Privacy Policy

Who we are

All World Translations provides professional translation and interpreting services across the UK.

For the purposes of UK data protection law, All World Translations is responsible for the personal information it collects and uses through this website, through enquiries made about our services, and when providing translation and interpreting services.

Information we collect

We may collect personal information when you contact us, request a quotation, make an enquiry or use our services.

Depending on how you interact with us, this may include:

• your name;
• email address;
• telephone number;
• organisation or company;
• information about the translation or interpreting service you require;
• languages required;
• information contained within correspondence or communications with us; and
• any other information you choose to provide as part of your enquiry.

If you engage us to provide translation or interpreting services, we may need additional information in order to arrange and deliver those services.

Contact and quote enquiries

When you submit an enquiry through our website, we use the information you provide to understand your requirements, respond to your enquiry and, where appropriate, prepare or discuss a quotation.

Please only provide the information reasonably necessary for us to understand your enquiry.

Sensitive and confidential information

Translation and interpreting work can involve legal, healthcare or other sensitive matters. Information provided to us may therefore sometimes include confidential information or special category personal data, such as information relating to an individual's health.

Please do not send medical records, legal case papers, identification documents, financial information or other sensitive or confidential material through the general website contact form unless we have specifically asked you to do so.

If sensitive or confidential information is required in order for us to provide a service, we will advise you on an appropriate way to provide it.

How we use your information

We may use personal information to:

• respond to enquiries and requests for quotations;
• communicate with you about translation and interpreting services;
• assess your requirements and provide quotations;
• arrange and provide services you have requested;
• manage our relationship with clients and prospective clients;
• administer bookings and assignments;
• maintain appropriate business, accounting and financial records;
• protect the security and proper operation of our website and services; and
• meet legal, regulatory or professional obligations that apply to us.

We will not use personal information for purposes that are incompatible with the reason it was collected unless we have a lawful basis for doing so.

Our lawful bases for processing

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we may process your personal information because:

• it is necessary to take steps at your request before entering into a contract;
• it is necessary to perform a contract with you;
• it is necessary for our legitimate interests in responding to enquiries, providing and administering our services and operating our business; or
• we need to comply with a legal obligation.

Where we process special category personal data, such as information concerning health, we will also ensure that an appropriate condition for processing that information applies under UK data protection law.

The precise lawful basis may depend on the nature of the service, the information involved and the circumstances in which it has been provided to us.

Translation and interpreting services

Where you engage us to provide translation or interpreting services, we may receive information contained within documents, correspondence, conversations or other material relevant to the assignment.

The nature of this information depends on the service requested. It may include personal information relating to individuals other than the person or organisation that instructed us.

For example, legal or healthcare translation and interpreting assignments may involve information about clients, patients, witnesses or other individuals.

We will use this information only where reasonably necessary to arrange, manage and provide the requested service and for associated administrative, legal or regulatory purposes.

Translators and interpreters

Where necessary to provide a service, relevant information may be made available to a translator or interpreter selected to undertake or assist with the assignment.

We will only provide information that is reasonably necessary for them to perform the work for which they have been engaged.

Where appropriate, translators, interpreters and other individuals working on our behalf are expected to handle information confidentially and in accordance with applicable data protection requirements.

Who else we may share information with

We may share personal information with third-party service providers that help us operate our website, communications, email and other business systems where this is necessary for them to provide their services to us.

We may also disclose information where required by law, where necessary to establish, exercise or defend legal rights, or where disclosure is otherwise permitted under applicable data protection law.

We do not sell personal information to third parties.

Website, hosting and email services

Our website and supporting systems use third-party technology providers for services such as website hosting, content management and email delivery.

These providers may process limited personal information on our behalf where this is necessary to provide their services.

We take reasonable steps to use service providers that provide appropriate safeguards for personal information.

International transfers

Some of the organisations that provide technology or other services to us may process information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is permitted under UK data protection law and that appropriate safeguards are used where required.

How long we keep your information

We keep personal information only for as long as it is reasonably required for the purposes for which it was collected and for any applicable legal, accounting, regulatory or legitimate business requirements.

The appropriate retention period will depend on the nature of the information and our relationship with you.

For example, information relating to a completed translation or interpreting assignment may need to be retained for a different period from an enquiry that does not result in work being commissioned.

When information is no longer required, it will be deleted or securely disposed of where appropriate.

Security

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

Access to personal information is limited to those who reasonably require it for the purposes for which the information is being processed.

However, no website, email service or electronic communication system can be guaranteed to be completely secure. You should therefore avoid sending unnecessary sensitive or confidential information through the general website contact form or ordinary email.

Your data protection rights

UK data protection law gives individuals a number of rights in relation to their personal information. Depending on the circumstances, these may include the right to:

• request access to personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• request deletion of your personal information;
• request restriction of the way we process your information;
• object to certain types of processing;
• request transfer of your information in certain circumstances; and
• withdraw consent where processing is based on consent.

These rights are not absolute and may be subject to legal conditions or exemptions.

If you wish to exercise any of your data protection rights, please contact us using the contact details provided on this website.

We may need to verify your identity before responding to a request.

Complaints

If you have a concern about how we collect or use your personal information, please contact us first so that we have an opportunity to address the issue.

You also have the right to raise a concern with the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

Cookies and similar technologies

Our website may use cookies or similar technologies that are necessary for the website to operate correctly.

We aim to minimise the use of non-essential tracking technologies. If we introduce analytics, advertising or other technologies that require consent, we will provide appropriate information and consent controls before those technologies are used.

Further information about the technologies used by this website is available in our Cookies Policy.

Links to other websites

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices of external websites. If you follow a link to another website, you should review that organisation's privacy information to understand how it processes your personal information.

Changes to this Privacy Policy

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

The date shown at the top of this page indicates when the Privacy Policy was last reviewed or updated.

Contact us

If you have any questions about this Privacy Policy, how we handle personal information or wish to exercise a data protection right, please contact All World Translations using the contact details provided on this website.