Privacy notice

Who controls your data

Accepted Translations, a sole trader based in London, United Kingdom, is the data controller. Contact us about anything on this page at hello@acceptedtranslations.com.

Our registration with the Information Commissioner's Office is pending; this notice will carry the registration number as soon as it is issued.

What we collect and why

• The document you upload, and anything written on it. Lawful basis: performance of our contract with you. Documents such as a birth or police certificate can contain special-category or criminal-offence data; we handle these only to provide the translation you asked for, under Article 9(2)(a) and, where relevant, Schedule 1 of the Data Protection Act 2018 (consent given when you place the order).
• Your email address, the institution you named and any note you add. Lawful basis: contract.
• Payment confirmation from Stripe. We never receive your full card number. Lawful basis: contract and our legal obligation to keep records.
• Anonymous, cookieless usage statistics. Lawful basis: legitimate interests in seeing which pages work. The Google Ads tag is loaded only if you consent.

Who else touches it

• Stripe — payment processing.
• Cloudflare R2 — encrypted storage of your uploaded and delivered files.
• Resend — the transactional emails we send you.
• Contracted translators on the CIOL or ITI register — the person who translates and certifies your document, bound by a written confidentiality agreement.

Each is a processor acting on our written instructions. We do not sell your data, we do not share it for advertising, and we never use your documents or their contents to train AI models, ours or anyone else's.

Security

Files are encrypted in transit (TLS) and at rest. Uploads are not publicly addressable: access is limited to the server and the assigned translator, through short-lived links.

How long we keep it

Source documents and finished translations are deleted six months after delivery. You can ask us to delete them sooner and we will, unless the translation is still in progress.

Verification records are the exception, because a certificate has to stay checkable: they hold only metadata — the reference, issue date, document type and the translator who signed — plus a one-way hash. They never contain the document or its contents.

Payment and tax records are kept for six years, as HMRC requires.

Your rights

• Access — a copy of what we hold about you.
• Rectification — correct anything wrong.
• Erasure — delete it, subject to records we must keep by law.
• Restriction and objection — pause or object to a particular use.
• Portability — get your data in a portable format.
• Withdraw consent — for the advertising tag or for special-category handling, at any time.

Email hello@acceptedtranslations.com and we respond within one month. If you are unhappy with our answer you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

International transfers

Our processors may store or handle data outside the UK. Where they do, transfers rely on UK adequacy regulations or the International Data Transfer Addendum to the EU Standard Contractual Clauses.