This is a local draft of 14 October 2026, not the final text. Before publication the operator must add the full legal name, legal form, legal address, INN and OGRN or OGRNIP, and must confirm where the data are processed and whether Roskomnadzor has been notified.
Policy on the processing of personal data
Draft date: 14 October 2026.
General provisions
This Policy explains how personal data are processed on this website. It is prepared for the WESTERN translation bureau in Saint Petersburg under Russian law, above all Federal Law No. 152-FZ of 27 July 2006 on personal data, including the amendments published as of 26 July 2026, and Federal Law No. 149-FZ of 27 July 2006 on information, information technologies and the protection of information.
The Russian text is the source version. The other language versions carry the same information. If the versions differ, the Russian text applies to relations in the Russian Federation.
The Policy does not replace consent to the processing of personal data and is not a translation contract. Where consent is required, it is given separately from other information and documents.
Information about the personal-data operator
The operator is the WESTERN translation bureau, which receives requests in Saint Petersburg. The website publishes the office addresses ул. Уточкина, дом 1, корпус 1 and пр. Просвещения, дом 34. Telephone: 911 18 79. These are shown as office addresses; a separately confirmed legal address is not given in this version.
The full legal name, legal form, legal address, INN and OGRN or OGRNIP are not stated in the website materials. Until those details are added, this document cannot be treated as the operator’s final policy.
The website is prepared for the addresses razmestimka.com and western.spb.ru. Public DNS records do not by themselves confirm the country or data centre where uploaded files are processed.
Questions about personal data can be sent by the telephone number above or through the envelope icon in the contacts section. A separate address only for those requests has not yet been appointed.
Which personal data are processed
The translation request form accepts the following information:
- name;
- email address;
- telephone number, if one is given;
- source language and target language, if they are chosen;
- message text;
- up to five files in PDF, DOC, DOCX, JPG or PNG.
To protect the form, the server uses the IP address only to calculate a cryptographic hash and limit how often requests may be sent. That address is not placed in the email. The server also checks the site address from which the form was sent, a hidden field against automated submissions, and the time when the form was opened.
The browser stores two localStorage values: western-v7-lang for the code of the open language page and western-v7-direction-view for the layout of the subject list. This version does not set its own cookies and does not connect advertising or analytics counters.
An uploaded document may contain passport details, information about health, family or professional life, and data about other people. Health information and the other information listed in Article 10 of Law No. 152-FZ belong to a special category.
Purposes of processing
Information from the form is processed in order to:
- receive and review a translation request;
- reply by the stated email address or by telephone;
- understand the languages and the amount of work;
- read the attached documents for that request;
- limit automated and overly frequent submissions.
This information is not used for advertising mailings. The form does not ask for separate marketing consent.
Legal grounds for processing
For the name, email, telephone, languages and request text, the grounds are the person’s consent and the review of a message that the person sends on their own initiative and that may precede a translation contract. This corresponds to items 1 and 5 of part 1 of Article 6 of Law No. 152-FZ.
Consent on the website is given by a separate tick in the form. It must be freely given, specific, informed, conscious and unambiguous. Since 24 June 2025, Article 9 of Law No. 152-FZ also requires consent to be formalised separately from other information and documents that the person confirms. The tick in the form concerns only the processing of personal data.
Special categories, including health information, and biometric personal data cannot be processed on the basis of that tick alone. For special categories, Article 10 usually requires consent in writing with the details listed in part 4 of Article 9. The website does not create that written form.
A document that contains special categories, biometric data or information about another person should not be attached until there is a separate lawful ground. Sending a file does not replace written consent.
Procedure and conditions of processing
Processing may include collection, recording, organisation, accumulation, storage, updating, retrieval, use, transmission to the bureau’s mailboxes, blocking and deletion.
The information is not sold and is not published on the website. It is handled by bureau staff who need it for the request and by the technical services through which the message or the temporary file passes.
Recording, organisation, accumulation, storage, updating and retrieval of personal data of citizens of the Russian Federation using databases outside the Russian Federation are not allowed, except for the cases in part 5 of Article 18 of Law No. 152-FZ. Consent and a contract are not among those cases. A temporary upload file and the copy attached to the message fall under this question if the website server or the mail server is outside Russia. The location of those servers is not confirmed for this version, so the Policy does not state it as an established fact.
Processing of translation requests
The form sends the information to the website’s server handler. A request is accepted when a name and a valid email address are given, consent is ticked, and a text or a file is added.
The source language and the target language may be left blank. If they are chosen, the server receives a technical language code, and the email contains the Russian name of the language from the price list.
The message is sent to two bureau mailboxes: info@western.spb.ru and westernbyuro@yandex.ru. The technical sender is info@western.spb.ru. The address the visitor enters in the form is placed only in the reply field and is not used as the SMTP sender. Those addresses are set in the server configuration. If the message is not sent, the website does not report success. The local installation does not send mail until the operator separately allows sending.
Processing of uploaded documents
No more than five files may be attached. One file may not exceed 8 MB, and all files together may not exceed 12 MB. PDF, DOC, DOCX, JPG and PNG are accepted. The server checks the extension and signs of the file type.
The file is needed so that the bureau can see the text or image and reply to the request. The content of the document is intended for that work and not for publication on the website.
