Privacy & Cookies Policy

Who we are

This is the privacy and cookies policy for translationsuk.com, a website owned and operated by EKO 4 Translations UK Ltd, a company incorporated in England and Wales with registered number 16913593 and its registered office at 169 Blackmoorfoot Road, Crosland Moor, Huddersfield.

For the purposes of the UK GDPR and the Data Protection Act 2018, the data controller is EKO 4 Translations UK Ltd. You can reach us about anything in this policy at info@translationsuk.com.

This policy covers personal data you share with us through this website, by email, by telephone, or through our online ordering system. It applies whether you are a customer, someone asking for a quote, or a translator applying to work with us.

What we collect

In running this website and providing translation services we may collect and process:

• Contact details you give us – your name, email address, telephone number and, where a hard copy is being posted to you, a postal address.
• The documents and files you send us for quotation or translation. These often contain personal data, and sometimes special category data such as health information in a medical record. We treat every file as confidential.
• Order and payment information – what you ordered, the languages, the price and the delivery date. Card payments are handled by our payment provider; we do not store full card numbers.
• Correspondence – emails, form submissions and notes of telephone calls, so that whoever picks your enquiry up next knows what has already been said.
• Application details, if you apply to translate for us – your languages, accreditation, experience, rates and payment address.
• Technical and usage data – IP address, browser type, pages visited and similar information collected through cookies. See cookies below.

Why we use it, and our lawful basis

The UK GDPR requires us to have a lawful basis for everything we do with your personal data. Ours are:

• To perform a contract with you – preparing a quote, translating and certifying your documents, delivering them, taking payment and dealing with corrections.
• To comply with a legal obligation – keeping accounting and tax records, and responding to a lawful request from an authority.
• For our legitimate interests – running and securing the website, keeping records of what was translated and by whom so that a query about an old translation can still be answered, preventing fraud, and assessing translator applications.
• With your consent – non-essential cookies, and any marketing email you have asked to receive. You can withdraw consent at any time, and withdrawing it does not affect anything done beforehand.

Cookies

Cookies are small files stored by your browser. We use them to keep the site working, to remember choices such as your cookie preferences, and to understand in aggregate how the site is used so we can improve it.

Essential cookies are needed for the site to function and cannot be switched off. Everything else – analytics and any embedded third-party content, such as a map – is set only if you agree, through the banner shown on your first visit. You can change your mind at any time using your browser settings, and every browser lets you refuse cookies altogether. Refusing them may stop parts of the site working.

Some third-party content, such as embedded maps, may set its own cookies over which we have no control. Their own policies apply to those.

Who we share it with

We do not sell your personal data, and we do not pass it to anyone for their own marketing. We share it only where it is necessary to do the work or where the law requires it:

• Our translators and proofreaders, who are bound by confidentiality and see only what their part of the project requires.
• Service providers acting on our instructions – website hosting, email, payment processing, and where a document needs it, a solicitor, notary or the FCDO for legalisation. They act as processors and may not use your data for their own purposes.
• An authority or professional adviser where we are legally required to disclose, or where disclosure is needed to establish or defend a legal claim.
• A buyer, if the business or its assets are ever sold, in which case your data would pass to them subject to this policy.

Where your data is stored, and transfers out of the UK

Data is held on secure servers, and transmission of order information is encrypted.

Some of the linguists who work on our projects are based outside the United Kingdom, so your data may be transferred to and processed in another country. Where that happens we rely on the safeguards the UK GDPR requires – an adequacy decision covering the country in question, or contractual protections such as the International Data Transfer Agreement.

No transmission over the internet is completely secure. Where you hold a password for any part of this site, keeping it confidential is your responsibility.

How long we keep it

We keep your data only as long as we need it:

• Enquiries and quotes that do not become orders – up to 12 months.
• Completed orders and the translations themselves – long enough to honour our accuracy guarantee, to reissue a certified translation if an authority queries it, and to meet the accounting retention periods the law sets, which for tax records is six years.
• Translator applications – held against the language pairs they cover until you ask us to remove them.

When data is no longer needed it is deleted or anonymised.

Your rights

Under the UK GDPR you have the right to:

• Be informed about how your data is used – which is what this policy is for.
• Access a copy of the personal data we hold about you.
• Rectification – to have inaccurate data corrected.
• Erasure – to have data deleted, where we have no overriding reason to keep it.
• Restrict processing in certain circumstances.
• Data portability – to receive data you gave us in a portable format.
• Object to processing carried out on the basis of our legitimate interests, and to object to direct marketing at any time.
• Withdraw consent at any time, where consent is the basis we rely on.

To exercise any of these, email info@translationsuk.com. We will respond within one month. There is normally no charge.

Links to other websites

This website contains links to sites we do not control. We are not responsible for their content or their privacy practices, and this policy does not apply to them. Read their own policies before giving them personal data.

Changes to this policy

We may update this policy from time to time. The version published here is the one that applies, and the date it was last reviewed is shown at the top of the page.

Contacting us, and complaining

Questions, requests and complaints about this policy or about how we handle your data should go to info@translationsuk.com, or by post to:

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection, at ico.org.uk or on 0303 123 1113. We would rather you came to us first, so we can put it right.