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Privacy policy

Last updated: 20 September 2026

This policy explains how NovaTranslate (“we”) processes personal data when you visit this website, send a message, or instruct a translation. We handle personal data in line with UK GDPR and the Data Protection Act 2018.

1. Data controller

NovaTranslate is the controller for personal data collected through this website and in the course of an instruction. Contact us via the contact form (topic: Privacy or data request).

2. Data we collect

  • Identity and contact data — name, email, organisation, and any other details you enter on a form.
  • Instruction data — language pair, document type, messages, and the contents of files you upload. Those files may themselves contain personal data of third parties.
  • Payment data — payment is processed by the payment provider. We receive confirmation, amount and a reference; we do not store full card numbers on this website.
  • Technical data — IP address, browser type, device and pages requested, as recorded in server logs.
  • Cookie data — described in the cookie policy.

3. How we use data

  • To perform a translation contract, including assignment to a linguist and delivery of the completed file
  • To respond to enquiries, refund requests and complaints
  • To operate, secure and improve the website
  • To meet legal, tax and accounting obligations

4. Lawful bases

Depending on the activity, we rely on: performance of a contract; taking steps at your request before a contract; legitimate interests in running a secure professional practice; legal obligation; and consent where we ask for it (for example non-essential cookies, if introduced).

5. Source documents that contain other people’s data

If you send a file that identifies someone else, you must have a lawful basis to do so. We process that content only to perform the instruction. We are not the controller for how you obtained the file.

6. Sharing

We share data with linguists and reviewers engaged on the specific file (under confidentiality); payment, hosting and email infrastructure providers who process data on our instructions; and professional advisers or authorities where required by law. We do not sell personal data.

7. International transfers

If a linguist or processor is outside the UK, we use an appropriate transfer mechanism (such as the UK Addendum to the EU SCCs, or an adequacy regulation) where the UK GDPR requires one.

8. Retention

Enquiry messages are kept as long as needed to deal with the matter. Instruction files are kept for the period needed to deliver the work, handle queries or refunds, and meet accounting and legal retention duties, then deleted or anonymised. Server logs are rotated on a shorter cycle.

9. Security

We use reasonable technical and organisational measures, including restricted access to instruction files. No method of transmission is perfectly secure.

10. Your rights

You may request access, correction, erasure, restriction, objection or portability, and you may withdraw consent where we rely on it. You may complain to the Information Commissioner’s Office at ico.org.uk. We ask that you contact us first so we can try to resolve the matter.

11. Children

This website is intended for adults instructing professional work. We do not knowingly offer the service directly to children.

12. Changes

We may update this policy. The date at the top is the latest revision.