Privacy Policy

1. Who We Are

Localmind Translation Agency provides professional translation, localisation, proofreading and interpreting services from the United Kingdom.

For personal information that we collect directly for our own business purposes, Localmind Translation acts as the data controller.

In some translation projects, a client may provide us with documents or other material containing personal information about third parties. In these circumstances, we may act as a data processor on behalf of the client, depending on the nature of the project and our contractual relationship.

2. Information We May Collect

The personal information we collect depends on how you interact with us and which services you use.

Contact and identity information

• Name and surname
• Company or organisation name
• Job title
• Email address
• Telephone number
• Postal or business address, where relevant

Enquiry and quotation information

• Information submitted through our contact forms
• Details about the service you require
• Language combinations
• Project requirements and deadlines
• Correspondence between you and Localmind Translation

Translation and project materials

When providing language services, you may send us documents, files, audio, images or other materials. Depending on the nature of those materials, they may contain personal information such as:

• Names and contact details
• Identification information
• Employment or education information
• Financial information
• Legal or contractual information
• Medical or health-related information
• Information relating to other individuals
• Other information contained within documents submitted for translation

Billing and transaction information

• Billing details
• Invoice information
• Payment status and transaction records
• Business accounting records

We do not normally store complete payment card details unless this is specifically necessary and lawfully processed through an authorised payment provider.

Technical and website information

When you use our website, certain technical information may be processed automatically, including:

• IP address
• Browser type and version
• Device type
• Operating system
• Date and time of access
• Pages visited
• Referring website or source
• Security and server log information
• Cookie and similar technology information, where applicable

3. How We Collect Your Information

We may collect personal information:

• Directly from you when you contact us
• When you submit an enquiry through our website
• When you request a quote
• When you purchase or use our services
• When you send files or documents for translation or proofreading
• Through email, telephone or other business communications
• From organisations or individuals acting on your behalf
• From our clients where your information is contained in project materials
• Automatically through our website, server logs and permitted cookies
• From publicly available professional or business sources where lawful

4. How and Why We Use Personal Information

Where we rely on legitimate interests, we consider whether our interests are necessary and proportionate and whether they are overridden by your rights and interests.

5. Translation Documents and Confidential Information

Translation work may involve documents containing confidential or personal information. We recognise the importance of maintaining the confidentiality of all project materials entrusted to us.

We use project information only to the extent necessary to provide the requested services, manage the project, maintain appropriate business records and comply with applicable legal obligations.

Access to project materials is limited, where reasonably practicable, to individuals who require access in order to provide or support the relevant service.

Translators, proofreaders, editors, interpreters, contractors and other service providers who have access to confidential project information are expected to handle that information appropriately and are subject to confidentiality and/or contractual obligations where appropriate.

6. Special Category and Sensitive Information

Certain documents submitted for translation may contain information considered particularly sensitive under data protection law, including information about health, racial or ethnic origin, religious beliefs, biometric information or other special category information.

Documents may also occasionally contain information relating to criminal allegations, proceedings or convictions.

We do not request such information unless it is relevant to the service being provided. Where Localmind Translation acts as a controller, such information will only be processed where permitted by applicable data protection law and where an appropriate additional legal condition applies.

Where we process such information solely on behalf of a client, the client is generally responsible for determining the appropriate lawful basis and ensuring that the information may lawfully be provided to us.

7. Sharing Your Personal Information

We do not sell your personal information.

Where necessary and lawful, information may be shared with carefully selected third parties, including:

• Professional translators
• Proofreaders and editors
• Interpreters
• Trusted subcontractors
• Website hosting and IT service providers
• Email and communications providers
• Cloud storage and file transfer providers
• Accounting and bookkeeping providers
• Payment service providers
• Professional advisers such as accountants or legal advisers
• Regulators, public authorities or law enforcement where required by law

We seek to disclose only the information reasonably necessary for the relevant purpose.

8. International Data Transfers

Translation services are international by nature and, in some circumstances, personal information may need to be accessed or processed by service providers, translators or other recipients located outside the United Kingdom.

Where personal information is transferred outside the United Kingdom, we take appropriate steps to ensure that the transfer complies with applicable UK data protection law.

Depending on the destination and circumstances, these safeguards may include UK adequacy regulations, approved contractual protections or other lawful transfer mechanisms recognised under UK data protection legislation.

9. How Long We Keep Your Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including the provision of services, handling enquiries, maintaining business records, resolving disputes and meeting legal, accounting or regulatory requirements.

