Privacy Policy

Last updated: August 11, 2025

Legal Aid Translation Services Ltd (“we,” “us,” or “our”) operates the website legalaidtranslationservices.co.uk. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website or use our translation services.

We are committed to protecting the privacy of our clients, their clients, and all individuals whose personal data we process. As a company handling sensitive legal documents, we take data protection extremely seriously.

1. Information We Collect

Information you provide directly:

• Your name, email address, telephone number, and firm name when you place an order or contact us

• Documents you upload for translation, which may contain personal data relating to third parties

• Payment information processed through our secure payment provider

• Any correspondence or communications you send to us

Information collected automatically:

• IP address, browser type, operating system, referring URLs, and pages visited (via cookies and similar technologies)

2. How We Use Your Information

We use the information we collect to:

• Process and deliver your translation orders

• Communicate with you about your orders and enquiries

• Issue invoices and process payments

• Improve our website and services

• Comply with legal obligations

3. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we process your personal data on the following legal bases:

• Contract: Processing necessary for the performance of our contract with you (delivering translation services)

• Legitimate interests: Processing necessary for our legitimate business interests (improving services, marketing)

• Legal obligation: Processing necessary to comply with legal requirements

4. How We Protect Documents

We understand that the documents we handle contain highly sensitive personal information — including details of vulnerable children, victims of domestic abuse, asylum seekers, and individuals involved in criminal proceedings. We implement the following safeguards:

• All documents are transmitted via encrypted channels (TLS 1.2+)

• Documents are stored on secure, UK-based servers with access controls

• All translators sign confidentiality agreements and are DBS checked

• Documents are securely deleted after the agreed retention period

• We maintain ISO-certified information security management processes

5. Data Sharing

We share personal data only with:

• Our qualified translators (under strict confidentiality agreements) for the purpose of completing your translation

• Our payment processor for processing transactions

• Law enforcement or regulatory authorities where required by law

We do not sell, rent, or share your personal data with third parties for marketing purposes.

6. Data Retention

We retain translated documents for a period of [insert period, e.g. 12 months] after delivery to allow for any corrections or reorders. After this period, documents are securely deleted. Financial records are retained for 6 years in accordance with HMRC requirements.

7. Your Rights

Under the UK GDPR, you have the right to:

• Access the personal data we hold about you

• Rectify inaccurate personal data

• Erase your personal data (right to be forgotten)

• Restrict or object to processing

• Data portability

• Lodge a complaint with the Information Commissioner’s Office (ICO)

8. Cookies

Our website uses cookies to improve your browsing experience and analyse website traffic. You can control cookie settings through your browser. For detailed information about the cookies we use, please see our Cookie Policy.

9. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

• Email: info@legalaidtranslationservices.co.uk

• Post: Legal Aid Translation Services Ltd, London, United Kingdom