Privacy Policy

1. Who we are

Business Translations UK (“we”, “us”, “our”) provides certified and professional business document translation. Our registered office is 33 Willmore Road, Birmingham, B20 3JH, United Kingdom. For any question about this policy or your data, contact us at info@businesstranslationsuk.co.uk or +44 7482 545337. We are the data controller for the personal data described below.

2. The personal data we collect

When you use our quote or enquiry form, we collect your name or company name, email address, country and phone number, the service you need, your translation deadline, the document type, the purpose of the translation, the authority or organisation you are submitting it to, whether notarisation or legalisation is required, any message you write, and any files you choose to upload.

Automatically, when you submit a form on our site, we record your IP address and the page you came from, used to keep the form secure and to route your enquiry correctly — not to track your browsing beyond this.

If you contact us directly by phone, email or WhatsApp, we collect whatever you tell us in that conversation, plus your phone number or email address.

3. Why we use it

• To prepare and send you a quote, and to deliver a translation you have ordered (performance of a contract, or steps you asked us to take before one).
• To meet legal and regulatory record-keeping duties tied to certified, sworn or notarised documents.
• To follow up on an enquiry you have sent us, where you have not objected (our legitimate interest in responding to you).

4. Documents you send us

We only open an uploaded file to prepare your quote or your translation. It is handled under NDA by the translator and reviewer assigned to your job and is not used for any other purpose. Files are kept only as long as needed to deliver the job and meet any legal retention duty, then deleted — you can also ask us to delete a file at any time once your job is signed off.

5. Cookies

Our site uses only the cookies needed to make the enquiry form and the site itself work correctly, such as keeping your session secure while you fill in a form. If we add analytics or marketing cookies in future, this section will be updated and, where the law requires it, we will ask for your consent first.

6. Who we share it with

• The secure third-party system that receives and stores enquiry-form submissions and uploaded files on our behalf, solely to process your request.
• The specific translator(s) and reviewer(s) assigned to your job, always under NDA.
• A notary, the FCDO or an embassy — only where you have asked us to arrange notarisation, an apostille or legalisation, and only the document itself.
• Our own IT, hosting and email providers, who process data on our instructions.
• Any authority we are legally required to share data with, such as under a court order.

We do not sell your personal data, and we do not share it with anyone for their own marketing purposes.

7. International transfers

Some sworn or certified translators we use are based in the destination country — for example, a translator sworn in Spain for a document going to a Spanish registry. Where personal data is transferred outside the UK, we only do so under safeguards recognised by UK data protection law, such as the UK's International Data Transfer Agreement or an adequacy decision.

8. How long we keep it

We keep enquiry and job data for as long as needed to deliver your translation, answer any follow-up query, and meet our own legal, accounting and insurance record-keeping duties, after which it is deleted or anonymised. Uploaded documents are deleted sooner — once the job is complete and any retention period required by the receiving authority has passed, or as soon as you ask us to.

9. Your rights

Under UK GDPR, you have the right to:

• ask us for a copy of the personal data we hold about you;
• ask us to correct it if it is wrong;
• ask us to delete it;
• ask us to restrict how we use it;
• ask us to move it to another provider; and
• object to certain uses, such as direct marketing.

To use any of these rights, email info@businesstranslationsuk.co.uk. If you are unhappy with how we have handled your data, you can also complain to the UK's Information Commissioner's Office at ico.org.uk.

10. Children's privacy

Our services are aimed at businesses, not children. We do not knowingly collect personal data from anyone under 18.

11. Keeping your data secure

We use appropriate technical and organisational measures — including restricted access and an NDA with everyone who handles your file — to protect your data against loss, misuse or unauthorised access. No method of transmission over the internet is completely secure, but we work to protect your information at every step.

12. Changes to this policy

We may update this policy as our service or the law changes. The date at the top shows when it was last revised. Please check back from time to time.