Our Privacy Policy

1. General

We comply with the General Data Protection Regulation (GDPR) – European Union (EU) legislation designed to give you more control over your personal data – and all applicable UK laws and regulations. The data that are recognized as Personal Identifiable Information (PII) relates to an identified or identifiable natural person.
We will make sure to:
• Treat your data fairly and lawfully
• Store your data securely
• Report any data breaches
• Keep your information for as long as it is needed
• Give you your data when you ask for it

2. Why do we process your personal data?
We collect, store and use your personal data only to issue a quote and/or invoice, provide translation, interpretation, editing, content creation, training or other language services and consultancy services that you request or to comply with legal requirements. We have a legitimate interest in collecting, using and storing your personal data to allow us to engage with you and thereafter we process, administer and maintain your personal data in order to perform the contract (for services) we have with you.

3. Personal data we collect and how we use them
Personal data collected may include your name, ID code (or any other form of personal ID number or code), postal address, email address, telephone number, qualifications and any other data that are present in the documents you submit for translation (like special categories such as health information, but only if you send these data to us for the specific purpose of translating them) or any data that you provide in the application forms, service agreements, for invoicing purposes, consultancy services etc. The legal basis for processing special categories of personal data such as health information is your explicit consent for us to translate, revise, edit or use such information to fill the forms (documents) and/or clearly needed for consultancy services (“consent”).
We also may collect personal data of all other persons, whose data are present in documents you submit to us for translation, to help fill the forms, to receive consultancy services, like wife/husband/partner/children etc. We assume that prior to submitting us documents for translation you received explicit consent from the concerned person(s).
We do not use your personal data for marketing purposes.

4. How long will we keep your personal data?
• Quotes and invoices: we delete all personal data after six months.
• Services rendered: we keep personal data for five years to comply with tax obligations and, if it is embedded in a translation, for up to ten years to preserve the integrity of translation resources.
• We delete email communications after five years.

5. How do we share your data with others?
We will not share your personal data with any other person or legal entity.
If we send a text for translation, revision or editing to a language specialist, that text will be anonymised, so your personal data will not appear in it.

6. Your data access rights
You may contact us at any time to request a copy, rectification or erasure of your personal data. We will take action without undue delay and in any event within one month of receipt of the request.

7. If you object
If you do not agree with us holding or processing your personal data then please contact us to info@viplocalization.com asking for your personal data to be deleted. If your data is deleted we will no longer be able to restore any translations we have done, therefore in case if you need to have a new copy of the existing translation, you will need to purchase a new translation service. Please be aware that in some circumstances we are allowed, or required, to keep some of your personal data — for example for our records with the appropriate tax authorities or to manage legal claims. If we do keep your personal data for such reasons it will only be used for those reasons and deleted as soon as possible.
If you have any questions, please contact us at info@viplocalization.com.
This Privacy Notice was updated in November 2023. We will review and update it when necessary.

We thank you for your valued relationship with us.