After the check, the file is kept temporarily in the server’s system directory for temporary files and is attached to the email. After the attempt to send, the temporary file is deleted from the server. The same happens if the request is rejected before sending.
Deleting the temporary file does not delete the attachment from the recipients’ mailboxes. The message and the attachment remain there until the bureau deletes them while handling the request. This version of the website does not set an automatic period for deleting emails.
During a local test, the server may store a service record of the request without the file contents. That mode does not publish documents and does not replace email delivery on the working website.
Transmission to service providers
The operator has confirmed that the mailbox info@western.spb.ru is served by REG.RU and that sending is prepared through the server mail.hosting.reg.ru, port 465, with implicit TLS and certificate verification. The second mailbox, westernbyuro@yandex.ru, is on Yandex Mail. Both mailboxes receive the request text and the attachments. The server name does not confirm the country or the data centre of the processing.
The website materials contain no processing mandate with REG.RU or Yandex and no confirmation of whether they process the data on the operator’s instructions or as independent operators of the mail service. That must be established before publication.
The public delegation of western.spb.ru points to the hosting.reg.ru name servers. The domain razmestimka.com is delegated to other name servers. Those records do not by themselves confirm the country in which uploaded documents are processed.
No other providers of personal-data processing are named in this version, because their list has not been confirmed.
Storage and deletion of personal data
Temporary upload files are deleted after the attempt to send or when a request is refused. Copies attached to emails are not deleted by that step.
The hash used to limit frequency, and the timestamps of attempts, are stored in the server’s temporary directory. In the implemented count, attempts are kept for one hour. The IP address itself is not written into that record.
Emails are kept while they are needed for the reply and for the record of the request. The operator has not yet approved an exact retention period. The Policy therefore names no number of days and does not promise automatic deletion of emails.
When the purpose is achieved, consent is withdrawn and no other lawful ground remains, or the data are unnecessary, inaccurate or unlawfully obtained, the bureau blocks or deletes them under Law No. 152-FZ. Deletion from a mailbox is done by the bureau, not by a button on the website.
Protection of personal data
This version of the website already checks the address of the page, limits how often requests may be sent, uses a hidden field against automated submission, checks the pause before sending, limits file type and size, hides technical errors from the visitor, and keeps the mail configuration outside the public website folder.
These measures are not a conclusion that the data are secure, and they do not prevent the mail service from accessing the content of a message. A harm assessment, a threat model and the security level under Article 19 of Law No. 152-FZ are not set out in the website materials and must be approved separately by the operator.
Staff must not pass documents on beyond what the request requires. An order appointing the person responsible for organising the processing of personal data is not published in this version. For a legal entity, Article 18.1 of Law No. 152-FZ requires such a person to be appointed.
Rights of personal-data subjects
A person may obtain confirmation of processing, the legal grounds, the purposes, the data concerned, the periods, information about transmission and about the operator’s measures, and may demand that data be corrected, blocked or destroyed if they are incomplete, outdated, inaccurate, unlawfully obtained or unnecessary for the stated purpose.
Under Article 14 of Law No. 152-FZ, the operator provides the information within ten working days. The period may be extended by no more than five working days if a reasoned notice is sent to the person. The same information may be requested again no earlier than thirty days later, unless the first answer was incomplete.
Consent may be withdrawn. If another ground in items 2–11 of part 1 of Article 6 of Law No. 152-FZ remains, processing may continue within that ground. Withdrawal does not by itself erase an email that has already been sent: the bureau considers the request and deletes the data unless the law requires them to be kept.
How to raise a personal-data question
A request can be made by telephone on 911 18 79, through the envelope icon in the contacts section, or in writing at one of the published office addresses: ул. Уточкина, дом 1, корпус 1 or пр. Просвещения, дом 34.
It is useful to state the name, email, date of the request and what is asked: access, correction, blocking, deletion or withdrawal of consent. For a formal request, Article 14 of Law No. 152-FZ requires the number of the principal identity document, its date of issue, the issuing authority, and information confirming the relationship with the operator.
The name and contacts of the person responsible for organising the processing of personal data are not given in this version. If the operator is a legal entity, those details must be added before publication.
Cross-border transfer of personal data
The bureau does not state that personal data are deliberately transferred to a foreign state. Yandex Mail and the REG.RU service are not described in the available materials as foreign recipients, but the contract and the place of processing on their servers are not confirmed.
If recording or storage in fact takes place outside the Russian Federation, that is a cross-border transfer. Before it begins, Article 12 of Law No. 152-FZ requires a separate notice to the authorised body. No such notice is recorded in the website materials.
Language versions of the website, and the possibility that a client is abroad, do not by themselves create a cross-border transfer and do not mean that a foreign data-protection law applies.
Regulation (EU) 2016/679 is not declared applicable here. Whether the offer of services is directed at people in the European Economic Area must be assessed separately by the operator. The Policy asserts neither that the Regulation applies nor that it does not apply.
Changes to this Policy
The operator changes the Policy if the processing, the recipients or the law change. The new version is published on this page in every language of the website.
The date at the beginning belongs to the draft. After the legal details are added and checked, the operator replaces it with the date of the final version.