1. Who we are
First Translation & Consultancy Ltd provides professional translation, interpreting, transcription, proofreading, consultancy and related language services.
For general privacy enquiries, contact us at info@firsttranslation.co.uk.
2. Our role under data protection law
For information used to manage our own business — for example contact details, enquiries, quotations, invoices, supplier records and website communications — we generally act as a data controller.
For personal information contained inside documents, recordings or case materials supplied by an organisational Client, our role depends on the assignment. In some cases we may process that information on the Client’s instructions as a processor/service provider; in other cases we may have limited independent controller responsibilities required to manage the assignment or comply with law.
Where a Client is itself the controller, the Client remains responsible for giving individuals any privacy information it is required to provide and for ensuring the data is lawfully supplied to us.
3. Information we may collect
Depending on your relationship with us, we may collect or process:
- name, job title, organisation and contact details;
- enquiry, quotation, booking and correspondence information;
- language pair, service requirements, deadlines and assignment instructions;
- billing, invoice and payment-administration information;
- documents, recordings, transcripts, evidence, correspondence and other source materials supplied for translation or interpreting;
- technical information associated with website use, such as device/browser information and cookie preferences where applicable;
- records relating to Linguists, suppliers and professional contacts; and
- other information you choose to provide to us.
4. How we obtain personal information
We may receive information directly from you through our website, email, telephone or other communications.
We may also receive information from Clients, law firms, public bodies, businesses, agencies, courts, service providers, Linguists or other people involved in an assignment.
5. How and why we use personal information
We only use personal information where we have an appropriate lawful basis. Depending on the circumstances, this may include:
| Purpose | Typical lawful basis |
|---|---|
| Responding to enquiries and preparing quotations | Steps taken at your request before entering a contract; legitimate interests where the enquiry is business-related |
| Providing translation, interpreting and related Services | Performance of a contract; legitimate interests; or processing on a Client controller’s instructions |
| Managing bookings, projects, Linguists and Client communications | Contract and legitimate interests in delivering and administering our Services |
| Invoicing, accounting, tax and record-keeping | Legal obligation and legitimate interests |
| Protecting confidential information, systems and legal rights | Legitimate interests and, where relevant, legal obligation |
| Handling disputes, complaints or legal claims | Legitimate interests, legal obligation and establishment, exercise or defence of legal claims where applicable |
| Optional direct marketing | Consent where required, or legitimate interests where permitted by law and appropriate |
We do not sell personal information.
6. Sensitive information, criminal-offence data and legal-case material
Legal, medical, immigration, employment and other translation assignments can contain sensitive information, including special-category data and, in some cases, criminal-offence information.
Where we act only on a Client controller’s instructions, the Client is responsible for identifying the lawful basis and any additional legal condition required for that information.
Where we act as controller, we process this type of information only where permitted by law and where an appropriate additional condition applies. Depending on the assignment, this may include processing necessary for the establishment, exercise or defence of legal claims or another condition recognised by UK data protection law.
We apply confidentiality and access controls appropriate to the nature of the material.
8. International transfers
Some Linguists or technology providers may be located outside the United Kingdom, and some services may store or access information internationally.
Where a restricted international transfer occurs and UK data protection law requires safeguards, we will seek to use an appropriate lawful transfer mechanism, such as a UK adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another permitted mechanism.
If a Client has specific geographic restrictions for highly sensitive documents, those requirements should be agreed with us before materials are supplied.
9. How long we keep personal information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to complete assignments, manage our relationship with Clients and suppliers, meet accounting or legal obligations, resolve disputes and establish or defend legal claims.
Retention periods vary according to the type of record and the Client’s instructions. In deciding how long to keep information, we consider:
- the nature and sensitivity of the information;
- the duration of the Client relationship or assignment;
- legal, tax, accounting and professional obligations;
- contractual requirements and Client retention instructions; and
- the need to retain evidence in case of a complaint or legal claim.
Where documents no longer need to be retained, we will delete, securely dispose of or anonymise them as appropriate.
10. Security and confidentiality
We use reasonable organisational and technical measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access is limited to people who need the information for the relevant assignment or business purpose. Linguists and service providers are expected to maintain confidentiality and handle information securely.
No internet, email or cloud system can be guaranteed to be completely secure. If unusually sensitive material requires a particular secure-transfer method, please contact us before sending it.
12. Your data-protection rights
Depending on the circumstances and the lawful basis being used, you may have rights to:
- request access to personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to erase personal information in certain circumstances;
- ask us to restrict processing in certain circumstances;
- object to certain processing, including certain processing based on legitimate interests;
- receive certain information in a portable format where the legal conditions for data portability apply; and
- withdraw consent where processing is based on consent, without affecting processing carried out before withdrawal.
Where we rely on legitimate interests, you may have the right to object to our processing. You always have the right to object to direct marketing.
These rights are not absolute and may be subject to legal exemptions. To exercise a right, email info@firsttranslation.co.uk. We may need to verify your identity before acting on a request.
If we process information only on behalf of a Client acting as controller, we may refer your request to that Client.
13. Marketing communications
If we send direct marketing, we will do so only where permitted by applicable law. You can opt out at any time by using the unsubscribe option provided, where available, or by contacting us at info@firsttranslation.co.uk.
14. Questions and complaints
Please contact us first if you have a concern about how we handle personal information. We will try to resolve the issue promptly.
You also have the right to complain to the UK Information Commissioner’s Office (ICO). Current contact and complaint information is available from the ICO’s official website.
15. Changes to this policy
We may update this policy to reflect changes in our services, systems or legal obligations. The latest version will be published on this website with an updated date.
16. Contact us
First Translation & Consultancy Ltd
International House
109-111 Fulham Palace Road
London
W6 8JA
Company No. 13902623
VAT Registration No. 404 7050 33
ICO Registration No. ZC265977
Email: info@firsttranslation.co.uk