Privacy, Cookie & Legal Policy

1. Scope, definitions & binding acceptance

This document constitutes the Privacy Policy, Cookie Policy, Terms of Service, and Legal Notice (collectively, the “Policy”) governing the relationship between LINGO M (“we”, “us”, “Agency”) and any natural or legal person using our services (“Client”, “you”).

Definitions: “Services” means translation, certification, proofreading, quote preparation, apostille assistance, and related administrative support. “Documents” means any files, images, text, or materials submitted. “Certified translation” means a translation bearing the stamp and signature of a court-authorised translator registered in North Macedonia. “Order” means a confirmed assignment after written acceptance of a quote.

This Policy applies to all interaction channels: lingom.mk, email, WhatsApp, telephone, post, courier, and in-person. Continued use after publication of an updated Policy constitutes acceptance of the updated version.

2. Court translator legal framework (Republic of North Macedonia)

LINGO M provides services within the statutory framework for court translators (судски преведувачи) under the Ministry of Justice of the Republic of North Macedonia.

• Court translators are appointed by the Minister of Justice and entered in the official Register of Court Translators.
• Certified translations are performed pursuant to the Law on Courts and Court Rules of Procedure (Articles governing court interpreters/translators).
• A certified translation attests to the conformity of the translation with the source document; it does not attest to the authenticity of the underlying document itself unless expressly stated otherwise by a competent authority.
• Inspection of the original or authenticated copy may be mandatory before affixing certification.
• LINGO M and its translators do not provide legal advice, representation before courts, or guarantee outcomes of administrative, immigration, academic, or judicial procedures.

3. Data controller & representatives

Data Controller: LINGO M, translation agency, Skopje, Republic of North Macedonia.

Email: info.lingo@yahoo.com · Phone: +389 71 309 018

Where required by law, the Agency cooperates with the Agency for Personal Data Protection of the Republic of North Macedonia regarding supervision and complaints.

4. Categories of personal data

Depending on the nature of your request, we may process:

• Identification data: name, surname, ID/passport numbers appearing in documents, date of birth, nationality, signature specimens
• Contact data: address, email, telephone, company name, tax/registration numbers
• Special categories: health data, biometric data, criminal records, religious affiliation, or other sensitive data only if contained in documents you submit
• Financial data: billing information, payment references (we do not store full payment card numbers on our servers unless a payment processor provides tokenised data)
• Technical data: IP address, device identifiers, browser, operating system, referral URLs, cookie consent logs
• Communication metadata: timestamps, message headers, call logs related to your order

5. Legal basis for processing

Under the Law on Personal Data Protection of the Republic of North Macedonia, processing is based on one or more of the following:

1. Performance of a contract or pre-contractual steps at your request (quotes, orders)
2. Legal obligation — accounting, tax, anti-fraud, court/archive duties
3. Legitimate interests — service improvement, security, defence of legal claims, internal audits
4. Vital interests — only in exceptional emergency scenarios
5. Consent — where expressly obtained (non-essential cookies, optional marketing if ever introduced)

Where special category data appears in documents, processing is justified by your submission for contractual performance and your explicit implicit consent through submission.

6. Professional secrecy & confidentiality

All employees, contractors, and assigned court translators are bound by strict professional confidentiality equivalent to professional secrecy duties applicable to court translators and translation agencies.

• Information and documents are used solely for the assigned purpose.
• Access is granted on a strict need-to-know basis with authentication controls.
• Unauthorized copying, disclosure, publication, or retention beyond permitted scope is prohibited.
• Confidentiality obligations survive termination of employment, contract, or business relationship without time limitation where law permits.
• Any breach may result in disciplinary action, contract termination, civil claims, and reporting to authorities under the Criminal Code and personal data laws.

7. Document submission & client warranties

The Client represents, warrants, and undertakes that:

• All submitted documents are authentic, lawful, complete, legible, and not forged or altered without disclosure.
• The Client has full legal authority to submit the documents and personal data contained therein.
• Submission does not infringe third-party rights (copyright, privacy, trade secrets, court seals, or confidentiality orders).
• Uploaded files are free of malware, viruses, or malicious code; the Client bears all risk for harmful files.
• Machine-generated or automatic translations submitted as source material are identified as such; we are not liable for errors in client-provided source text.
• The Client will provide clarifications, glossaries, and corrections promptly when requested.

LINGO M may refuse, suspend, or report suspicious submissions without obligation to complete the service or refund fees already earned for work performed.

