Privacy Policy
Last Updated: January 21, 2025
Overview
Welcome to Tolkapp ("we," "our," or "us"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, and safeguard your data when you use our document scanning and translation application.
1. Information We Collect
1.1 Account Information
- Email address
- Password (securely encrypted)
- Marketing preferences (if you opt in)
1.2 Document Data
- Documents you upload for scanning and translation
- Translated text
- Audio files generated through text-to-speech
2. How We Use Your Information
2.1 Core Services
We use your information to:
- Provide document scanning services
- Translate your documents
- Generate text-to-speech audio
- Maintain and improve our services
- Authenticate your account
- Communicate with you about your account or our services
2.2 Marketing Communications
With your explicit consent, we may:
- Send newsletters about new features and updates
- Share promotional offers and discounts
- Inform you about relevant services
You can opt in or out of marketing communications at any time through:
- Your account settings
- Unsubscribe links in our emails
- Contacting our support team
2.3 Service Improvement
With your explicit consent, we may use anonymized data to:
- Improve translation accuracy
- Enhance scanning quality
- Optimize text-to-speech functionality
3. Privacy by Design
3.1 Data Anonymization
We implement privacy-by-design principles through:
- Automatic anonymization of all documents before processing
- Removal of personal identifiers before AI processing
- Built-in privacy controls at every processing stage
- Data minimization by default
3.2 Document Scans Processing
Before any document is processed by our AI partners (OpenAI, Gemini):
- Personal information is automatically detected and removed
- Names, addresses, and other identifiers are redacted
- Only the necessary content for translation is retained
- Data is encrypted during transmission using TLS
- Stored data is encrypted using industry-standard protocols
3.4 Storage Location
- All data is stored on secure servers located within the European Union
- We use Microsoft Azure, which maintains ISO 27001 certification
4. Data Sharing and Third-Party Services
4.1 Service Providers
We work with the following trusted partners:
- Microsoft Azure: For secure hosting and OCR services
- OpenAI and Gemini: For translation and text-to-speech services
All partners have signed Data Processing Agreements ensuring GDPR compliance.
4.2 Legal Requirements
We may disclose your information if required by law or in response to valid requests from public authorities.
5. Your Privacy Rights
Under GDPR, you have the right to:
- Access your personal data
- Correct inaccurate personal data
- Request deletion of your personal data
- Export your data in a portable format
- Withdraw consent for optional data processing
- Object to certain data processing activities
- Opt out of marketing communications at any time
6. Data Retention
- Account information is retained while your account is active
- Uploaded documents are retained only as long as necessary to provide services
- You can delete your data at any time through the app
- Upon account deletion, all associated data is permanently removed
7. Children's Privacy
Our services are not intended for users under 16 years of age. We do not knowingly collect personal information from children under 16.
8. Changes to This Policy
We may update this Privacy Policy periodically.
9. Contact Information
If you have questions about this Privacy Policy or our privacy practices, please contact our Data Protection Officer:
Email: antonio@tolkapp.com
Address: Tolkapp, Haparandadam 7-1C, 1013 AK Amsterdam, The Netherlands
11. Cookie Policy
Our website may use essential cookies for functionality.
Acceptance of Terms
By creating an account and using Tolkapp, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.