Privacy policy.

Effective Date: June 1, 2025
Last Updated: June 2, 2025

Promptage ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data, including sensitive and legal documents, when you use our services or visit our website.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 

1. Who We Are

Promptage is a professional translation service provider based in the United Kingdom. We specialise in general, certified, and legal document translation.

Registered Address: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ
Company Number: 16507401
Data Protection Contact: support@promptage.com

We act as a data controller when processing your personal data for the purposes described in this policy.

 

2. What Information We Collect

a. Personal Information

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

  • Full name

  • Email address

  • Contact telephone number

  • Address or location

  • Payment or invoicing details (processed via secure third parties)

  • Company or firm name (if applicable)

b. Document Content (Sensitive Data)

Documents you provide for translation may include:

  • Personally Identifiable Information (PII)

  • Legal documents (e.g. contracts, court filings, wills, immigration papers)

  • Medical records

  • Financial or business documents

  • Government-issued IDs or national insurance numbers

We treat all such information as strictly confidential.

c. Website Usage Data

We may collect certain information about your use of our website, such as:

  • IP address

  • Browser type and version

  • Pages visited and time spent

  • Device type and operating system

We use this data to improve the security and performance of our website.

 

3. How We Use Your Information

We use the information you provide to:

  • Provide translation and language services

  • Handle quotes, orders, and invoices

  • Communicate with you about your project

  • Maintain confidentiality and secure handling of sensitive documents

  • Comply with legal or regulatory obligations

  • Improve our services and website functionality

We only process your data where we have a lawful basis under the UK GDPR, including:

  • Performance of a contract

  • Compliance with legal obligations

  • Legitimate interest (e.g. service improvement, fraud prevention)

  • Consent (for marketing, where applicable)

 

4. Confidentiality and Security

We are committed to ensuring that your data — especially legal and sensitive documents — is handled with the highest level of security and confidentiality.

  • Encryption: Files are encrypted during upload/download and while stored.

  • Access Controls: Only authorised staff and translators (bound by confidentiality agreements) have access to your data.

  • Secure Servers: We host data on secure UK or GDPR-compliant servers.

  • Document Retention: Documents are securely deleted after the project is completed, unless retention is required for legal, tax, or auditing purposes.

 

5. Sharing Your Information

We do not sell, rent, or trade your personal data.

We may share your data only with:

  • Professional translators or proofreaders, under strict confidentiality agreements

  • IT and cloud service providers, only where necessary and compliant with UK GDPR

  • Payment processors for billing (we do not store card details ourselves)

  • Regulatory or legal authorities, if required to comply with law or enforce our rights

Where third parties process your data on our behalf, we ensure they meet the necessary data protection and security standards.

 

6. International Data Transfers

Your personal data may be processed or stored outside the UK (e.g. by translators or cloud services). In such cases, we ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses (SCCs)

  • UK Addendum to the EU SCCs

  • Data Processing Agreements with sub-processors

We will only transfer your data where it is safe and lawful to do so.

 

7. Your Rights Under UK GDPR

You have the following rights under data protection law:

  • Right of access - request a copy of the personal data we hold about you

  • Right to rectification - correct inaccurate or incomplete data

  • Right to erasure - request deletion of your data (subject to exceptions)

  • Right to restrict processing - limit how we use your data

  • Right to data portability - receive your data in a usable format

  • Right to object - object to processing based on legitimate interests

  • Right to withdraw consent - at any time, if processing is based on consent

  • Right to lodge a complaint - with the UK Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact us at support@promptage.com

 

8. Cookies and Tracking

We use cookies and similar technologies to improve user experience and website analytics. You can manage your cookie preferences via your browser settings. For more details, please see our Cookie Policy.

 

9. Data Retention

We retain personal data only for as long as necessary to:

  • Complete your translation project

  • Comply with legal or tax obligations

  • Handle potential disputes or queries

After that, we securely delete or anonymise your data.

 

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services or legal obligations. We encourage you to review it periodically.

Last updated: June 2, 2025
Next review due: 1 June 2026 or earlier if required by legal or operational changes.

 

11. Contact Us

If you have any questions about this Privacy Policy or your data rights, please contact:

Promptage
71-75 Shelton Street, Covent Garden, London WC2H 9JQ
Email: support@promptage.co.uk
Phone: 02038972233