Privacy Policy

Last Updated: 23 May 2026 Effective Date: 23 May 2026

1. Introduction

This Privacy Policy explains how UKVI Translations (“we”, “our”, “us”) collects, uses, stores, and protects your personal data when you use our website (www.ukvitranslations.co.uk) and our certified translation services.

We are committed to safeguarding your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).

By using our website or services, you confirm that you have read and understood this Privacy Policy.

2. Data Controller Information

UKVI Translations is the Data Controller responsible for your personal data.

• Business name: UKVI Translations
• Address: 33 Willmore Road, Birmingham, B20 3JH, United Kingdom
• Email: info@ukvitranslations.co.uk
• Phone: +44 7459 947310
• ICO Registration Number: [Insert your ICO registration number]
• Companies House Registration: [Insert your company registration number, if applicable]

If you have any questions about how we handle your data, please contact us using the details above.

3. Information We Collect

We collect and process the following categories of personal data:

3.1 Personal Information

• Full name
• Email address
• Phone number
• Postal address (for hard-copy delivery)
• Billing and payment details (processed securely via third-party providers)

3.2 Document Data

• Documents submitted for translation, which may include: passports, birth certificates, marriage certificates, divorce decrees, police clearance records, bank statements, academic transcripts, employment records, medical records, TB test certificates, court orders, and other official documents.

3.3 Special Category Data (Article 9 UK GDPR) Some documents you submit may contain sensitive personal data, including:

• Health information (e.g., TB test certificates, medical records)
• Religious or philosophical beliefs (e.g., religious marriage certificates)
• Biometric data (e.g., passport photographs)
• Data concerning criminal convictions (e.g., police clearance certificates)

We process this data based on your explicit consent under Article 9(2)(a) UK GDPR, given when you submit documents for translation. You may withdraw this consent at any time, though this may affect our ability to provide the service.

3.4 Technical Data

• IP address
• Browser type and version
• Device information and operating system
• Pages visited, time spent, and referral source
• Cookie data (see Section 11)

3.5 Children’s Data For visa applications involving dependants under 18 (e.g., child birth certificates, school records), we process minors’ data only with the explicit consent of a parent or legal guardian, who must be the account holder placing the order.

4. How We Use Your Information

We use your personal data to:

• Provide, manage, and deliver certified translation services
• Communicate with you regarding quotes, orders, deliveries, and queries
• Process payments securely
• Issue Certificates of Accuracy and store records for verification
• Improve our website, services, and customer experience
• Send service-related updates (transactional emails)
• Send marketing communications, where you have opted in
• Comply with legal, tax, and regulatory obligations (including HMRC requirements)
• Detect, prevent, and address fraud, security breaches, or technical issues

5. Legal Basis for Processing

We process your personal data on the following lawful bases under Article 6 UK GDPR:

• Contractual necessity — to deliver translation services you have requested
• Legitimate interests — to improve our services, respond to enquiries, prevent fraud, and run our business (provided your rights do not override these interests)
• Legal obligation — to comply with UK laws, including HMRC tax retention requirements
• Consent — for marketing communications, cookies, and processing of special category data (Article 9(2)(a))

6. Data Sharing and Disclosure

We do not sell, rent, or trade your personal data. We may share your data only with the following categories of recipients, under strict confidentiality agreements:

• Certified translators and linguists — bound by signed Non-Disclosure Agreements (NDAs)
• Payment processors — Stripe, PayPal, or equivalent regulated providers (we do not store full card details)
• IT, hosting, and cloud storage providers — including our website host and secure file storage providers
• Email and communication providers — for sending quotes, invoices, and translated documents
• Professional advisors — accountants, auditors, and legal advisors when required
• Legal and regulatory authorities — where required by law, court order, or government request (e.g., HMRC, ICO, UK Home Office)

7. International Data Transfers

Because we offer translations in 200+ languages, some of our translators or service providers may be located outside the United Kingdom, including in the European Economic Area (EEA) and other countries.

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including:

• UK adequacy regulations (for transfers to EEA and other approved countries)
• Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner’s Office (ICO)
• International Data Transfer Agreements (IDTA) where applicable

You may request a copy of these safeguards by contacting us.

8. Data Security

We implement robust technical and organisational measures to protect your personal data, including:

• Encrypted file uploads and transfers (TLS/SSL)
• Restricted access to documents on a need-to-know basis
• Secure cloud storage with industry-standard encryption at rest
• Signed NDAs with all translators and contractors
• Regular security reviews and staff training
• GDPR-compliant data processing pipelines

While we take all reasonable precautions, no system can guarantee absolute security. In the event of a data breach affecting your rights, we will notify you and the ICO within 72 hours as required by law.

9. Data Retention

We retain personal data only for as long as necessary. Specific retention periods are:

After the retention period, your data is securely deleted or fully anonymised.

10. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access — request a copy of the data we hold about you
• Right to rectification — request correction of inaccurate or incomplete data
• Right to erasure (“right to be forgotten”) — request deletion of your data, subject to legal retention requirements
• Right to restrict processing — limit how we use your data
• Right to data portability — receive your data in a structured, machine-readable format
• Right to object — object to processing based on legitimate interests or for marketing
• Right to withdraw consent — where processing is based on consent
• Rights related to automated decision-making — we do not use automated decision-making or profiling in our services

To exercise any of these rights, contact us at info@ukvitranslations.co.uk. We will respond within one month, free of charge, as required by UK GDPR.

11. Cookies and Tracking Technologies

Our website uses cookies and similar technologies. The categories are:

You can accept, reject, or customise cookies via our cookie banner when you first visit our site, and change your preferences anytime through your browser settings or our cookie control panel.

For more details on cookies, visit www.aboutcookies.org.

12. Third-Party Links

Our website may contain links to third-party websites (e.g., WhatsApp, Google Maps, social media). We are not responsible for the privacy practices or content of these external sites. We encourage you to review their privacy policies before sharing personal data.

13. Marketing Communications

We may send you promotional emails or messages about our services only if you have opted in. You can unsubscribe at any time by:

• Clicking the “unsubscribe” link in any marketing email
• Emailing us at info@ukvitranslations.co.uk
• Replying “STOP” to any marketing SMS

Unsubscribing will not affect transactional communications related to your orders.

14. Your Right to Complain

If you believe we have not handled your personal data correctly, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

• Website: www.ico.org.uk
• Helpline: 0303 123 1113
• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

We would, however, appreciate the opportunity to address your concerns first — please contact us directly before approaching the ICO.

15. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our business practices. Any changes will be posted on this page with a revised “Last Updated” date. Material changes will be communicated to you by email where appropriate.

16. Contact Information

For any questions, requests, or concerns regarding this Privacy Policy or your personal data:

• Email: info@ukvitranslations.co.uk
• Phone / WhatsApp: +44 7459 947310
• Postal Address: 33 Willmore Road, Birmingham, B20 3JH, United Kingdom

17. Acceptance of This Policy

By using our website and services, you acknowledge that you have read, understood, and agreed to this Privacy Policy.