8. Certification, originals & official validity

• Certification confirms translation accuracy relative to the source presented, not the underlying facts or legal effect of the source document.
• Binding certification may require presentation of the original or notarised copy; failure to provide may delay or prevent certification.
• Certified translations are valid only when bearing the prescribed stamp, signature, and format required by receiving institutions.
• Clients must verify requirements of the target institution (embassy, court, university, employer) before ordering; we are not liable if an institution changes requirements or rejects format.
• Re-certification, re-printing, or amendment due to client error or new requirements may incur additional fees.

9. Quotes, pricing, payment & invoicing

• Website estimates and online forms are non-binding invitations to treat unless expressly confirmed in writing by LINGO M.
• Final price depends on page count, language pair, complexity, certification, urgency, formatting, and courier needs.
• Quotes are valid for 14 calendar days unless otherwise stated; prices may change after expiry.
• Work may commence only after written order confirmation and, where required, advance payment or deposit.
• Invoices are payable in MKD or as agreed; late payment may attract statutory default interest and suspension of delivery.
• The Client bears bank charges, currency conversion costs, and transfer fees unless otherwise agreed.
• Set-off, withholding, or chargeback without prior written dispute resolution is not permitted where prohibited by law.

10. Orders, cancellation, withdrawal & refunds

• Orders are binding upon written confirmation by the Client (email, signed form, or electronic acceptance).
• Consumer statutory withdrawal rights apply only where mandatory law grants them and only for distance contracts not yet fully performed with express consent; certified urgent translations may be exempt.
• Refunds, if any, are limited to demonstrable overpayment or total failure to deliver attributable solely to LINGO M.
• No refund for rejection by third parties (embassy, court, employer), client change of mind, or incorrect specifications provided by the Client.
• Deposits are non-refundable after translator assignment or within 24 hours of confirmed express orders.

11. Delivery, acceptance & complaints

• Delivery may be digital (PDF), physical (stamped print), or both as agreed.
• Client must inspect deliverables immediately upon receipt.
• Any alleged error must be reported in writing within 7 calendar days of delivery with specific references; failure constitutes deemed acceptance.
• Remedies are limited to correction of verified translation errors at no extra charge; no liability for consequential damages.
• Repeated unfounded complaints may result in refusal of future services.

12. Cookies & similar technologies

We use essential cookies/local storage only for: (a) language preference; (b) cookie consent record; (c) basic session stability. We do not deploy advertising, profiling, or cross-site tracking cookies.

Analytics or marketing cookies, if introduced in future, will require separate opt-in consent. You may manage cookies via browser settings; blocking essential cookies may impair functionality.

13. Retention, security & data breaches

Retention: Data retained for contract performance, legal/accounting/archival periods under NM law (typically minimum periods prescribed for business records), and limitation periods for potential claims. Court-related files may be archived longer where professional practice or law requires.

Security: We implement access controls, secure storage, password policies, and limited personnel access. No method is 100% secure; transmission over the internet is at Client's risk.

Breaches: Where legally required, we will notify the Agency for Personal Data Protection and affected individuals without undue delay, subject to investigation and law enforcement constraints.

14. Data subject rights & complaints

You may request access, rectification, erasure, restriction, portability (where technically feasible), and object to processing based on legitimate interests. Requests to info.lingo@yahoo.com with identity verification.

Rights may be refused or limited where data must be retained for legal claims, court certification records, tax law, or freedom of expression/ information balance. You may lodge a complaint with the Agency for Personal Data Protection, Skopje, Republic of North Macedonia.

15. International clients & cross-border processing

Clients outside North Macedonia acknowledge that:

• Services are performed and data primarily processed in North Macedonia.
• NM law governs certification format and translator authority.
• Cross-border transfer of document data occurs based on contractual necessity and Client instruction.
• The Client is responsible for compliance with laws of their home country regarding export of data or documents.
• No guarantee that foreign authorities accept NM certified translations unless that acceptance is known at order time.

16. Client obligations & prohibited conduct

The Client shall not:

• Submit false identity information or impersonate others
• Use services for fraud, money laundering, sanctions evasion, or illegal immigration assistance
• Harass staff or translators; record conversations without consent where law requires consent
• Reverse-engineer, scrape, or automate abuse of lingom.mk
• Publish translations or stamps in misleading context suggesting Agency endorsement of content truth
• Demand unlawful speed that compromises quality or certification requirements

Violation entitles immediate termination, retention of fees, and referral to authorities.

17. AML, sanctions & unlawful content

LINGO M reserves the right to decline services where required by anti-money laundering, counter-terrorist financing, sanctions lists, or reasonable suspicion of unlawful purpose. We may request identity verification for high-value or unusual orders. Cooperation with law enforcement and courts is mandatory where law requires.

