TUK Privacy Policy

Document Ref	TUK Privacy Policy
Version	V1
Status	Approved
Produced by	Yasmin Ahmed
Approved by	Yasmin Ahmed
Approval Date	21/06/2026

 

Version Control
Version No.	Issue Date	Author	Reason for Issue
1	17/06/2026	Yasmin Ahmed	New policy for new website

 

1. Purpose

Translate UK Ltd (“Translate UK”, “we”, “our”, “us”) is committed to protecting the privacy, confidentiality and security of personal information.

This Privacy Policy explains how we collect, use, store, share and protect personal information when individuals interact with our website, services, employees, interpreters, translators and business operations.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

This Privacy Policy should be read alongside any service terms, contracts or data processing agreements that apply to the services we provide.

 

2. About Translate UK

Translate UK is a provider of interpreting, translation, transcription and language support services. We work across a range of sectors including justice, healthcare, local government, education, business and community services, helping organisations and individuals communicate effectively across languages and cultures.

In delivering our services, we may process personal information relating to clients, service users, interpreters, translators, employees, applicants, suppliers and visitors to our website. We recognise that much of the information entrusted to us is sensitive and confidential, and we are committed to handling it responsibly, securely and transparently.

Depending on the circumstances, Translate UK may process personal information on its own behalf or on behalf of a client. Further information about these roles is provided within this Privacy Policy.

Translate UK has appointed a Data Protection Contact for privacy queries and data protection matters. This contact is responsible for receiving and coordinating responses to privacy-related enquiries and requests.

For any questions regarding this Privacy Policy or our handling of personal information, please contact:

Data Protection Contact

Email: compliance@translateuk.net

Telephone: 01422 253353

Address: 15 Harrison Road, Halifax, HX1 2AF

 

3. Scope

This policy applies to individuals whose personal information we collect or receive in connection with our website, services and business operations.

This Privacy Policy applies to:

• Visitors to our website.
• Existing and prospective clients.
• Individuals whose information is provided to us for the purpose of delivering language services.
• Interpreters and translators.
• Job applicants.
• Employees and contractors.
• Suppliers and business contacts.

 

4. Personal information we collect

The information we collect depends on how you interact with us.

We may receive personal information directly from individuals, from clients, interpreters, translators, suppliers, publicly available sources, or through our website, systems and service portals.

Website visitors

When you visit our website, we may collect:

• Email address.
• Telephone number.
• Organisation details.
• IP address.
• Browser and device information.
• Website usage data.
• Cookie preferences.

 

Clients and prospective clients

We may collect:

• Names and job titles.
• Business contact details.
• Billing and payment information.
• Contractual information.
• Service requirements.
• Communication records.
• Complaint and feedback information.

 

Service users

Where our clients engage us to provide interpreting or translation services, we may process information necessary to deliver those services, which may include:

In many cases, this information is provided to us by the client commissioning the service.

• Contact details.
• Language requirements.
• Appointment information.
• Reference numbers.
• Relevant contextual information provided by the client.

 

Interpreters and translators

We may collect:

• Contact details.
• CVs and employment history.
• Qualifications and certifications.
• Language competencies.
• Right to Work documentation.
• DBS certificates.
• Security clearance information.
• Professional memberships.
• Banking details.
• Availability records.
• Assignment history.
• Quality assurance and performance records.

 

Job applicants

We may collect:

• Application forms.
• Cover letters.
• Interview notes.
• Right to Work documentation.
• Background screening information where permitted by law.

 

Suppliers and business contacts

We may collect:

• Contact information.
• Contract information.
• Payment details.
• Correspondence records.

5. Special category and sensitive information

Due to the nature of the sectors we support, we may process special category personal data and, where permitted by law, criminal offence data.

This may include:

• Health information.
• Disability information.
• Religious beliefs.
• Language and communication requirements.
• Criminal justice information.
• Safeguarding information.

Such information is processed only where necessary, lawful and proportionate, and appropriate safeguards are applied to protect the rights and freedoms of individuals.

Criminal offence data is processed only where authorised by law and where appropriate safeguards are in place.

We may process personal information relating to children, young people or vulnerable adults where this is necessary to deliver services commissioned by a client or to meet legal, safeguarding or contractual requirements. Such information is handled with additional care and appropriate safeguards.

6. How we use personal information

We use personal information for a variety of legitimate business and service delivery purposes.

Service delivery

• Arranging and managing interpreting assignments.
• Delivering translation and language services.
• Verifying interpreter suitability.
• Managing client accounts.
• Processing bookings and payments.

Business operations

• Responding to enquiries.
• Managing contracts and supplier relationships.
• Conducting quality assurance activities.
• Investigating complaints and concerns.
• Improving our services.
• Maintaining business records.

Recruitment and workforce management

• Assessing applications.
• Verifying qualifications and experience.
• Conducting onboarding activities.
• Maintaining workforce records.
• Managing security and compliance requirements.

Legal, regulatory and safeguarding obligations

• Complying with legal requirements.
• Meeting contractual obligations.
• Supporting safeguarding responsibilities.
• Preventing fraud and misuse of services.
• Defending or pursuing legal claims.

