Initial Consultation: This phase involves understanding the specific needs and requirements of the business. It includes discussions about the scope of the project, customization needs, and integration with existing systems.
Setup and Configuration: Once the requirements are clear, the software is set up and configured according to the business's specifications. This includes setting up user accounts, configuring translation settings, and integrating with other software tools if necessary.
Customization: DeepL Pro can be customized to fit specific business needs. This may involve tailoring the translation models to industry-specific terminology, adjusting the user interface, and setting up custom workflows.
Testing: Before going live, the software undergoes thorough testing to ensure it meets the business's requirements and functions correctly. This phase may involve user acceptance testing (UAT) to gather feedback and make necessary adjustments.
Training: Comprehensive training is provided to ensure that users are comfortable with the software. This includes onboarding sessions, access to documentation, and ongoing support.
Go-Live: After successful testing and training, the software is deployed for use. This phase includes monitoring to ensure a smooth transition and addressing any issues that arise.
Ongoing Support and Maintenance: Post-implementation, DeepL Pro offers ongoing support and maintenance to ensure the software continues to function optimally and to address any new requirements or issues.
Customisation
Glossaries: Businesses can create custom glossaries to standardize industry-specific terminology, ensuring consistent translations across the organization.
Formal/Informal Tone: Users can choose between formal and informal tones for translations, which is useful for different types of communication, such as internal emails or public advertisements.
API Integration: DeepL Pro provides an API that can be integrated into a company's existing software and platforms, allowing for seamless translation within their own systems.
CAT Tools: DeepL Pro can be integrated into Computer-Assisted Translation (CAT) tools, which are commonly used by professional translators and localization teams.
Document Translation: The software supports the translation of entire documents, including PDF, Word, PowerPoint, and HTML files, while preserving the original formatting.
Team Administration: Features like Single Sign-On (SSO) and centralized user management make it easier to administer and control access for large teams
Additional Costs
Subscription Plans: DeepL Pro offers different subscription plans for individuals, teams, and developers. The cost depends on the volume of translations and the level of integration needed.
Setup Fees: Businesses may incur costs related to the initial configuration and integration of the API.
Maintenance Charges: Ongoing maintenance is typically included in the subscription fee, but specific details are not provided.
Support Charges: The level of customer support may vary by plan, with higher-tier plans likely offering more comprehensive support options.
Training
Onboarding Sessions: Initial training sessions to help users get started with the software.
Documentation: Access to detailed user manuals and online resources to assist with setup and usage.
Customer Support: Ongoing support through various channels such as email, phone, and live chat. The level of support may depend on the subscription plan.
Team Administration: Tools for managing users and access, which can simplify the onboarding process for large teams.
Security Measures
Encryption: All data transferred between DeepL Pro subscribers and DeepL infrastructure is encrypted using state-of-the-art Transport Layer Security (TLS) encryption. The cipher suites used are regularly reviewed and updated to ensure they remain secure.
Data Storage: Texts and documents submitted by DeepL Pro users are not stored on persistent storage. Instead, they are temporarily stored in RAM and deleted immediately after the translation process is completed. This ensures that no data is retained beyond the necessary processing time.
Data Centers: DeepL's servers are operated in ISO 27001-certified data centers in Finland. These data centers are audited regularly and are protected by the highest physical security measures. Only selected DeepL employees with operational tasks have access to these servers.
Penetration Testing: DeepL conducts regular penetration testing with the help of external specialists to assess the security of its infrastructure and applications. Findings from these tests are tracked and resolved by DeepL’s compliance team.
Redundancy and Failover Mechanisms: DeepL Pro services are designed with redundancy and automatic failover mechanisms to ensure high availability and reliability. This setup helps maintain a measured uptime of 99.92% over the last 12 months.
Data Processing Agreements: For users handling personal data, DeepL offers the option to enter into a data processing agreement to ensure compliance with data protection regulations.
Updates
Regular Updates: DeepL Pro frequently releases updates to its software. These updates can include new features, improvements to existing functionalities, and security enhancements. For example, recent updates have included support for new file types like Excel and increased file size limits for document translations.
Automated Processes: Updates are managed through automated processes to ensure that they are deployed efficiently and with minimal impact on users. This means that users typically do not need to take any action to receive updates, as they are applied automatically.
Communication of Updates: DeepL keeps its users informed about updates through various channels. This includes email notifications, release notes, and blog posts. Users can stay up-to-date with the latest developments by following these communications.
User Feedback: DeepL actively seeks feedback from its users to continually refine and improve its services. This feedback is used to guide the development of new features and enhancements, ensuring that the updates meet the needs of the users.
Security Enhancements: Updates often include security enhancements to protect user data and ensure compliance with industry standards. DeepL operates with strict adherence to GDPR requirements and is ISO 27001 certified, ensuring that all updates maintain high security standards.
Data Ownership and Portability
Data Ownership: Users retain ownership of the texts and documents they submit for translation. DeepL does not use these texts for training its models or any other purposes beyond the immediate translation task.
Data Portability: DeepL provides options for data export, allowing businesses to transfer their data if they choose to switch providers. This ensures that users can maintain control over their data and move it as needed.
Data Deletion: All texts and documents submitted by DeepL Pro users are deleted immediately after the translation process is completed, ensuring that no data is stored permanently.
Scaling Up / Down
License Adjustments: Users can adjust the number of licenses based on their needs. This flexibility allows businesses to scale their usage up or down without being locked into a fixed number of licenses.
API Usage: For businesses using the DeepL API, the subscription plan can be adjusted to accommodate higher or lower volumes of translation requests. This ensures that companies only pay for what they use.
Subscription Plans: DeepL Pro offers various subscription plans tailored to different user needs, from individual users to large enterprises. These plans can be upgraded or downgraded as required.
The terms & conditions for contract renewal and cancellation
Renewal Terms: Contracts are typically set to renew automatically at the end of the subscription period unless the user opts out. Users are notified in advance of the renewal date and can choose to cancel or modify their subscription before it renews.
Cancellation Policy: Users have the right to withdraw from the contract within 14 days of the conclusion without giving any reason. If services have already begun during this period, users must pay for the portion of services provided up to the point of cancellation.
Refunds: Upon cancellation within the withdrawal period, DeepL will reimburse all payments received, including delivery costs, without undue delay and no later than 14 days from the day of receiving the cancellation notice. The reimbursement will be made using the same payment method used for the initial transaction.
Notice Period: For cancellations outside the withdrawal period, users must provide notice as specified in their contract terms. This may involve a notice period before the end of the current subscription term to avoid automatic renewal.
Compliance
GDPR Compliance: As a company based in Germany, DeepL operates in strict adherence to the General Data Protection Regulation (GDPR), ensuring that user data is handled with the highest standards of privacy and security.
ISO 27001 Certification: DeepL's data centers and operations are ISO 27001 certified, which is an international standard for information security management. This certification demonstrates DeepL's commitment to maintaining robust security practices.
Data Encryption: All data transferred between users and DeepL's servers is encrypted using Transport Layer Security (TLS), ensuring that data is protected during transmission.
Data Deletion: DeepL guarantees that all texts and documents submitted for translation are deleted immediately after the translation process is completed, ensuring that no data is stored beyond the necessary processing time.
