@admiral.com.ua or call +38 (067) 621-23-25.

What data we receive

When you write or call us

• the name you gave, your phone number, email address and username in Telegram, Viber or WhatsApp;
• the text of the conversation and the files you send: photos, scans, documents.

Documents for translation

Documents contain your data and data of other people: names, dates of birth, addresses, document numbers, signatures. Some documents also contain sensitive data, such as health information in medical documents. We use them only for the translation, certification and other services you ask for.

If you send someone else’s document, make sure you have the right to share it: for example, you are their legal representative or they asked you to do it.

When you order a service

• your full name, the spelling of your name in Latin letters (as in your international passport), contact details;
• order details: documents, languages, type of certification, price, deadline, progress;
• payment details: amount, date, the payer’s name and payment reference from the bank statement, order number;
• delivery details for Nova Poshta: recipient’s name, phone number, city and branch or address, waybill number;
• for companies: name, EDRPOU code, company and bank details, name and position of the signatory, contact person.

You pay by card on the LiqPay or PayPal page or in your bank’s app. We do not receive or store your card number, expiry date or CVV code.

On the “Where is my order?” page

You enter the order number and your phone number or email. We check them against the order and show its stage. This page stores nothing in your browser.

When you browse the website

• Server logs: IP address, time, page address, the page you came from, browser and device type.
• The request code and first-visit parameters (see below).
• Browser storage and cookies: the necessary ones always work. Statistics and advertising work only with your consent in the EU, the United Kingdom and Switzerland, and elsewhere until you turn them off. Details on the Cookies page.

Request code

On your first visit, the website creates a random 6-character code, for example K7P4MX. When you write to us using the buttons on the website, the code is already in the message text: “request No. K7P4MX”. With it, we can see which page or ad brought you to the website. The code does not contain your name or phone number, and you can delete it from the message before sending.

Together with the code, your browser remembers first-visit parameters: the page where you started, the website you came from, advertising tags (utm) and ad click identifiers from Google or Meta (gclid, gbraid, wbraid, fbclid), language and time. The website may record the code and these parameters (except fbclid) on our server together with your browser type. We do not store your IP address in this record, only its irreversible fingerprint (hash) to protect against abuse.

Why we use data

No software makes automated decisions about you that have legal effects.

Who we share data with

We share data only in these cases:

• Translators and editors, in-house and freelance. Everyone who works on orders signs a non-disclosure undertaking with us.
• Notaries, when a translation needs notarial certification.
• Sworn translators in other countries, when you need a sworn translation.
• Public authorities and institutions, when you ask us to arrange an apostille, legalisation or to obtain a document: ministries, consulates, civil registry offices, courts, educational institutions.
• Admiral partner offices in other cities, if you bring your documents there.
• Nova Poshta, to deliver documents in Ukraine or abroad.
• Banks and payment services, to accept payments or make refunds: JSC CB PrivatBank, LiqPay (card payments with Visa or Mastercard, including via Apple Pay and Google Pay), PayPal.
• Messaging apps and communication providers: Telegram, Viber, WhatsApp, our email service, SMS providers. Our conversations and notifications go through them, and they process data under their own rules.
• IT service providers: hosting and servers, cloud storage for files and backups, text recognition and automated text processing services, including artificial intelligence services. They process data on our behalf and only for our tasks.
• Google and Meta, for statistics and advertising, as described on the Cookies page.
• Public authorities upon a lawful request, in cases provided by law.

We do not sell your data.

Transfers abroad

Some of the services we use process data outside Ukraine, in particular in the EU and the USA: Google, Meta, PayPal, messaging apps, cloud services. If you order a sworn translation or delivery abroad, the necessary data also goes to the destination country.

If you are in the EU: we work in Ukraine, so your data is processed here and in the services listed above. We transfer it because we cannot fulfil the order you place without it (Article 49 of the General Data Protection Regulation, GDPR).

How long we keep data

• Files from conversations (photos, scans, documents): up to 60 days on our server and up to one year as a copy in cloud storage, after which they are deleted automatically. Files we have attached to an order are kept with the order.
• Conversations, order data and finished translations: as long as needed to fulfil the order, correct an error under the warranty or issue a copy, and as long as the law requires for accounting and tax purposes.
• Original documents are returned to you. While we have them, we keep them in a safe. Paper copies that are no longer needed are destroyed.
• Website visit records (request code, first-visit parameters) and server logs: as long as they are needed to analyse requests and for security.
• Backups of our databases are encrypted and kept for up to 30 days.
• Google Analytics statistics: no longer than 14 months.
• Records in your browser: until you delete them. The website remembers your cookie choice; in the EU, the United Kingdom and Switzerland it asks again after 12 months.

If you ask us to delete your data earlier, we will delete everything the law allows. Payment records needed for accounting must be kept.

How we protect data

The documents and information you give us are your confidential information. We use them only for your order.

• Everyone who works on orders signs a non-disclosure undertaking. On request, we will sign a separate non-disclosure agreement (NDA) for your order.
• We keep files on secure servers and documents in safes, and our offices are guarded round the clock.
• Access to our systems is only through personal staff accounts. Backups are encrypted.
• The website and payment pages use a secure HTTPS connection.

If a data breach threatens your rights, we will inform you and, where the law requires, the relevant authorities.

Your rights

Under the Law of Ukraine “On Personal Data Protection”, you can:

• know what data about you we process, where it comes from, why and who we share it with;
• access your data;
• correct inaccurate data;
• demand that data be changed or destroyed if it is processed unlawfully or is inaccurate;
• object to the processing of your data;
• withdraw your consent at any time and turn off statistics and advertising cookies;
• complain to the Ukrainian Parliament Commissioner for Human Rights (ombudsman.gov.ua) or to a court.

If you are in the EU, the General Data Protection Regulation (GDPR) also gives you the right to restrict processing and to receive your data in a convenient format, and you can complain to the data protection authority of your country.

To exercise a right, write to info@admiral.com.ua. We will reply within 30 days. So that we do not give your data to someone else, we may ask you to confirm it is yours, for example by writing from the same phone number or address.

Children’s data

Our services are ordered by adults. A child’s documents, such as a birth certificate or consent to travel, are sent by a parent or another legal representative.

Changes to this policy

We update this policy when our services or the law change. The date of the current version is at the top of the page.

Contact

Admiral Translation Bureau, ADMIRAL PRIME LLC, EDRPOU code 37602140.
Address: 41 Pylypchuka St., Khmelnytskyi, Ukraine.
Email: info@admiral.com.ua, for companies: corporate@admiral.com.ua.
Phone: +38 (067) 621-23-25 (individuals), +38 (068) 87-87-725 (business).