Privacy & Cookies Policy

1. Who we are

This Privacy & Cookies Policy explains how we collect, use, share and protect your personal information when you visit translationsflorida.us, contact us, or use our translation and related services.

The Website and services are operated by EKO 4 Global Services Ltd, trading as EKO 4 Translation Service Florida ("EKO 4", "we", "us", "our"). Our company is registered in the United Kingdom, and we mainly provide services to customers in Florida, across the United States, and internationally. Because we serve customers in the U.S., this Policy is written to give you clear U.S.-focused privacy information while also honoring the higher standards we apply as a UK-based company.

2. Information we collect

Information you provide directly

• Contact details — your name, email address, phone number and postal address.
• Order details — the documents you ask us to translate, languages requested, your instructions, project notes and billing information.
• Documents and files — scans, photos or electronic copies of documents (for example IDs, immigration papers, academic transcripts, legal, medical and financial documents). These may contain sensitive personal information about you or other people.
• Job applications — your CV/résumé, cover letter and related details if you apply for employment or freelance work with us.

Information collected automatically

• Technical data — IP address, browser type and version, device type, operating system and time-zone setting.
• Usage data — which pages you visit, how long you stay, what links you click and the website that referred you.

Calls and our AI phone assistant

When you call our toll-free number, your call is answered by an automated AI assistant and may be recorded. We use recordings and call notes to handle your enquiry, for quality assurance and training, and to keep an accurate record of what was agreed. If you prefer not to be recorded, or would rather handle your enquiry in writing, please contact us by email at info@translationsflorida.us instead.

Information from third parties

• Payment processors (for example, when you pay online).
• Marketing or referral partners, where you have interacted with our content elsewhere.
• Public sources, for example when we verify a business contact.

Using the categories recognized under U.S. state privacy laws, the personal information we collect may include: identifiers; customer records and commercial information; internet or network activity; approximate geolocation; professional or employment information (job applicants); and sensitive personal information contained in the documents you submit. We do not collect this information to build advertising profiles about you.

3. How we use your information

• To provide translation and related services — receiving and reviewing your documents, assigning work to appropriate vetted translators, and delivering translations and associated services.
• To manage our relationship with you — responding to enquiries, preparing quotes, administering your orders, and handling feedback, complaints and support.
• To process payments and prevent fraud — processing payments through secure third-party providers and detecting or preventing fraudulent or abusive activity.
• To improve our website and services — monitoring performance and understanding which services and content are most used.
• Marketing (with your consent where required) — sending updates, offers or news by email where you have signed up or otherwise agreed. You can opt out at any time via the unsubscribe link or by contacting us.
• Legal and compliance — keeping records as required by law, tax and accounting rules, and responding to lawful requests from authorities.

We use the information in your documents only to provide the service you requested and for related quality control and legal compliance. We do not use the contents of your documents for unrelated marketing, advertising or profiling.

4. Documents you send us

Most of our work involves documents that contain personal information, including identity documents, immigration and visa documents, court and notarial documents, academic certificates, medical records, and financial or tax documents.

We treat this information as highly confidential. It is used solely to provide translation and related services, for quality control, and to meet legal requirements. If your documents contain information about other people, you are responsible for ensuring you have the authority to share those documents with us for translation.

Please also see Section 9 (How long we keep your information), which explains that we keep your documents and finished translations for a limited period only.

Automated and AI-assisted processing

Parts of our service are supported by secure automated systems, including AI tools provided by third parties such as Google. These systems may process the content of documents you send us — for example to detect the language, support quality and consistency checks, verify identity documents, and prepare estimates. Document content processed in this way is used only to deliver the service you ordered. It is not used to train third-party AI models and is not used for advertising. Every certified translation is reviewed, corrected where necessary, and signed by a qualified human translator who certifies its accuracy in their own name.

5. Cookies and similar technologies

Our website uses cookies and similar technologies to make the site work properly and securely, remember your preferences (for example, language), and help us understand how visitors use the website. Cookies are small text files stored on your device that help a site recognize it and store certain information.

We may use: strictly necessary cookies (core functionality and security); performance / analytics cookies (to understand and improve usage); functional cookies (to remember your choices); and, where in use, advertising / marketing cookies (to measure campaign effectiveness).

Our analytics (Google Analytics 4) is configured for statistics only: we use it to understand how the website is used and to improve it, Google Signals and ads personalization are disabled, and we do not use advertising or remarketing cookies. You can decline analytics — or change your choice at any time — using the Reject button in our cookie banner or the “Cookie choices” link in the footer of every page.

You can also control cookies through your browser settings. If you disable certain cookies, some parts of the site may not function properly. Where required, we honor recognized opt-out preference signals such as Global Privacy Control (GPC) for the categories they cover.