18. Third-party & institutional acceptance

We are not liable for rejection, delay, request for additional documents, or policy changes by third parties, including those arising after delivery of a correct certified translation.

19. Apostille, legalisation & nostrification

Where we assist with apostille, notarisation, legalisation, or nostrification-related translations, such services are ancillary. We do not guarantee timelines of ministries, notaries, or foreign ministries. Additional third-party fees apply. Rejection by foreign authorities is not grounds for refund of translation fees already performed.

20. Intellectual property & translations

• Website content, logos, trade dress, and marketing materials are exclusive property of LINGO M.
• Clients retain rights in their source documents; Clients warrant they may lawfully provide them.
• Unless otherwise agreed in writing, delivered translations are licensed for the Client's stated purpose only; reproduction, resale, public distribution, or database inclusion requires written consent.
• Unauthorized use of our certification stamp, letterhead, or translator credentials is a criminal and civil offence.

21. Website & information disclaimer

lingom.mk and all materials are provided “AS IS” and “AS AVAILABLE” without warranties of any kind, express or implied, including accuracy, completeness, fitness for purpose, non-infringement, or uninterrupted availability. Information about languages, prices, and timelines is indicative only.

22. Limitation of liability

Aggregate liability for any claim relating to a specific Order shall not exceed the total fees paid by the Client for that Order, except where mandatory law prohibits such limitation (e.g., intentional harm or gross negligence where non-excludable).

LINGO M is not liable for delays or failures caused by Client, third parties, postal/courier services, internet outages, hardware failure, pandemics, government action, or force majeure.

23. Indemnification & hold harmless

The Client agrees to indemnify, defend, and hold harmless LINGO M and its personnel from any claims, damages, losses, penalties, costs, and expenses (including reasonable legal fees) arising from:

• Client's breach of this Policy or warranties
• Unlawful, infringing, or misleading documents submitted by Client
• Third-party claims relating to content Client provided
• Client's misuse of delivered translations or certification marks
• Client's violation of data protection law regarding third-party data in documents

This indemnity survives termination of the business relationship.

24. Force majeure

Neither party is liable for failure or delay due to events beyond reasonable control, including natural disasters, war, terrorism, civil unrest, strikes, epidemic/pandemic, government orders, power or internet failures, supplier collapse, or court/registry closures. Obligations are suspended for the duration; LINGO M may cancel and refund only unearned prepaid amounts at its discretion.

25. Insurance & professional liability

Any professional indemnity or liability insurance maintained by LINGO M is for its own benefit and does not create third-party rights or increase liability caps stated herein. Clients are encouraged to maintain their own insurance for critical matters (immigration, litigation, commercial transactions).

26. Governing law, jurisdiction & disputes

This Policy and all Services are governed exclusively by the laws of the Republic of North Macedonia, without regard to conflict-of-law rules that would apply another jurisdiction.

Exclusive venue for all disputes lies with the competent courts in Skopje, Republic of North Macedonia, unless mandatory consumer protection rules require otherwise for qualifying consumers resident in the EU/EEA or NM.

Before litigation, parties shall attempt good-faith written resolution within 30 days. LINGO M may record communications for dispute resolution where lawful.

Claims must be brought within one (1) year from the date the Client knew or should have known of the alleged breach, to the extent permitted by law; otherwise they are time-barred.

27. General provisions & survival

• Entire agreement: This Policy, together with written order confirmations, constitutes the entire agreement regarding website use and standard services, superseding prior oral statements.
• Severability: If any clause is invalid, the remainder remains in force; invalid clauses are replaced by lawful equivalents closest to intent.
• No waiver: Failure to enforce any right is not a waiver of future enforcement.
• Assignment: Client may not assign rights without written consent; LINGO M may assign to successors or affiliates.
• Subcontractors: LINGO M may engage registered court translators and technical processors as required.
• Survival: Clauses on confidentiality, liability limits, indemnity, IP, governing law, and disputes survive termination.
• Amendments: We may update this Policy; material changes will be published on lingom.mk with updated date.
• Language: In case of inconsistency between translations of this Policy, the Macedonian version prevails for matters governed by NM law.

28. Contact & formal notices

Formal notices and data requests: info.lingo@yahoo.com (subject: “Legal Notice” or “Data Request”).

Phone: +389 71 309 018 · Business hours: Mon–Fri 08:00–16:00 (Europe/Skopje).

Notices deemed received on next business day if sent by email during business hours, or upon delivery if sent by registered post to last known Client address.