Summary: DB Languages Ltd is registered with the UK Information Commissioner's Office (ICO) and fully compliant with UK GDPR. We collect only what we need, store it securely, and delete it after 6 months. We never sell your data.
1. Who We Are
DB Languages Ltd ("we", "us", "our") is a certified translation and legal documentation services company based in Greater London, UK. We are registered with the Information Commissioner's Office (ICO).
Contact: info@dblanguages.com | www.dblanguages.com
2. What Personal Data We Collect
When you use our website or place an order, we may collect:
- Full name, email address, phone number and postal address
- Documents you upload for translation (which may contain personal data)
- Payment information (processed securely by Stripe — we do not store card details)
- Order history and correspondence
- IP address and browser data (via cookies)
3. Why We Process Your Data (Legal Basis)
- Contract performance — to fulfil your translation order
- Legal obligation — to comply with UK law and ICO requirements
- Legitimate interests — to respond to enquiries and improve our services
- Consent — for marketing communications (you can withdraw at any time)
4. How We Use Your Documents
Documents you upload are stored securely in our encrypted cloud storage (Google Workspace, which is UK/EU GDPR compliant). They are:
- Shared only with the certified translator assigned to your order
- Transmitted via secure, encrypted, time-limited links — never as email attachments
- Submitted to the Foreign, Commonwealth & Development Office (FCDO) where Hague Apostille legalisation is required
- Submitted to a notary office where notarial legalisation is required
- Accessible only to authorised personnel
- Deleted after 6 months from the date of order completion
5. Who We Share Your Data With
We only share your data with:
- Certified translators — only the specific translator assigned to your order, bound by confidentiality agreements and GDPR obligations
- Stripe — for secure payment processing (see Stripe's Privacy Policy)
- Google Workspace — for secure document and email storage
- Foreign, Commonwealth & Development Office (FCDO) — for Hague Apostille legalisation processing. The FCDO is a UK government body bound by its own data handling obligations.
- Notary offices — for notarial legalisation of documents, where this service has been requested. Only the documents necessary for legalisation are shared.
We never sell, rent or share your data with third parties for marketing purposes.
6. Data Retention
We retain your data as follows:
- Uploaded documents: Deleted 6 months after order completion
- Order records: Retained for 7 years (legal/accounting obligation)
- Enquiry emails: Deleted after 12 months if no order placed
7. Your Rights Under UK GDPR
You have the right to:
- Access — request a copy of the data we hold about you
- Rectification — ask us to correct inaccurate data
- Erasure — ask us to delete your data ("right to be forgotten")
- Restriction — ask us to limit how we use your data
- Portability — receive your data in a portable format
- Object — object to processing based on legitimate interests
To exercise any of these rights, email us at info@dblanguages.com. We will respond within 30 days.
You also have the right to lodge a complaint with the ICO at ico.org.uk.
8. Cookies
Our website uses cookies to:
- Essential cookies: Make the website function (cannot be disabled)
- Analytics cookies: Understand how visitors use our site (anonymous)
You can control cookies through your browser settings. Refusing non-essential cookies will not affect your ability to use our services.
9. Data Security
We protect your data using:
- SSL/HTTPS encryption on all web pages
- Encrypted cloud storage (Google Workspace)
- Secure, time-limited download links for documents
- Access controls — only authorised staff and assigned translators
- Regular security reviews
10. Changes to This Policy
We may update this policy from time to time. The latest version will always be available on this page with the date of last update shown at the top.
11. Contact
For any privacy-related questions or to exercise your rights:
DB Languages Ltd
Email: info@dblanguages.com
Website: www.dblanguages.com
Location: Greater London, UK