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Data & Privacy Notice

This Privacy Policy explains how Via Nova Translation Services ("we", "us", "our") collects, uses, stores, and protects personal data when providing translation and interpreting services. We are committed to maintaining the confidentiality, integrity, and security of the information entrusted to us.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions, you can contact us at:

What Personal Data We Collect

We may collect and process the following categories of personal data:

A. Information You Provide Directly

  • Name, email address, phone number, postal address
  • Payment details (processed securely via third-party providers)
  • Documents submitted for translation or interpreting
  • CVs or professional details (for freelance linguists)

B. Information Contained Within Documents

Documents provided for translation may include personal or sensitive data such as:

  • Identification documents
  • Legal, medical, financial, or academic records
  • Business or contractual information
  • Names, addresses, or other personal identifiers

We treat all document content as strictly confidential.

C. Technical Data

  • IP address
  • Browser type
  • Website usage data (via analytics tools, if used)

How We Use Your Personal Data

We process personal data only when necessary for:

  • Providing translation and interpreting services
  • Preparing quotes and responding to enquiries
  • Managing projects and communicating with clients
  • Processing payments and invoicing
  • Maintaining business records
  • Meeting legal or regulatory obligations
  • Working with freelance translators and interpreters

We do not use your data for automated decision-making or profiling.

Legal Basis for Processing

We rely on the following lawful bases:

  • Contractual necessity – to provide services you request
  • Legitimate interests – for business administration and quality assurance
  • Legal obligation – for tax, accounting, or regulatory compliance
  • Consent – where required (e.g. marketing communications)

Confidentiality & Security

We understand that translation and interpreting often involve sensitive information. We therefore:

  • Use secure, encrypted systems for file transfer and storage
  • Restrict access to authorised personnel only
  • Require freelancers to sign confidentiality agreements
  • Never share documents with third parties unless necessary for service delivery

We take all reasonable steps to protect your data from loss, misuse, or unauthorised access.

Sharing Your Data

We may share personal data with:

  • Freelance translators/interpreters working on your project
  • Payment processors
  • IT service providers (secure hosting, email services)
  • Regulatory authorities if legally required

We never sell or rent your personal data. All third-party providers are required to comply with UK GDPR.

International Transfers

If a project requires a linguist located outside the UK, we ensure that:

  • Adequate safeguards are in place (e.g., Standard Contractual Clauses)
  • Confidentiality obligations are strictly enforced

We only transfer data internationally when necessary for service delivery.

Data Retention

We retain personal data only for as long as necessary:

  • Client project files: typically up to 6 years
  • Financial records: 6 years
  • Enquiries: 12 months
  • Freelance linguist records: duration of collaboration

You may request deletion of your data at any time, subject to legal obligations.

Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data
  • Request correction or deletion
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent (where applicable)
  • Lodge a complaint with the ICO

To exercise your rights, contact: admin@vianovatranslation.co.uk

Cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

By law, we may not place cookies on your computer without your consent, unless they are strictly necessary to the operation of the service that we provide on the Website.

Links to Other Websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites. You should exercise caution and look at the privacy statement applicable to the website in question.

Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact:

The Regulator

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office.

You can contact them by calling 0300 555 0333, or go online to www.ico.org.uk/concerns (opens in a new window; please note we can't be responsible for the content of external websites).