6. Sharing your information

We may share your information with:

• Professional translators and interpreters, carefully selected and bound by confidentiality obligations.
• Service providers such as hosting providers, IT support, email and payment processors, and security services — who may act as our processors/service providers and are contractually limited to our instructions.
• Professional advisers such as lawyers, accountants or auditors.
• Public authorities or law enforcement, where legally required or necessary to protect our rights, our customers or others.
• A successor, if we sell, merge or reorganize our business, subject to the same privacy protections.

7. International transfers

As a UK-based company with a global translation network, your personal information may be processed in countries outside your own, including the United Kingdom and the countries where our translators or service providers are located. When we transfer personal information internationally, we take steps to ensure an appropriate level of protection, such as recognized safeguards and contractual protections.

Where personal information is transferred from the United Kingdom to a country that is not covered by UK adequacy regulations, we rely on appropriate safeguards under Article 46 of the UK GDPR — normally the Information Commissioner’s Office International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses — together with confidentiality obligations on everyone who handles your documents. You can request a copy of the safeguards we use by emailing info@translationsflorida.us.

8. How we keep your information secure

• secure hosting and access controls;
• encryption in transit (for example HTTPS/SSL);
• restricted access to documents and project data on a need-to-know basis;
• confidentiality agreements and policies for staff and translators.

While we work hard to protect your information, no transmission of data over the internet can be guaranteed as completely secure. You are responsible for keeping any passwords and access details confidential.

9. How long we keep your information

We keep other personal information only for as long as reasonably necessary for the purposes described in this Policy. In particular:

• Documents and translation files — normally deleted about three (3) months after delivery, as described above.
• Documents uploaded for an estimate that does not become an order - automatically deleted from our servers shortly after the estimate offer expires (normally within a few days).
• Order, billing and tax records — kept for the longer periods required by tax, accounting and legal rules (typically several years).
• Contact and marketing data — kept until you unsubscribe or ask us to delete it, subject to any legal retention requirements.

When information is no longer needed, we delete it or anonymize it so it can no longer identify you.

10. Your privacy rights

Depending on where you live and applicable law, you may have rights to:

• request access to the personal information we hold about you, and information about how we use it;
• request correction of inaccurate or incomplete information;
• request deletion of your personal information in certain circumstances;
• request that we limit or restrict certain uses of your information;
• opt out of the "sale" or "sharing" of personal information and of targeted advertising (note: we do not sell or share your information as described in Section 6);
• withdraw consent where we rely on consent (for example, marketing emails);
• not receive discriminatory treatment for exercising your privacy rights.

To exercise any of these rights, contact us using the details in the Contact section at the end of this page. We will verify your request (to protect your information we may ask you to confirm details we already hold) and respond within the timeframes required by applicable law. You may use an authorized agent to submit a request on your behalf where the law allows, and we may ask for proof of authorization.

If we decline your request, you may ask us to reconsider by replying to our response; we will review appeals where an appeal right applies under your state's law.

Automated checks and human review

Some checks — for example an initial validation of an uploaded identity document — are carried out automatically. These checks support our team’s decisions rather than replacing them. If an automated check rejects a document, you can ask us to review it manually by contacting us, and a member of our team will look at it.

If you have a concern

If you are unhappy with how we have handled your personal information, please contact us first — almost every concern is resolved quickly and directly. You also have the right to lodge a complaint with a data protection supervisory authority; as our company is registered in the United Kingdom, that authority is the Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, United Kingdom.

11. Additional information for U.S. residents

We primarily serve customers in Florida and across the United States, and U.S. privacy laws vary by state. Regardless of where you live, we aim to be transparent about the personal information we collect, use it only for the purposes described in this Policy, and give you a way to access, correct or delete your information where possible.

Categories collected and disclosed. In the past 12 months we have collected the categories described in Section 2 and disclosed them only to the recipients described in Section 6, for the business purposes described in Section 3. We have not sold personal information and have not shared it for cross-context behavioral advertising.

Sensitive information. The documents you send us may contain sensitive personal information. We use and disclose it only as needed to provide the services you request and to comply with law — not to infer characteristics about you.

If you are a resident of a U.S. state with a comprehensive privacy law (such as California, Virginia, Colorado, Connecticut, Texas, Florida and others), you may have additional rights described in Section 10. Contact us and we will explain how we can assist you under the laws that apply to you.

12. Children's privacy

Our website and services are intended for adults and are not directed to children. We do not knowingly collect personal information directly from children under 16 for our own purposes. Documents submitted for translation may include information about children (for example, a child's birth certificate) — that information is provided by an adult customer and is handled under the same confidentiality and retention rules as all other documents. If you believe a child has provided us personal information directly, please contact us and we will take appropriate steps to delete it.

13. Changes to this Policy

We may update this Privacy & Cookies Policy from time to time, for example to reflect changes in the law, our services or our internal practices. When we make changes we will update the "Last updated" date at the top of this page and, where appropriate, provide additional notice on the website. We encourage you to review this page periodically.