Internet Privacy & Cookies Policy

1. Who we are

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

Our business is registered in the United Kingdom and our website hosting is also located in the UK, but we mainly provide services to customers in Florida, across the United States, and internationally.

2. Information we collect

2.1 Information you provide directly

When you interact with us, you may provide:

Contact details – such as your name, email address, phone number and postal address.
Order details – 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 and medical documents, financial records). These may contain sensitive personal data about you or other people.
Job applications – your CV/résumé, cover letter and other details if you apply for a job or freelance work with us.

2.2 Information collected automatically

When you visit our website, we may automatically collect:

Technical data – such as your IP address, browser type and version, device type, operating system and time zone setting.
Usage data – such as which pages you visit, how long you stay on them, what links you click and referring websites.

2.3 Information from third parties

We may receive limited personal information about you from:

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

3. How we use your information

We use your personal information for the following purposes:

To provide translation and interpretation services
– receiving and reviewing your documents;
– assigning work to appropriate, vetted translators;
– delivering translations and associated services to you.
To manage our relationship with you
– responding to enquiries and preparing quotes;
– setting up and administering your orders;
– handling feedback, complaints and support requests.
To process payments and prevent fraud
– processing your payments via secure third-party providers;
– detecting and preventing fraudulent or abusive activity.
To improve our website and services
– monitoring website performance and usage;
– 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 to receive them. You can opt out at any time by using the unsubscribe link in our emails or by contacting us.
Legal and compliance
– keeping records as required by law, tax and accounting rules;
– responding to lawful requests from regulators or public authorities.

4. Documents you send us

Most of our work involves handling documents that contain personal information, including:

Identity documents (passports, ID cards, driving licences);
Immigration and visa documents;
Court, legal and notarial documents;
Academic certificates and transcripts;
Medical records and reports;
Financial and 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 or regulatory requirements. We do not use the contents of your documents for unrelated marketing or profiling.

If your documents contain information about other people, you are responsible (where applicable) for ensuring that you have authority to share those documents with us for translation.

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);
help us understand how visitors use the website (analytics).

Cookies are small text files stored on your device when you visit a website. They help the site recognise your device and store certain information.

We may use the following types of cookies:

Strictly necessary cookies – required for core site functionality such as forms and security features.
Performance / analytics cookies – help us understand how visitors use the site so we can improve it.
Functional cookies – remember choices you make to provide enhanced features.
Advertising / marketing cookies – where in use, these help measure the effectiveness of campaigns or show relevant content.

You can control cookies through your browser settings and, where available, through our cookie banner or cookie settings on the website. If you disable certain cookies, some parts of the site may not function properly.

6. Sharing your information

We do not sell your personal information for money.

However, we may share your information with:

Professional translators and interpreters who are carefully selected and bound by confidentiality obligations.
Service providers such as website hosting providers, IT support, email and marketing platforms, payment processors and security monitoring services.
Professional advisers such as lawyers, accountants or auditors.
Public authorities or law enforcement where we are legally required to do so or where it is necessary to protect our rights, our customers or others.
Business transfers – if we sell, merge or reorganise our business, your information may be transferred to a new owner, 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 the United Kingdom. This can happen, for example, when data is stored on servers or when we engage translators or service providers in other countries.

When we transfer personal information outside the UK, we take steps to ensure an appropriate level of protection, such as using recognised safeguards and contractual protections.

8. How we keep your information secure

We use a combination of technical and organisational measures to protect your information, including:

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 your personal information only for as long as it is reasonably necessary for the purposes described in this Policy, including:

to fulfil your order and provide services;
to maintain records for tax, accounting and legal purposes;
to handle any disputes or complaints.

Retention periods depend on the type of information and our legal obligations. When information is no longer needed, we will delete it or anonymise it so it can no longer identify you.

10. Your privacy rights

Depending on where you live and applicable law, you may have certain rights in relation to your personal information, such as:

the right to request access to the personal information we hold about you;
the right to request correction of inaccurate or incomplete information;
the right to request deletion of your personal information in certain circumstances;
the right to request that we restrict how we use your information;
the right to object to our processing where we rely on legitimate interests;
the right to withdraw consent where we rely on consent (for example for marketing emails).

We will respond to all valid requests in accordance with applicable laws. Some rights may be limited, for example where fulfilling your request would reveal personal information about another person or where we are required to keep your data by law.

11. Additional information for US residents

We primarily serve customers in Florida and across the United States. US privacy laws vary by state. Regardless of where you live, we aim to:

be transparent about the personal information we collect;
use your information only for the purposes described in this Policy (or as otherwise explained at the time of collection);
provide you with a way to contact us to access, correct or delete your information where possible.

If you are a resident of a US state with specific privacy laws, you may have additional rights, such as rights not to be discriminated against for exercising your privacy rights and the right to request more detailed information about how we handle certain categories of personal information. If you contact us, we will explain how we can assist you under the laws that apply to you.

12. Contacting us

If you have any questions, concerns or requests about this Privacy Policy or your personal information, please contact us using the contact details published on our website (for example via our contact page or email).

13. Changes to this Privacy Policy

We may update this Privacy 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 (for example by a notice on the website). We encourage you to review this page periodically to stay informed about how we protect your information.