Privacy Policy

Last updated: 18 May 2026

This Privacy Policy applies to the websites nachtigal-services.com and urkunden-uebersetzung24.de, as well as to all contact, inquiry and communication options offered through these websites.

Controller

The controller responsible for data processing on these websites is:

Peter Nachtigal
Margaretenstr. 9
45665 Recklinghausen
Germany
Email: info@nachtigal-services.com
Phone: +49 1573 32 032 75

A Data Protection Officer has not been appointed, as there is no legal obligation to do so.

Overview of Processing Activities

In connection with our websites and services, we may process the following categories of personal data:

• master data, such as name and customer details
• contact data, such as email address, telephone number and postal address
• content data, such as messages, inquiries, submitted documents and their contents
• contract and order data, such as requested service, language combination, deadlines and billing details
• usage data, such as visited pages, access times and technical usage information
• metadata, communication data and procedural data, such as IP addresses, timestamps and communication histories
• log data, in particular server log files

Data subjects may include visitors to our websites, prospective customers, customers, communication partners and persons whose data is contained in submitted documents.

Processing is carried out in particular for the following purposes:

• provision of the websites
• handling of contact and service inquiries
• performance of translation and other service orders
• communication with prospective customers and customers
• preparation of offers and invoices
• compliance with statutory retention and documentation obligations
• IT security and prevention of misuse
• organization and administration of our business processes

Legal Bases for Processing

We process personal data on the basis of the General Data Protection Regulation, in particular on the following legal bases:

Art. 6(1)(a) GDPR — Consent

Where you give us your consent, we process personal data on the basis of that consent. You may withdraw your consent at any time with effect for the future.

Art. 6(1)(b) GDPR — Performance of a Contract and Pre-Contractual Measures

We process personal data where this is necessary for the performance of pre-contractual measures, for handling your inquiry or for the performance of a contract.

Art. 6(1)(c) GDPR — Legal Obligation

We process personal data where this is necessary to comply with legal obligations, in particular tax, commercial or other statutory retention and documentation obligations.

Art. 6(1)(f) GDPR — Legitimate Interests

We process personal data where this is necessary to protect our legitimate interests or the interests of third parties, provided that the interests, fundamental rights and freedoms of the data subject do not override those interests. Legitimate interests include, in particular, the secure provision of our websites, the handling of inquiries, the documentation of business processes, IT security and the establishment, exercise or defense of legal claims.

Website Provision and Web Hosting

When you access our websites, personal data is processed that is technically necessary to display the websites and to ensure their stability and security. This may include in particular:

• IP address
• date and time of access
• pages and files accessed
• amount of data transferred
• notification of successful access
• browser type and browser version
• operating system used
• referrer URL
• requesting provider

This data is processed in particular in server log files. Processing is carried out on the basis of Art. 6(1)(f) GDPR. Our legitimate interest lies in the secure, stable and functional provision of our websites and in the prevention of misuse and attacks.

Our websites are hosted by the following hosting provider:

INSERT HOSTING PROVIDER HERE

The hosting provider processes personal data on our behalf insofar as this is necessary for the operation and provision of the websites. Where legally required, we have concluded a data processing agreement with the hosting provider pursuant to Art. 28 GDPR.

Server log files are generally stored for no longer than 30 days and are then deleted or anonymized. Longer storage may take place if this is necessary to investigate security incidents, prevent misuse or preserve evidence.

SSL/TLS Encryption

Our websites use SSL/TLS encryption for security reasons. You can usually recognize an encrypted connection by the fact that the browser address line begins with “https://”.

Despite technical security measures, data transmission over the internet may involve security risks. If you wish to send us particularly confidential documents, you may contact us to agree on a suitable transmission method.

Cookies and Similar Technologies

Our websites may use cookies or similar technologies. Cookies are small text files that are stored on the user’s device or enable access to information stored on the device.

The use of cookies and similar technologies is carried out in accordance with the German Telecommunications Digital Services Data Protection Act (TDDDG) and the GDPR.

Technically necessary cookies or similar technologies are used on the basis of Section 25(2) TDDDG, insofar as they are necessary to provide the website expressly requested by you or to ensure the technical security and functionality of the websites.

Where we use cookies or similar technologies that are not technically necessary, in particular for analytics, marketing or tracking purposes, this is done only with your prior consent pursuant to Section 25(1) TDDDG in conjunction with Art. 6(1)(a) GDPR.

You can configure your browser settings to block or delete cookies. However, disabling technically necessary cookies may restrict the functionality of the websites.

If a cookie or consent banner is used on our websites, you can manage and withdraw your consent there.

Contact and Inquiry Management

If you contact us by email, telephone, contact form or by any other means, we process the personal data you provide in order to handle your inquiry and communicate with you.

This may include in particular:

• name
• email address
• telephone number
• postal address
• content of your message
• time of contact
• any other information provided by you

Where your inquiry relates to the conclusion or performance of a contract, processing is carried out on the basis of Art. 6(1)(b) GDPR. In all other cases, processing is carried out on the basis of our legitimate interest in handling and responding to inquiries pursuant to Art. 6(1)(f) GDPR.

Translation Inquiries and Submitted Documents

If you contact us with an inquiry regarding translation services or submit documents to us, we process the personal data provided by you for the purpose of reviewing, handling and carrying out your inquiry or order.

This may include in particular:

• name and contact details
• information about the requested scope of services
• requested language combinations
• deadlines and delivery preferences
• billing and payment data
• contents of submitted documents
• communication histories
• order-related notes and additional information

The submitted documents may include, in particular, certificates, official records, diplomas, register extracts, powers of attorney, court or authority documents and other documents. These documents may contain personal data, in particular:

• names
• addresses
• dates of birth
• places of birth
• nationalities
• marital status
• information on education, profession or qualifications
• official file numbers or register details
• information relating to court or administrative proceedings
• other document-related information

Processing is carried out for the purpose of pre-contractual measures and contract performance on the basis of Art. 6(1)(b) GDPR.

