Confidentiality and Information Policy

We-Translate is committed to protecting the confidentiality, privacy, and security of the source documents, translations, and business data entrusted to us.

In the course of providing our language services, we receive, translate, and process sensitive, proprietary, personal, and commercially valuable information. We recognise that language data requires specialized care, and we maintain robust safeguards to protect it from unauthorized access, loss, or disclosure.

This policy outlines our approach to securing your data across our human translation workflows and technological infrastructure.

This policy applies to all information handled by We-Translate, including source files, bilingual translation files, translation memories, glossaries, and reference materials.

It applies to all formats, including:

Uploaded project files and documents (e.g., Word, PDF, code files)

Translation Memories (TM) and Terminology Databases (Glossaries)

Emails, communications, and client portal data

Temporary cached data in Translation Environments (CAT tools)

We treat all client source texts and translated materials as strictly confidential by default.

We-Translate is committed to:

Using your files solely for the purpose of fulfilling your translation and localization requests.

Ensuring that no client data is used to train public AI or public Machine Translation (MT) models.

Complying with applicable global data protection laws (including UK/EU GDPR).

Enforcing strict non-disclosure agreements (NDAs) with all internal staff and external linguists.

Translation requires collaboration, but we tightly restrict data access.

Need-to-Know Access: Only the specific project managers and assigned professional linguists working on your project can access your files.

Secure Assignment: Files are shared only via secure, access-controlled translation management platforms.

No Local Backups: Linguists are prohibited from saving local, unencrypted copies of client source files beyond the duration of the project.

We implement industry-standard technical and organizational measures to secure our digital environment:

Secure Technology Partners: We host data on secure cloud servers with industry-standard encryption (AES-256) both in transit and at rest.

Closed Machine Translation (MT) Environments: If Machine Translation is used to assist our linguists, we use only secure, private enterprise MT engines. Your data is never saved, cached, or used by third-party MT providers to train public models.

Platform Security: Access to our client portal and translation tools requires multi-factor authentication (MFA) and strict permissions management.

As a language service provider, we partner with specialized freelance linguists.

Vetting and NDAs: Every linguist in our network undergoes rigorous vetting and must sign a legally binding Confidentiality and Data Protection Agreement before receiving any client files.

Compliance Monitoring: We take reasonable steps to ensure our translators utilize secure hardware and secure internet connections when processing We-Translate projects.

We maintain translation memories (TMs) and bilingual files to ensure linguistic consistency for your future projects.

Client Control: You may request the immediate, permanent deletion of your source files and translated documents upon project completion.

Standard Retention: Unless otherwise agreed or requested, we retain project files for a set period to assist with revisions, after which they are securely archived or permanently deleted.

All We-Translate employees, project managers, and contracted linguists are trained in information security best practices. They are required to handle all client assets with discretion, report any potential security anomalies immediately, and utilize secure, password-protected workstations.

We take data security threats seriously. In the highly unlikely event of a suspected or actual data breach affecting your information, We-Translate will:

Immediately isolate and contain the issue.

Conduct a thorough forensic investigation.

Notify affected clients without undue delay, outlining the nature of the breach and the mitigation steps taken.

We regularly review and update our security protocols to keep pace with evolving cybersecurity standards, translation technology advancements, and data privacy regulations.