Privacy Policy

Last updated: 30 September 2026

This Privacy Policy applies to Legal Aid Translation (“we,” “us,” or “our”) and the website legalaidtranslation.co.uk. It explains how we collect, use, disclose, and safeguard personal information when you visit the website or use our translation, interpreting and related language services.

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

1. Information We Collect

Information you provide directly:

• Your name, email address, telephone number, firm name and other contact details when you submit a service request or contact us

• Documents, recordings and case information supplied for translation, transcription, interpreting or related language services, which may contain personal data relating to third parties

• Appointment details such as date, time, venue or remote platform where relevant to an interpreting request

• 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:

• Review, arrange and deliver service requests and instructions

• Communicate with you about quotations, bookings, instructions 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, including arranging and delivering the instructed language service

• 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 Information and Client Materials

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

• We use appropriate technical and organisational measures to protect information transmitted through our website and service providers

• Access to client information and materials is restricted to people and service providers who need it to deliver or support the service

• Linguists and relevant staff are required to handle client information confidentially

• Client service materials are deleted after the applicable retention period unless a longer period is required for an agreed, legal or operational reason

• We review our data-handling arrangements and security controls as part of our service operations

5. Data Sharing

We share personal data only with:

• Linguists and relevant service providers where needed to deliver the service, subject to appropriate confidentiality requirements

• 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

Client project files and service materials that we retain are normally kept for up to 90 days after completion of the instruction and are then deleted unless a different retention period is required for the service, agreed with the client or needed for a legal or operational reason. Invoicing, accounting, regulatory and dispute-related records may be retained for longer where required. Clients with a specific deletion or retention requirement should tell us when submitting the instruction.

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 may use cookies and similar technologies to support site functionality and understand website usage. You can control cookie settings through your browser and any consent controls made available on the site.

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@legalaidtranslation.co.uk

• Post: Please contact us by email for current postal correspondence details