Where processing is necessary to comply with statutory retention, documentation, tax or cooperation obligations, it is carried out on the basis of Art. 6(1)(c) GDPR.

Where we store or process data for the establishment, exercise or defense of legal claims, this is carried out on the basis of Art. 6(1)(f) GDPR.

Your data will only be disclosed where this is necessary to handle your inquiry, perform the order, communicate with you, issue invoices, process payments or comply with legal obligations.

Special Categories of Personal Data

In individual cases, submitted documents may contain special categories of personal data within the meaning of Art. 9 GDPR, such as health data, information on religious affiliation or similarly sensitive information.

We do not specifically request such data; however, it may be included in the documents submitted by you. Processing takes place only insofar as it is necessary for handling your inquiry or performing the translation order, or where you voluntarily provide the data to us.

Where required, we rely on Art. 9(2)(a) GDPR if you have given explicit consent, or on Art. 9(2)(f) GDPR where processing is necessary for the establishment, exercise or defense of legal claims.

Email Communication

If you communicate with us by email, we process the personal data contained in the email for the purpose of handling your inquiry and communicating with you.

Please note that email communication may involve security risks despite transport encryption. Please send particularly confidential documents by email only if you agree to this method of transmission. Upon request, we can agree on an alternative transmission method.

Payment and Invoice Data

If an order is placed, we process the data required for billing. This may include in particular name, address, invoice details, service data, payment information and tax-relevant information.

Processing is carried out for contract performance pursuant to Art. 6(1)(b) GDPR and to comply with legal obligations pursuant to Art. 6(1)(c) GDPR.

Invoice and accounting documents are stored in accordance with statutory retention obligations.

Recipients of Personal Data

Personal data is only disclosed where there is a legal basis for doing so or where this is necessary to handle your inquiry or perform an order.

Recipients of personal data may include in particular:

• hosting providers
• IT and technical service providers
• email and communication service providers
• payment and banking service providers
• tax advisors or accounting service providers
• authorities, courts or other public bodies, where there is a legal obligation
• other service providers, where they are necessary for the provision of services

Where service providers process personal data on our behalf, we conclude data processing agreements with them pursuant to Art. 28 GDPR, where required.

International Data Transfers

Personal data is transferred to countries outside the European Union or the European Economic Area only where this is necessary for the performance of our services, where there is a legal permission, where you have given your consent, or where an adequate level of data protection is ensured.

Where personal data is transferred to third countries, this is done in particular on the basis of an adequacy decision by the European Commission, appropriate safeguards pursuant to Art. 46 GDPR or an exception pursuant to Art. 49 GDPR.

Storage Period and Deletion

We store personal data only for as long as this is necessary for the respective processing purposes or for as long as statutory retention periods apply.

Submitted documents and order-related communication content are stored only for as long as this is necessary to handle the inquiry, perform the order, issue invoices and comply with statutory retention and documentation obligations.

Where there are no statutory retention obligations and no legitimate reasons for further storage, personal data will be deleted or restricted.

In particular, the following statutory retention periods may apply:

• 10 years for accounting records, invoices and tax-relevant documents
• 6 years for received and sent business and commercial correspondence and other tax-relevant business documents
• 3 years for data that may be necessary to examine, assert or defend possible claims, in accordance with the regular statutory limitation period

Data that must be retained due to statutory obligations will be processed only for those purposes.

Rights of Data Subjects

Subject to the statutory requirements, you have the following rights:

Right of Access pursuant to Art. 15 GDPR

You may request information as to whether and which personal data we process about you.

Right to Rectification pursuant to Art. 16 GDPR

You may request the correction of inaccurate personal data or the completion of incomplete personal data.

Right to Erasure pursuant to Art. 17 GDPR

You may request the deletion of your personal data, provided that no statutory retention obligations or other legal grounds prevent deletion.

Right to Restriction of Processing pursuant to Art. 18 GDPR

Under certain conditions, you may request the restriction of the processing of your personal data.

Right to Data Portability pursuant to Art. 20 GDPR

You may request that we provide you with personal data that you have provided to us in a structured, commonly used and machine-readable format.

Right to Object pursuant to Art. 21 GDPR

You may object to the processing of personal data where processing is based on Art. 6(1)(e) or Art. 6(1)(f) GDPR. This applies in particular where grounds arise from your particular situation.

Where personal data is processed for direct marketing purposes, you may object to such processing at any time.

Right to Withdraw Consent

You may withdraw consent that you have given at any time with effect for the future. The lawfulness of processing carried out before the withdrawal remains unaffected.

Right to Lodge a Complaint with a Supervisory Authority

You have the right to lodge a complaint with a data protection supervisory authority if you believe that the processing of your personal data violates data protection law.

The competent supervisory authority for our registered office in North Rhine-Westphalia is:

Landesbeauftragte für Datenschutz und Informationsfreiheit Nordrhein-Westfalen
Kavalleriestraße 2–4
40213 Düsseldorf
Germany
Phone: +49 211 38424-0
Email: poststelle@ldi.nrw.de
Website: www.ldi.nrw.de

No Automated Decision-Making

We do not use automated decision-making, including profiling, within the meaning of Art. 22 GDPR.

Changes to this Privacy Policy

We reserve the right to amend this Privacy Policy if the legal situation, our websites, our services or the nature of data processing changes.

Please check the current version of this Privacy Policy regularly.