Marketing communication

Where permitted by law, we may send information about our services, events, updates and business developments. Individuals may opt out of marketing communications at any time.

7. 7. Lawful basis for processing

We process personal information under one or more of the following lawful bases:

Contract

Where processing is necessary to enter into or perform a contract.

Legal obligation

Where processing is required to comply with legal or regulatory obligations.

Legitimate interests

Where processing is necessary for legitimate business purposes, including:

• Service delivery.
• Quality assurance.
• Information security.
• Fraud prevention.
• Business administration.
• Service improvement.

Consent

Where consent is required, individuals may withdraw their consent at any time.

We do not use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects.

Substantial public interest

Where special category or criminal offence data is processed for safeguarding, equality monitoring, public service delivery or regulatory requirements.

 

8. Our role as Data Controller and Data Processor

The role we perform depends on the service being provided.

When we act as Data Controller

Translate UK determines how and why personal information is processed in relation to:

• Interpreter registration.
• Employee administration.
• Supplier management.
• Marketing activities.
• Website administration.

 

When we act as Data Processor

For many interpreting and translation assignments, Translate UK processes information on behalf of a client.

In these circumstances:

• The client remains the Data Controller.
• Translate UK acts as the Data Processor.
• We process personal information only in accordance with documented instructions and contractual requirements.
• Appropriate contractual and security safeguards are maintained.

Where we act as a Data Processor, we do not determine the purpose of the processing and will refer data subject rights requests to the relevant client where appropriate.

This commonly applies to services delivered for government departments, courts and tribunals, NHS organisations, local authorities and commercial clients.

9. Sharing personal information

We may share personal information where necessary with:

• Interpreters and translators.
• Clients and commissioning bodies.
• Government departments.
• Courts and tribunals.
• NHS organisations.
• Local authorities.
• Technology and hosting providers.
• Payment providers.
• Professional advisers and auditors.
• Regulatory authorities.
• Law enforcement agencies where required by law.

We do not sell personal information to third parties.

We only share personal information where there is a lawful basis to do so and where appropriate confidentiality, contractual and security controls are in place.

 

10. International transfers

Translate UK stores and processes personal information within the United Kingdom and/or the European Economic Area (EEA). Our service portal is hosted in Ireland, which forms part of the EEA.

• Transfers to Ireland and other EEA locations are supported by UK adequacy regulations, which recognise the EEA as providing an adequate level of protection for personal information.
• We do not routinely transfer personal information outside the UK or EEA.
• If personal information ever needs to be transferred outside the UK or EEA, we will ensure that appropriate safeguards are in place before the transfer takes place. These may include adequacy regulations, International Data Transfer Agreements (IDTAs), the UK Addendum to Standard Contractual Clauses, supplier due diligence, contractual controls and appropriate technical and organisational security measures.

 

11. Information security

Protecting information is fundamental to our business.

We maintain appropriate technical and organisational measures to safeguard personal information, including:

• Access controls.
• Multi-factor authentication.
• Secure systems and portals.
• Role-based permissions.
• Security monitoring.
• Staff training.
• Incident management procedures.
• Supplier due diligence.

Where a personal data breach occurs, we will assess and manage the incident in accordance with our data breach response procedures and, where required, notify affected individuals, clients and/or the ICO.

 

12. Retention of personal information

We take reasonable steps to ensure that personal information is accurate and kept up to date. Individuals, clients, interpreters, translators and suppliers are encouraged to notify us of any changes to their personal information.

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory, contractual and operational requirements.

Retention periods are determined by:

• Legal obligations.
• Regulatory requirements.
• Contractual commitments.
• Business needs.
• Limitation periods for legal claims.

Detailed retention periods are maintained within our Data Retention Schedule.

Where information is no longer required, it is securely deleted, anonymised or archived in line with our retention procedures.

13. Your rights

Under UK GDPR, you may have the right to:

• Access your personal information.
• Correct inaccurate personal information.
• Request erasure of your personal information.
• Request restriction of processing.
• Object to processing.
• Request data portability.
• Withdraw consent where applicable.
• Challenge certain automated decisions.

These rights may be subject to legal exemptions or limitations depending on the circumstances.

Requests can be submitted using the contact details provided in Section 2.

14. Cookies and website analytics

Our website uses cookies and similar technologies to:

• Ensure website functionality.
• Improve performance.
• Analyse visitor activity.
• Enhance user experience.

Further information is available in our Cookie Policy.

15. Complaints

If you have concerns about how we process personal information, please contact us first so we can investigate and attempt to resolve the matter.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

The ICO can be contacted through its website or by telephone on 0303 123 1113.

16. Third-party websites

Our website may contain links to external websites. We are not responsible for the privacy practices, content or security of third-party websites and encourage users to review their privacy notices separately.

17. Changes to this Privacy Policy

We review this Privacy Policy annually, or sooner where there are changes to legislation, regulatory guidance, systems, suppliers, services, processing activities or business operations.

The latest version will always be available on our website.