WEBSITE PRIVACY POLICY

Last Updated: August 2026

Romany Interpreting & Translations Ltd. ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you visit our website, use our translation and interpreting services, or work with us as a contractor.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Romany Interpreting & Translations Ltd. (Company No: NI697290) is the Data Controller.

1. Information We Collect

We may collect and process the following categories of personal data:

  • Client & Inquiry Data: Name, job title, company name, email address, phone number, billing address, and project details provided when requesting a quote or booking an interpreter.

  • Linguistic Project Data: Personal data, sensitive category data (e.g., medical records, legal claims, court testimony), and audio/video files contained within source documents submitted for translation, transcription, or interpreting.

  • Supplier & Freelancer Data: Name, contact details, CVs, qualifications, DBS/police checks, bank details, tax status, and ID verification documents for independent linguists applying to or working on our panel.

  • Technical & Usage Data: IP addresses, browser types, operating systems, and website interaction data collected via cookies and analytics when you browse our website.

2. Legal Basis for Processing

Under UK GDPR, we process your personal data relying on the following legal bases:

  • Contractual Necessity: To provide translation and interpreting services, process invoices, and manage supplier engagements under our Terms & Conditions.

  • Legal Obligation: To comply with legal requirements, tax reporting, and statutory record-keeping.

  • Legitimate Interests: To respond to general inquiries, market our services to corporate clients (B2B), and maintain website security and quality control.

  • Explicit Consent: Where required by law or when processing special category data (e.g., medical or criminal records) in translation materials provided directly by individuals.

3. How We Use Your Personal Data

We use personal data to:

  • Provide quotes, assign projects, and fulfil translation, interpreting, and transcription bookings.

  • Vetting and managing independent linguists and subcontractors.

  • Process payments and manage accounting.

  • Improve website functionality, client communications, and customer service.

  • Comply with legal and regulatory obligations.

4. How We Share Your Data

We do not sell, rent, or trade personal data. We may share information strictly as necessary with:

  • Vetted Freelance Linguists & Subcontractors: Independent translators and interpreters bound by non-disclosure agreements and Data Processing Agreements.

  • Service Providers: Secure cloud hosting, IT support, accounting, and communication tool providers.

  • Legal & Regulatory Authorities: When required by law, court order, or regulatory request.

5. International Data Transfers

When transferring data outside the UK or European Economic Area (EEA)—such as when engaging an overseas translator—we ensure adequate safeguards are in place in accordance with Article 46 of the UK GDPR (such as UK International Data Transfer Agreements or Standard Contractual Clauses).

6. Data Security & Storage

We implement technical and organizational security measures to protect your data against unauthorized access, loss, or alteration. These measures include encrypted file transfers, secure cloud storage, password protection, and strict access controls.

7. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected: 

  • Project Files & Translations: Kept for a standard audit period (e.g., 6 years for accounting and legal defence) before secure deletion.

  • Supplier Records: Retained for the duration of the engagement plus 6 years post-termination.

  • Inquiries: Retained for up to 2 years if no business relationship is formed.

8. Your Data Protection Rights

Under UK GDPR, you have the following rights:

  • Access: The right to request copies of your personal data.

  • Rectification: The right to request correction of inaccurate data.

  • Erasure: The right to request deletion of your personal data under certain conditions.

  • Restriction: The right to request that we restrict processing of your data.

  • Objection: The right to object to our processing based on legitimate interests or direct marketing.

  • Data Portability: The right to request transfer of your data to another organization.

To exercise any of these rights, please contact us using the details below.

9. Cookies

Our website uses standard cookies to ensure web functionality and analyse site traffic. You can adjust your browser settings to refuse cookies, though some features of the site may not function as intended.

10. Contact Us & Complaints

If you have questions about this policy or wish to exercise your privacy rights, please contact us at:

Romany Interpreting & Translations Ltd.

Email:angel@romanylanguageserices.co.uk; https://www.romanylanguageservices.co.uk

Company Registration No: NI697290

Jurisdiction: Northern Ireland, United Kingdom

If you are unsatisfied with our response, you have the right to lodge a complaint with the UK data protection authority:

Information Commissioner’s Office (ICO)

Website: https://ico.org.uk

Telephone: 0303 123 1113