Privacy Policy
Last updated: October 14, 2026
Chiwara Language Solutions (“Chiwara”, “we”) provides remote African-language interpretation. This policy explains what information we collect through chiwaralanguages.com, how we use it, and the choices you have. Questions: info@chiwaralanguages.com or (302) 797-1080.
Please don’t send us patient information
Our website forms and booking system are designed so that no patient information is needed. Please don’t include patient names, dates of birth, medical record numbers, diagnoses or other health details in a request. Use your organization’s own reference number instead. Interpreters hear what they need during the session itself, and they’re bound by confidentiality agreements.
What we collect
- Organizations requesting an interpreter: organization name and type, contact name, role, email and phone, the language and type of session needed, timing, and any notes you add.
- Interpreter applicants: name, email, phone, city and country, country of origin (optional), work authorization and other eligibility answers, languages, experience, training, certifications, availability, pay expectation (optional), whether we may text you, an optional resume, and your answers to the application questions.
- Optional self-identification: if you choose to answer the voluntary race/ethnicity, gender, veteran or disability questions on the application, the answers are stored separately, without your name (only the month), are never seen by anyone reviewing applications, and are used only as anonymous totals.
- Interpreters on our roster: account details, the languages we’ve approved, availability status and usual hours, assignments, minutes worked, pay and earnings, onboarding checklist dates, training quiz results and signed attestations, your W-9 or W-8BEN tax form (stored encrypted and only viewable by Chiwara’s owners), and session feedback.
- Client portal users: name, email, phone, organization, the bookings you make and your usage. Pay-as-you-go customers: card payments are handled by Stripe — we never see or store your full card number, only the card brand, last four digits and expiry, and a record of each charge.
- Urgent calls we arrange: which language was requested, which interpreter we connected and how long the session lasted. Interpreters and clients talk on their own phones, and we don’t record calls.
- Security logs: logins, failed logins and key actions in our systems, with the IP address used.
How we use it
To respond to requests and schedule interpreters; to review applications and onboard interpreters; to send confirmations, reminders and assignment offers by email or text message; to pay interpreters and invoice clients; to ask clients for feedback and maintain quality; to keep our systems secure; and to meet legal and contractual obligations. We don’t sell personal information or use it for advertising.
Who we share it with
Only service providers that help us run Chiwara, and only what they need: our web host (Hostinger), our email provider, our text-message provider (Telnyx) when we send text alerts, and our payment processor (Stripe) for pay-as-you-go card payments. Interpreters see the details of assignments they’re offered or accept (never your billing details). We may disclose information if required by law.
How long we keep it
- Applications we don’t move forward with, and any resume attached, are deleted automatically after 12 months.
- Interpreter, client, scheduling and billing records are kept while we work together and afterwards for as long as needed for tax, accounting and legal purposes.
- Security logs are kept for 2 years.
- Tax forms (W-9) are kept for at least 4 years after the last year we report payments to you, as tax rules require.
How we protect it
Encrypted connections (HTTPS), password-protected and role-restricted access, two-factor login for our staff, private storage that isn’t reachable from the web, and an activity log of access and changes. No system is perfectly secure, so we keep only what we need.
Cookies
The public website doesn’t use advertising or tracking cookies. The interpreter portal and our staff system use a single essential cookie to keep you logged in.
Your choices
You can ask to see, correct or delete the information we hold about you, or withdraw an application, by emailing info@chiwaralanguages.com. Some records may need to be kept for legal reasons; we’ll tell you if so.
Changes
If we change this policy we’ll update the date at the top of this page.