Last updated: February 6, 2026
Certified Visa Translation (“we”, “us”, “our”, or “the Company”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website, contact us, request a quotation, place an order, or use our translation, transcription, interpretation, certification, notarisation, apostille, legalisation, or related language services.
1. Who We Are
Certified Visa Translation provides professional language services, including certified translations, document translation, transcription, interpretation, and related support services.
Website: https://certifiedvisatranslation.co.uk/
Email: hello@certifiedvisatranslation.co.uk
For any privacy-related questions, please contact us using the email address above.
2. Information We Collect
We may collect and process the following types of personal information:
Information you provide to us
This may include:
- Your name
- Email address
- Phone number
- Billing details
- Postal address, where hard copy delivery is required
- Company or organisation details
- Source documents submitted for translation or certification
- Identification documents, where required for the service
- Information included within documents you send to us
- Project instructions, deadlines, language requirements, and service preferences
- Communication records, including emails and messages
Information collected automatically
When you visit our website, we may collect limited technical information, such as:
- IP address
- Browser type
- Device information
- Pages visited
- Date and time of access
- Website usage data
- Cookies and similar tracking information
3. How We Use Your Information
We use your personal information to:
- Respond to enquiries and quotation requests
- Provide translation, transcription, interpretation, certification, notarisation, apostille, legalisation, and related services
- Process orders and manage client projects
- Communicate with you about your enquiry, order, invoice, or delivery
- Issue invoices and process payments
- Deliver digital or printed documents
- Maintain internal business records
- Improve our website, services, and client experience
- Handle complaints, amendments, quality concerns, or disputes
- Comply with legal, regulatory, accounting, and tax obligations
- Prevent fraud, misuse, or unauthorised access to our systems
4. Lawful Basis for Processing
We process personal information under one or more of the following lawful bases:
Contract
We process your data where it is necessary to provide a quotation, manage your order, deliver services, and fulfil our contractual obligations.
Legal obligation
We may process and retain certain information to comply with tax, accounting, legal, regulatory, or record-keeping obligations.
Legitimate interests
We may process your data where necessary for our legitimate business interests, such as managing client relationships, improving services, protecting our business, handling disputes, and maintaining secure systems.
Consent
Where required, we may rely on your consent, for example for certain marketing communications or where you voluntarily provide documents containing sensitive personal information.
You may withdraw consent at any time by contacting us.
5. Documents Containing Sensitive Information
The documents you send to us may contain personal or sensitive information. This may include passports, birth certificates, marriage certificates, immigration documents, legal documents, medical documents, academic records, financial documents, or other official records.
We only use the contents of these documents for the purpose of providing the requested service, unless we are legally required to use or retain them for another reason.
6. Sharing Your Information
We may share your personal information where necessary with:
- Translators, interpreters, reviewers, editors, or project managers working on your project
- Notaries, solicitors, apostille agents, couriers, or legalisation providers, where required for the service
- Payment processors and banking providers
- IT, hosting, email, cloud storage, or website service providers
- Accounting, legal, or compliance advisers
- Public authorities, regulators, or law enforcement bodies where legally required
We only share information where necessary and expect third parties to handle personal data securely and confidentially.
7. International Transfers
Some translators, interpreters, reviewers, or service providers may be based outside the United Kingdom.
Where personal data is transferred internationally, we take appropriate steps to ensure that your information is handled securely and in accordance with applicable data protection laws.
8. How Long We Keep Your Information
We retain personal information only for as long as necessary for the purposes for which it was collected.
As a general guide:
- Enquiry records may be retained for up to 12 months.
- Project files and communications may be retained for up to 6 years after completion, where needed for legal, accounting, contractual, or dispute purposes.
- Invoice and payment records may be retained for up to 6 years for tax and accounting purposes.
- Marketing records may be retained until you unsubscribe or ask us to remove your details.
Where information is no longer required, we will securely delete, anonymise, or archive it.
9. Security of Your Information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, disclosure, or destruction.
These measures may include restricted access, password protection, secure storage, email security, internal confidentiality procedures, and careful selection of third-party service providers.
However, no method of internet transmission or electronic storage is completely secure. You should only send documents to us using methods you are comfortable with.
10. Payments
Where payments are made by card or online payment link, payment information may be processed by third-party payment providers. We do not usually store full card details ourselves.
Payment providers will process your payment information according to their own privacy and security policies.
11. Cookies
Our website may use cookies and similar technologies to improve functionality, analyse website traffic, and understand how visitors use the site.
Cookies may collect technical information such as your IP address, browser type, device information, and website activity.
You can usually control or disable cookies through your browser settings. Some website features may not work properly if cookies are disabled.
12. Marketing Communications
We may contact you with service updates or relevant business communications where permitted by law.
You can opt out of marketing communications at any time by contacting us at:
hello@certifiedvisatranslation.co.uk
We will not sell your personal data to third parties for marketing purposes.
13. Your Data Protection Rights
Depending on the circumstances, you may have the right to:
- Request access to the personal data we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to delete your personal data
- Ask us to restrict how we use your data
- Object to certain types of processing
- Request transfer of your data to another provider
- Withdraw consent where processing is based on consent
To exercise your rights, please contact us at:
hello@certifiedvisatranslation.co.uk
We may need to verify your identity before responding to your request.
14. Right to Object
You have the right to object to certain processing of your personal data, including processing based on legitimate interests or direct marketing.
If you object to direct marketing, we will stop sending marketing communications to you.
15. Complaints
If you have concerns about how we handle your personal data, please contact us first so that we can try to resolve the matter.
You also have the right to complain to the UK Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters.
ICO website: https://ico.org.uk/
16. Links to Other Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices, content, or security of external websites.
You should read the privacy policy of any external website you visit.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or business practices.
The latest version will be posted on this page with the updated date shown at the top.
18. Contact Us
For any questions about this Privacy Policy or how we handle your personal data, please contact:
Certified Visa Translation
Email: hello@certifiedvisatranslation.co.uk
Website: https://certifiedvisatranslation.co.uk/