Version: 2026-11-03. Effective date: 4 November 2026.
1. Who handles your information
PT Indo Lingua Translocalize operates Translation.co.id and handles enquiries and accepted language-service orders. Our address is Jl. Gaharu 8 No.4, Cilandak Barat, Cilandak, Jakarta Selatan, DKI Jakarta 12430, Indonesia.
For privacy questions or requests, contact Harry Hermawan at penerjemah@penerjemah-id.com with the subject “Privacy request — Translation.co.id”. This notice covers this website and our service communications. Other websites and external platforms may have their own notices.
We determine how information is used to manage our enquiries, orders and business records. Where an organisation engages us to process documents on its instructions, the applicable responsibilities and instructions must also be agreed for that engagement.
2. Information we handle
For an enquiry or order, we may handle your name, contact details, correspondence, language pair, intended use, recipient requirements, documents, deadline, delivery instructions and payment references. Source documents and translations may contain information about other people, including children or sensitive personal information. Website infrastructure may record IP addresses, request times, browser information and security events.
Please describe the job without unnecessary sensitive details first. Use the agreed channel to send documents and ensure you are authorised to provide information about other people. We may ask for further instructions or permission where needed, including for children's information. Do not send passwords or full payment-card credentials.
3. Purposes and legal bases
We use information to respond to enquiries, prepare quotations, perform accepted work, review quality, arrange agreed delivery, administer payments, address complaints and protect our systems. Each use must have an applicable legal basis. A contract with the person placing an order does not automatically authorise every use of information about someone else.
For a person entering a contract with us, relevant processing may be needed to take the steps they request before that contract or to perform it. Legal recordkeeping obligations apply to covered financial records. Where consent is needed, we request it for the stated purpose. Security, representative contact details and organisation-supplied documents require assessment of the relevant basis and safeguards for that activity. Reading this notice is not blanket consent to unrelated processing or marketing.
4. People and services involved
Access to customer documents is limited to our administrators and translators assigned to the work. We do not engage freelance translators. The services below are used for the stated tasks; naming a locally operated tool does not mean its vendor receives document content.
- Google Workspace: Gmail, Google Drive and Google Docs
- Company email, document storage and document work
- Trados running locally
- Translation work and related translation memories and glossaries
- Dropbox
- Storage of translation memories and glossaries, separated by customer and not reused for another customer's orders
- Hostinger/Niagahoster hosting
- Website delivery and technical administration, including request and security records
- WhatsApp Business
- Messages and files you exchange with us through WhatsApp
- Bank Mandiri
- Payments and associated transaction records; translation documents are not part of the stated payment purpose
- The courier agreed for your order
- Recipient name, address and telephone number, and the physical documents entrusted for delivery
The order confirmation identifies the courier/service before dispatch when physical delivery is required. We may also disclose information where legally required. An unrelated disclosure or use must be assessed separately.
Cloud and communication services may involve processing outside Indonesia. The applicable locations, contractual protections and transfer conditions depend on the services and account arrangements. We do not claim that all copies remain in Indonesia. Ask our privacy contact about the arrangements relevant to your order before sending documents subject to special restrictions.
5. AI and translation tools
We do not submit customer-document content to generative AI or machine-translation tools, including Gemini, for translation, drafting or review. Our workflow uses the services listed above and locally operated Trados. Translation memories and glossaries remain separated by customer; they are not used to fulfil another customer's orders.
Some website illustrations are AI-generated. This does not authorise using customer documents for public illustrations. The customer-document rule is distinct from automated security and infrastructure functions operated by service providers.
6. Retention and deletion
- Enquiries that do not become orders
- No more than 12 months from the last communication
- Source documents, delivered translations and correspondence for completed orders
- Two years from completion of the order, subject to applicable rights and documented legal exceptions
- Translation memories and glossaries
- Kept separately for each customer and subject to the retention rule for the related order records. Deletion can be requested through our privacy contact. The optional reprint archive does not extend their retention
- Final translations retained in an optional reprint archive
- Only if you expressly choose this option, we retain the final translation beyond the normal two-year period for future reprint requests, until you ask us to delete it, subject to applicable rights and documented legal exceptions
- Invoices and transaction records
- Kept separately for applicable accounting and tax obligations; records covered by the Indonesian statutory bookkeeping rule require 10-year retention
- Security logs, deleted-file recovery, version history and backups
- These technical records follow service-specific retention rather than the two-year customer-order rule. We have not established a single retention period covering these copies. Removing an active file does not mean that every recovery copy is immediately erased; see the deletion process below
The reprint archive is optional and limited to the final translation. We record your choice separately from acceptance of the order; silence or accepting these Terms is not a choice to keep a reprint archive. Without that choice, the normal two-year retention period applies to the final translation. You may withdraw the choice and request deletion through our privacy contact. This option does not extend retention of source documents, correspondence, translation memories or glossaries, and it does not authorise use for another customer’s work, marketing or AI. Keeping a final translation does not guarantee that a future reprint meets a receiving institution’s requirements; any reprint request remains subject to confirmation of availability, scope and charges.
Administrators remove active working copies when the applicable retention period ends, record completion without retaining document contents in the deletion record, and document any legal hold with its reason, scope and review date. Correspondence covering several orders must be separated so another order's records are not removed accidentally.
Removing an active file is not a promise of immediate erasure from version history, every synchronised device or every provider backup. We check those copies when handling deletion requests and explain any information that must be retained and why. A restored backup must not return records already due for deletion to ordinary use.
7. Cookies and external links
Our launch policy excludes optional analytics and advertising trackers. Website functions, cookies and similar browser storage are described in the Cookie Policy. Introducing optional tracking requires a separate review and any choices required before it operates.
WhatsApp and map links lead to external services with their own practices. The website does not send a WhatsApp message for you. An enquiry does not constitute consent to unrelated marketing.
8. Security and incidents
We limit access to the staff assigned to the work. No internet service can promise absolute security. Please report suspected personal-data incidents to Harry Hermawan at penerjemah@penerjemah-id.com. We assess incidents, take response steps and make notifications required by applicable law. Our ordinary acknowledgement target does not postpone incident action or a statutory deadline.
9. Your requests
Contact Harry Hermawan to ask about your information or request applicable access, correction, deletion, restriction, a copy or withdrawal of consent. Rights and exceptions depend on the processing and applicable law. We may request proportionate identity verification; please do not send unnecessary identity documents initially.
Where processing relies on consent, identify the relevant order or enquiry and the processing you want to stop. We explain any effect on unfinished work and any separate reason for keeping particular records. Withdrawal is not automatically a refund decision, and cancellation charges must not obstruct an applicable privacy right.
Our administration team acknowledges privacy requests within 1 working day. For this target, working days are Monday to Friday, excluding Indonesian national holidays and collective leave, using Jakarta time (WIB). This target does not extend legal deadlines. If unresolved, ask for escalation to Harry Hermawan at the same email address.
10. Changes
We update the effective date when this notice changes and explain material changes where appropriate. An update does not retrospectively authorise an unrelated use of previously collected information.