Privacy notice
Last updated 9 November 2026.
This notice explains how Thames Translation Group Ltd (“Thames Translation”, “we”, “us”) uses personal data. It covers people who visit this website, ask us for a quote or contact us, work for our clients, or receive business emails from us.
Who we are
We are the controller of the personal data described in this notice. Thames Translation Group Ltd is registered in England and Wales under company number 09668305. Our registered office is 86–90 Paul Street, London EC2A 4NE.
For any question about this notice or your personal data, email info@thamestranslation.com or write to us at our registered office. Our director is responsible for data protection.
Documents you send us for translation
Documents sent to us for a quote or for translation often contain personal data about other people. For that data, we act for our client as a processor. We use it only to prepare a quote or carry out the work, on our client’s documented instructions. The client’s own privacy notice explains how they use it. This notice covers the personal data we hold for our own purposes.
What we collect and why
When you ask for a quote
The quote form on this website asks for your name, your work email address, the languages you need and, if you wish, your deadline and a short description of the job. It also records the page you sent it from. It does not take files: if we need to see your documents, we reply by email and you send them to us. We use these details to answer your enquiry and prepare a quote.
The form sends your details to our own Google Workspace account. They are stored in a private spreadsheet and we are told of them by email. Google processes them for us under our Workspace contract, and also receives technical data about the request, such as your IP address.
Our lawful basis is our legitimate interest in answering enquiries from businesses, or, where you contact us for yourself, taking steps at your request before we enter into a contract.
You do not have to send us an enquiry. If you do, we need your email address to reply and your project details to prepare a quote. We ask for your name so that we can address you.
When you email or call us
We keep what you tell us, your contact details and our replies, so that we can deal with your request. Our lawful basis is our legitimate interest in running our business and answering the people who contact us.
When you or your organisation are our client
We hold the names, work contact details and correspondence of the people we deal with at our clients. We use them to agree and deliver work, send invoices and keep business records.
When you contract with us personally, we use your data where necessary to perform that contract. When you act for an organisation, we rely on our legitimate interest in managing our relationship with it. We keep accounting records to meet our legal obligations.
Business marketing
We send occasional emails about our services to people at law firms, companies and other organisations whose work may need translation. For this we use names, job titles, employers, work email addresses and professional profiles. We get these from public sources, such as firm websites and professional directories, and from the business contact data provider Apollo.io.
Our lawful basis is our legitimate interest in telling businesses about our services. We send these emails only to work addresses at companies, limited liability partnerships and other corporate bodies. Our first email to you says who we are, where we got your details and how to opt out, and links to this notice.
When you visit this website
This website does not use cookies, analytics or advertising trackers (see our cookie notice). Our hosting provider records technical data for each request, such as your IP address, browser type, the page requested and the time. We use this data only to keep the website secure and working. Our lawful basis is our legitimate interest in doing so.
Your right to object
You can object to direct marketing at any time. Email info@thamestranslation.com or use the opt-out link in our emails, and we will stop. We keep only your email address on a suppression list, so that we do not contact you again.
You can also object, for reasons relating to your situation, to any other use of your data that relies on our legitimate interests.
Who we share it with
We do not sell personal data. We share it only with:
- service providers who process it for us under contract: email and office software (Google Workspace, which also runs our quote form), website hosting (Vercel), file storage, accounting software, and the tools we use to find business contacts and send business emails;
- freelance linguists, when your documents or details are needed for a job. Each is bound by a written confidentiality agreement;
- our professional advisers, such as accountants and lawyers, when we need their help; and
- HM Revenue & Customs, the police or other authorities, when the law requires it.
Transfers outside the UK
Some of our service providers store or process data outside the UK, in the European Union or the United States. Transfers to the European Union rely on UK adequacy regulations. Transfers to the United States rely on UK adequacy regulations for organisations certified under the UK Extension to the EU-US Data Privacy Framework, or on the International Data Transfer Agreement or Addendum issued by the Information Commissioner. Email info@thamestranslation.com for a copy of the safeguards that apply.
How long we keep it
- Enquiries that do not lead to work: 6 months after our last contact.
- Correspondence with clients: while we work together, then 12 months.
- Contracts and confidentiality agreements: while we work together, then 6 years.
- Invoices and accounting records: 6 years, as the law requires.
- Business marketing contacts: until you opt out or the details are no longer relevant. After an opt-out, we keep only your email address on our suppression list.
- Website request logs: kept by our hosting provider, Vercel, for up to 30 days, then deleted.
Your other rights
Under UK data protection law, you also have the right to:
- get a copy of the personal data we hold about you;
- have inaccurate data corrected;
- have your data deleted, or its use restricted, in some cases; and
- receive your data in a portable format, in some cases.
To use any of these rights, email info@thamestranslation.com. We reply within one month. We do not make decisions about you by automated means alone.
Complaints
To complain about how we use your personal data, email info@thamestranslation.com or write to our registered office. We acknowledge complaints within 30 days. We investigate, keep you informed of progress and tell you the outcome without undue delay.
You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this notice
We update this notice when our use of personal data changes. The date at the top shows when it last changed.