Our typical retention approach is as follows:

• General enquiries: normally retained for up to 24 months following the last meaningful contact, unless there is a reason to retain them for longer.
• Quotation information: normally retained for a reasonable period to allow us to respond to follow-up enquiries and maintain business records.
• Translation and project files: normally retained only for the period reasonably necessary to complete the service and handle reasonable post-project queries, unless a different retention period has been agreed with the client.
• Contracts, invoices and financial records: retained for the period required by applicable accounting, tax and legal obligations, which may normally be several years.
• Website security logs: retained for a limited period appropriate for security, troubleshooting and fraud prevention purposes.

Information may be retained for a longer period where necessary to establish, exercise or defend legal claims or where retention is required by law.

Once information is no longer required, we take reasonable steps to securely delete, anonymise or otherwise dispose of it.

10. Cookies and Similar Technologies

Our website may use cookies and similar technologies to operate correctly, maintain security, remember preferences and, where enabled, understand how visitors use the website.

Strictly necessary cookies may be used where required for the operation, security or functionality of the website.

Where consent is required by applicable law for analytics, advertising or other optional cookies, those technologies should only be activated after the appropriate consent has been obtained.

You can also control cookies through your browser settings. Disabling certain cookies may affect the functionality of some parts of the website.

11. Contact Forms and Spam Prevention

When you submit a contact form on our website, we process the information you provide in order to respond to your enquiry and, where relevant, prepare a quotation or take steps towards providing our services.

We may also process limited technical information, such as your IP address, browser information and submission timing, where necessary to protect our website against spam, abuse, fraud or other malicious activity.

Information submitted through our contact form is not used for unrelated marketing purposes merely because you contacted us.

12. Direct Marketing

Where we send promotional or marketing communications, we will do so only where permitted by applicable data protection and electronic communications legislation.

Where consent is required, we will request consent before sending the relevant electronic marketing communication.

You can ask us to stop sending marketing communications at any time by contacting us at info@localmindtranslation.co.uk .

Opting out of marketing communications will not prevent us from contacting you where necessary in connection with an existing project, contract, transaction or service request.

13. Data Security

We take reasonable technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.

Depending on the circumstances, these measures may include:

• Access restrictions
• Secure hosting and server controls
• Secure email and communications systems
• Website security measures
• Appropriate password and account controls
• Confidentiality obligations
• Security updates and maintenance
• Backup and recovery measures where appropriate

Although we take appropriate precautions, no internet transmission, electronic storage system or communication method can be guaranteed to be completely secure.

14. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the right to:

• Access – ask us for copies of personal information we hold about you.
• Rectification – ask us to correct inaccurate or incomplete information.
• Erasure – ask us to delete your personal information in certain circumstances.
• Restriction – ask us to restrict the processing of your personal information in certain circumstances.
• Object – object to certain processing, including processing based on legitimate interests and processing for direct marketing.
• Data portability – ask us to provide certain personal information in a structured, commonly used and machine-readable format, where the right applies.
• Withdraw consent – withdraw your consent at any time where we rely on consent as the lawful basis for processing.

These rights are not absolute and may be subject to exemptions or other conditions under applicable law.

To exercise a data protection right, please contact: info@localmindtranslation.co.uk .

We may need to request information to confirm your identity before responding to certain requests.

15. Automated Decision-Making

We do not ordinarily use personal information to make decisions based solely on automated processing that produce legal effects or similarly significant effects on individuals.

If this changes in the future, we will provide appropriate information and safeguards as required by applicable law.

16. Children's Personal Information

Our website and services are primarily intended for businesses and adults seeking professional language services and are not specifically directed at children.

However, documents submitted for translation may contain information relating to children. Where this occurs, such information will be handled as part of the relevant translation project and subject to the same confidentiality, data protection and security principles described in this Privacy Policy.

17. Third-Party Websites

Our website may contain links to websites operated by third parties. We are not responsible for the privacy practices, content or security of third-party websites.

We recommend reviewing the privacy information provided by any third-party website before submitting personal information to it.

18. How to Make a Complaint

If you have a concern about how we collect or use your personal information, please contact us first so that we can investigate and respond to your concern.

You also have the right to raise concerns with the UK's independent data protection regulator, the Information Commissioner's Office (“ICO”).

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices, technology or legal requirements.

The latest version will be published on this page and the “Last updated” date at the top of this Privacy Policy will be revised where appropriate.

We encourage you to review this page periodically to remain informed about how we handle personal information.

20. Contact Us

If you have any questions about this Privacy Policy, the personal information we hold about you or the way we process personal information, please contact us.