GDPR & Data Protection

01 Our GDPR commitment

Translation Services UK is committed to protecting personal data and handling client documents responsibly. We process personal information lawfully, fairly and transparently, and we only use personal data for clear business purposes connected with enquiries, quotes, translation, localization, interpreting, certification, customer support, legal compliance and service improvement.

We recognise that many of the documents sent to us for translation may contain personal, confidential or sensitive information. We therefore apply confidentiality, access control and secure handling procedures throughout the project lifecycle.

02 Our role under data protection law

In most cases, Translation Services UK acts as a data controller for the personal information we collect directly from clients, website visitors, suppliers and contacts. This includes information used to respond to enquiries, prepare quotes, manage orders, issue invoices, process payments and maintain business records.

In some circumstances, we may act as a data processor where a business client instructs us to translate, review, localize, transcribe or otherwise process documents containing personal data on their behalf. In those cases, we process the data only in accordance with the client’s instructions and any agreed data processing terms.

03 Data we process

The personal data we process depends on how you interact with us and the type of service requested. It may include:

• Contact details — such as your name, email address, telephone number, company name and enquiry details.
• Project information — including language pairs, deadlines, service instructions, order history and correspondence.
• Documents and source materials — files submitted for translation, localization, transcription, interpreting preparation, certification or quotation.
• Billing and transaction data — such as invoice details, payment status and accounting records. We do not store full card numbers on our systems.
• Website and technical data — such as IP address, browser information, device details, cookies and website usage data.

04 Lawful bases for processing

We only process personal data where we have a lawful basis to do so under UK GDPR. The main lawful bases we rely on are:

Where we rely on legitimate interests, we consider your rights and freedoms and only proceed where our interests are not overridden by your data protection rights.

05 Special category and sensitive data

Some documents sent to us may contain special category data or sensitive information. This may include health information, immigration records, legal documents, family records, identity documents, financial information, criminal record checks or details about children or vulnerable individuals.

We process this information only where necessary to provide the requested service, where you have supplied the information to us for that purpose, where processing is required for legal claims or legal obligations, or where another lawful condition applies. We do not use sensitive document content for unrelated purposes.

06 Document confidentiality

Confidentiality is a core part of our service. Documents sent to us are used only for quoting, project management, translation, review, certification, delivery and related support.

• Access to client files is limited to authorised staff, project managers, linguists, revisers and service providers who need access to complete the work.
• Linguists and suppliers working with us are required to follow confidentiality obligations.
• We do not sell client documents or personal data.
• We do not use client documents to train publicly available artificial intelligence models.
• Where a client requests deletion after completion, we will delete project files where no legal, accounting or dispute-related reason requires continued retention.

07 Working with linguists and suppliers

To deliver translation, localization, interpreting and related language services, we may share relevant project materials with qualified linguists, editors, interpreters, project staff and trusted service providers.

We only share the information needed for the relevant assignment. Where suppliers process personal data on our behalf, we require them to protect it appropriately, keep it confidential and use it only for the purpose of providing the agreed service.

08 International data transfers

Translation and localization work may involve linguists or suppliers based outside the United Kingdom. Where personal data is transferred internationally, we take steps to ensure that appropriate safeguards are in place.

These safeguards may include using suppliers in countries recognised as providing adequate protection, applying the UK International Data Transfer Agreement, using appropriate contractual protections, limiting access to what is necessary, and applying confidentiality and security measures suitable for the project.

09 Retention and deletion

We keep personal data only for as long as necessary for the purposes for which it was collected, including project delivery, support, legal compliance, accounting, dispute handling and business administration.

• Enquiries — normally retained for up to 12 months where they do not lead to an order.
• Project files — retained for the period needed to complete and support the project, then securely deleted or anonymised when no longer required.
• Accounting and transaction records — normally retained for at least 6 years to meet UK tax and accounting requirements.
• Marketing preferences — retained until you unsubscribe, withdraw consent or ask us to stop contacting you.

You may request deletion of your personal data or project files. We will comply where possible, subject to any legal, contractual, accounting or legitimate business reason that requires us to keep certain information.

10 Security measures

We use appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, misuse, alteration or disclosure. These measures may include:

• secure file handling and controlled access to project materials;
• confidentiality obligations for staff, linguists and suppliers;
• password protection, account access controls and secure systems;
• encrypted data transmission where appropriate;
• internal processes for managing data protection requests and security concerns; and
• regular review of data handling practices.

No method of electronic storage or transmission is completely risk-free, but we take data protection seriously and work to reduce risk through practical safeguards.

11 Your GDPR rights

Under UK GDPR, you have rights over your personal data. These include the right to:

• be informed about how your personal data is used;
• request access to the personal data we hold about you;
• request correction of inaccurate or incomplete personal data;
• request deletion of your personal data in certain circumstances;
• request restriction of processing in certain circumstances;
• object to processing based on legitimate interests or direct marketing;
• request data portability where applicable; and
• withdraw consent at any time where processing is based on consent.

To exercise your rights, contact us using the details below. We may need to verify your identity before responding. We aim to respond within one month, although complex requests may take longer where permitted by law.

12 Contact and complaints

If you have any questions about this GDPR statement, our Privacy Policy or how we handle your personal data, please contact us.