How we protect your documents. Who sees them, where they are kept, and for how long.
If you are sending us contracts, medical records or other confidential documents, this page explains who can access them and how long we keep them.
Who sees your documents
We have no in-house translators. Each job goes to a professional freelance translator chosen for the document type and languages. Before they receive any file, they sign a non-disclosure agreement with us. They use your documents only for that job and delete them when it is done.
If your matter needs it, we sign your own NDA before you send anything.
We keep each client's files separate, and a translator sees only the documents for their own job.
Sending us documents
The quote form on this site takes your details only, never files. When we reply, you send the documents by email. If you prefer, send them as password-protected files with the password by phone, or through your firm's own secure transfer system.
Where your documents are kept.
We hold Cyber Essentials certification. Every company account uses two-factor authentication, data moves over encrypted connections, and company computers have full-disk encryption.
| Service | What it does for us |
|---|---|
| Google Workspace | Email, and the spreadsheet that receives quote form enquiries |
| Dropbox | Storage of job files |
| Phrase TMS | Translation management and translation memory, hosted in the EU (Ireland) |
| AI tools | Only on AI levels you choose. See the AI page |
| Freelance translators | Translation, under NDA |
The AI page explains where AI tools process documents and how long they keep them.
How long we keep things.
Ask us to delete your documents at any time. We delete them from our systems within 30 days, tell the translators to do the same, and confirm in writing.
| Record | How long |
|---|---|
| Source documents and translations | While we work together, or until you ask us to delete them |
| 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 NDAs | While we work together, then 6 years |
| Invoices and accounting records | 6 years, as the law requires |
If your terms with us set different periods, yours apply. Personal data is covered in our privacy notice.
If something goes wrong
If a data breach affects your documents, we tell you without undue delay and tell you what we are doing about it.
Compliance questionnaires are welcome. Send yours to info@thamestranslation.com. We can also send our confidentiality policy and our AI Data Processing and Security Statement.
Send us the details first. Documents follow by email.
Tell us the languages and the deadline. If you need an NDA, say so and we will sign it first.
- NDA before documents
- Details only on the form
- Deletion on request
Thank you. We have your enquiry.
Your reference is . Please quote it in any email.
We reply within 2 hours during business hours. Our reply asks for the documents.