Privacy Policy — Website Enquiries

1. Who is responsible for your enquiry?

Smart Language Service is responsible for handling the business enquiries described in this notice.

Address: Room 2906, Evergrande Oasis, Changsha, Hunan, China
Privacy contact: info@smartlangservice.com
Website: https://smartlangservice.com/

This notice explains how our Request a Quote form handles your information. It does not describe every other website feature, analytics tool, newsletter, recruitment portal or client project. Those activities require their own applicable information and, where necessary, additional privacy notices.

2. Information you provide

The form requires your name, email address, company or organization, requested service and project brief. You may also provide languages or collection locations, estimated volume, target date, budget and a public reference link. We record a submission reference, submission time and administrative follow-up and notification status.

Required fields help us understand and respond to your request. If you do not wish to use the form, you can contact info@smartlangservice.com instead.

Please provide only information needed to describe your business requirement. Do not include passwords, identification documents, patient records, confidential customer data, participant recordings or other sensitive personal information. The form does not accept file attachments. If project materials are needed later, an appropriate transfer method and any required confidentiality and data-processing terms should be agreed separately.

3. How the information is used

We use your enquiry to review your requirements, assess feasibility, prepare or discuss a quotation, reply to you and manage the follow-up. We also use limited technical information to protect the form against fraudulent or excessive submissions and to avoid duplicate records.

Submitting this form does not subscribe you to a newsletter or enroll you in marketing campaigns through the enquiry plugin. The plugin does not send an automatic email reply to visitors. It does not make automated pricing or project-acceptance decisions.

Where applicable law requires a legal basis, responding to a request may involve steps taken at your request before entering a contract. Form security and business-contact handling may involve legitimate interests where that basis is available and appropriate. These purposes are separate from any optional marketing activity.

4. Storage and access

Accepted enquiries are stored in our WordPress database. An email notification containing the enquiry details is sent to our business enquiry mailbox, info@smartlangservice.com, through our configured email service. Your email address is used as the reply-to address so that our team can respond.

Enquiry records are not published as website content. Authorized administrators can access and manage them. Hosting, database and email service providers may process information as needed to operate these systems. We may also need to disclose information where required by applicable law. A public reference link is saved as text; the enquiry plugin does not automatically retrieve its contents.

5. Essential form cookie and security information

The enquiry form uses a necessary session cookie named sls_enquiry_ followed by the site’s numeric identifier. It contains a random session identifier and security values, not your project brief or email address, and expires after approximately eight hours. It helps protect submissions against cross-site forgery and duplicate requests. Blocking this cookie may prevent the form from working; email remains an alternative contact method.

The plugin uses keyed hashes derived from the session identifier and the connecting IP address for submission-rate limits. These are pseudonymized security identifiers, not a claim that the information is anonymous. Rate-limit entries stop being valid within approximately two hours and are removed by scheduled cleanup. Actual deletion may occur later if a scheduled task is delayed.

These descriptions apply to the enquiry plugin. They do not mean that other website components set no cookies or collect no technical information.

6. Retention

The enquiry plugin is configured with a 90-day database retention period. Records older than that period are eligible for scheduled deletion. Cleanup runs in batches and depends on WordPress scheduled tasks operating correctly, so deletion is not guaranteed at an exact time. Disabling the plugin stops its scheduled cleanup and does not erase existing records.

Deleting a form record does not delete copies already present in mailboxes, mail-service logs or hosting backups. Those copies have separate retention and deletion arrangements. Information used for an ongoing project, contract, accounting record or dispute may also need a different retention period and an applicable additional notice. Please contact us if you have a question about retention or wish to request deletion.

7. Your requests and choices

Depending on the law applicable to you, you may have rights to request access, correction or deletion of your personal information, or to object to or restrict certain processing. Other rights, such as portability or withdrawal of consent, may apply in relevant circumstances. These rights are subject to applicable conditions and exceptions.

To make a request, email info@smartlangservice.com with enough information for us to identify your enquiry, such as its reference number. We may need proportionate verification before releasing or changing records. You may also have the right to raise a concern with the relevant data-protection authority.

8. Freelancers and project participants

This business enquiry form is separate from freelancer applications. To apply as a freelancer, use https://smartlangservice.cloud/ and consult the privacy information provided for that portal. Providing actual project or participant data is outside the scope of this initial enquiry form and should be covered by the appropriate project arrangements.

9. Updates and contact

We may update this notice when the enquiry process changes. Questions about the handling of your enquiry can be sent to info@smartlangservice.com or to the address above.