Privacy Policy

Effective Date: 19/09/2025

Last Updated: 16/08/2026

At Grampian Translation Services (GTS), we are committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your data when you engage our services.

1. Who We Are

Grampian Translation Services Ltd (“we”, “our”, “us”) provides translation, interpreting, legalisation, and related language services. We are registered in Scotland and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect and process the following personal data:

  • Identity data: name, date of birth, contact details.
  • Document data: documents you submit for translation or legalisation (e.g. certificates, contracts).
  • Transaction data: payment information and billing details.
  • Technical data: IP address, browser type, and website usage statistics.

3. How We Use Your Information

We use your information for:

  • Processing and delivering translations, notarisation, and apostille/legalisation services.
  • Communicating with you regarding your project.
  • Issuing invoices and processing payments.
  • Complying with legal and regulatory requirements.

4. Lawful Basis for Processing

We process your personal data where it is necessary to perform our contract with you (delivering the service you have ordered), to comply with our legal obligations (such as tax and accounting rules), and for our legitimate interests (responding to enquiries, improving our website and services, and preventing fraud). Where we rely on your consent, you may withdraw it at any time.

5. Sharing of Information

We do not sell or trade your data. We may share limited data only with:

  • Accredited translators or notaries directly working on your project.
  • The Foreign, Commonwealth & Development Office (FCDO), consulates, or relevant legal authorities for apostille/legalisation purposes.
  • Service providers such as couriers, our secure payment processor (Stripe), and our website and email hosting providers.

All third parties are bound by confidentiality and data protection obligations.

6. International Transfers

Where completing your instructions requires sending your documents outside the UK (for example to a consulate, a foreign authority, or a recipient you nominate), we transfer them only as needed to carry out your instructions.

7. Data Security

  • Documents are transferred and stored using secure systems.
  • Access is restricted to authorised staff and linguists.
  • Files uploaded through our website forms are stored securely and accessed only by staff who need them for your request.
  • Digital data is encrypted, and physical documents are handled with care.
  • Files are retained only in line with the retention periods set out below, then securely deleted.

8. Cookies and Website Tracking

Our website uses cookies and similar technologies, including Google tools, to understand how the site is used and to measure our advertising. When you first visit, our cookie banner asks for your consent before any non-essential cookies are set, and you can change your choice at any time via the Manage Consent option in the corner of the site. You can also control or delete cookies through your browser settings. For details of the cookies we use, see our Cookie Policy.

9. Your Rights

Under UK GDPR, you have the right to:

  • Access – request a copy of the personal data we hold about you.
  • Rectification – ask us to correct inaccurate or incomplete data.
  • Erasure – ask us to delete your data where we no longer need it.
  • Restriction – ask us to limit how we use your data.
  • Portability – receive the data you gave us in a portable format.
  • Objection – object to processing based on our legitimate interests.
  • Withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, please contact us at info@grampian-translation.co.uk. We will respond within one month.

10. Data Retention

We retain personal data only as long as necessary to fulfil the purpose of processing, meet legal requirements, or resolve disputes. After this, all data is securely deleted or anonymised.

  • Documents you send us (scans, uploads and copies provided for translation, notarisation or legalisation): deleted from our systems within 30 days of your enquiry closing or your job completing, unless you ask us to keep them longer or the law requires otherwise.
  • Invoices and payment records: kept for six years after the end of the relevant accounting year, as required by HMRC.
  • Other correspondence and enquiry details: kept no longer than necessary for the purpose, then securely deleted or anonymised.

11. Refusal of Service

We reserve the right, at our reasonable discretion, to decline, suspend or discontinue a service. This includes, for example, requests that appear unlawful or fraudulent, documents we suspect to be falsified or misleading, abusive, threatening or harassing conduct towards our staff or partners, non-payment, or failure to provide information we reasonably need to complete or verify a request. We will never refuse service on the basis of any characteristic protected under the Equality Act 2010. Where we suspect fraud or another criminal offence, we may retain the relevant information and share it with law enforcement or other appropriate authorities where the law allows or requires.

12. Contact Us

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

Grampian Translation Services Ltd
7 Queen’s Gardens, Aberdeen AB15 4YD
20 Station Road, Cambridge CB1 2JD

Email: info@grampian-translation.co.uk
Phone: +44 1224 329145

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in the UK: ico.org.uk.