Privacy & Confidentiality Policy

We may collect personal information that clients voluntarily provide when requesting a quotation, submitting documents, purchasing services, contacting us, or completing a form. This information may include: full name, email address, telephone or WhatsApp number, billing and payment information, mailing or delivery address, source and target languages, details about the requested service, uploaded documents, images, audio recordings, or other files, names, dates, identification numbers, signatures, or other information contained within submitted documents, and communications between the client and our company. We will make reasonable efforts to collect only the information necessary to provide the requested service, respond to an inquiry, process payment, maintain required business records, or satisfy a legal obligation.

Documents may be submitted through our approved website upload form, by email, through an approved file-transfer service, or by another method agreed upon with the client. Clients should submit clear copies and remove any information that is not necessary for the translation whenever possible. Please do not submit passwords, full banking credentials, personal identification numbers, or other highly sensitive information through an unsecured contact form, ordinary text message, or other unapproved channel. Clients who are unsure about the safest way to submit a document should contact us before sending it.

Information and documents submitted to us may be used to: review a document and prepare a quotation, confirm the client's requirements, provide translation/proofreading/editing/transcription/interpretation/formatting/certification or related services, communicate with the client about the project, process invoices and payments, deliver the completed work, respond to questions, complaints, or revision requests, maintain appropriate business and financial records, prevent fraud, misuse, or unauthorized activity, and meet applicable legal, regulatory, professional, or contractual obligations. We will not use a client's document for advertising, training, public display, publication, artificial-intelligence training, or any unrelated purpose without the client's prior permission.

All client documents and communications are treated as confidential. Employees, translators, editors, interpreters, proofreaders, consultants, and other authorized professionals who may need access to a project are expected to protect the information and use it only for the purpose of completing the requested service. Client documents will not be sold, published, or disclosed to unauthorized persons. We will not discuss the contents of a client's project with relatives, employers, institutions, organizations, or other third parties unless: the client has given permission; disclosure is necessary to complete the requested service; disclosure is required by law, a court order, or an authorized government body; or disclosure is necessary to protect the rights, property, security, or lawful interests of the client, our company, or another person.

To complete a project, we may need to provide relevant information to an authorized translator, interpreter, editor, proofreader, formatter, notary, courier, consultant, or other professional service provider. Only the information reasonably necessary to perform the assigned service will be shared. Where appropriate, professionals working on client projects will be required to maintain confidentiality and handle the information securely. We will not share a client's documents with another professional merely for convenience or an unrelated purpose.

Our website and business operations may use trusted third-party providers for services such as website hosting, online forms, secure file transfers, email, cloud file storage, electronic signatures, invoicing and bookkeeping, payment processing, website security, and courier or document delivery. These providers may process limited personal information in order to deliver their services. Their handling of information may also be governed by their own privacy policies and terms. Where an independent payment processor is used, our company may not directly receive or store the client's complete credit-card or debit-card information.

We use reasonable administrative, technical, and organizational measures to protect personal information from unauthorized access, loss, misuse, alteration, disclosure, or destruction. These measures may include: password-protected accounts and devices, restricted access to client files, secure website connections, antivirus and security software, secure cloud or electronic storage, access controls, confidentiality requirements, secure disposal of paper and electronic records, and regular review of file-access permissions. However, no website, email account, electronic transmission, or storage system can be guaranteed to be completely secure. Clients should therefore use only the approved submission methods provided by our company.

Client documents will be retained only for as long as reasonably necessary to: complete the requested service, deliver the completed translation, address questions, corrections, complaints, or disputes, maintain required business or financial records, or meet legal, regulatory, contractual, or professional obligations. Unless a longer period is required, original documents, working files, and completed translations will generally be deleted from our active systems after the project is completed. Invoices, payment records, contracts, consent records, and other administrative information may be retained for a longer period where required for accounting, taxation, legal, or business-record purposes. Clients may request earlier deletion of eligible project files. Paper documents that are no longer required will be shredded or otherwise securely destroyed.

Because we may serve clients and work with qualified professionals in different countries, personal information may occasionally be processed or stored outside The Bahamas. Where this is necessary, we will take reasonable steps to ensure that the information is shared only for a legitimate business purpose and is subject to appropriate confidentiality and security measures. Clients should inform us before work begins if their documents must remain within a particular country or must not be accessed outside a specific jurisdiction.

Our website may automatically collect limited technical information, such as: Internet Protocol address, browser type, device type, pages visited, date and time of access, referring website, and general website-usage information. This information may be collected through cookies or similar technologies to operate the website, improve performance, maintain security, and understand how visitors use the site. Where required, visitors will be given an opportunity to accept or manage non-essential cookies.

We will not add clients to a marketing list merely because they requested a quotation or purchased a service. Marketing emails or promotional messages will be sent only where the client has consented or where otherwise lawfully permitted. Clients may unsubscribe from promotional communications at any time. Service-related communications concerning an active quotation, payment, project, delivery, or account are not considered promotional messages.

Subject to applicable law, clients may contact us to: ask what personal information we hold about them, request access to their personal information, correct inaccurate or incomplete information, request the deletion of eligible information, withdraw consent where processing is based on consent, object to or request restrictions on certain uses of their information, ask questions about how their information is handled, and make a privacy-related complaint. We may need to verify the identity of the person making the request before providing, correcting, or deleting personal information.

A client who submits a document containing information about another person confirms that he or she is authorized to provide the document for the requested service. Clients should not submit another person's confidential information without appropriate authorization or a lawful reason.

Our services are not intended to collect personal information directly from children without the involvement or authorization of a parent, legal guardian, educational institution, or other properly authorized person. Please contact us before submitting documents concerning a child if there are special privacy, consent, or safeguarding requirements.

If we become aware of unauthorized access, loss, or disclosure involving client information, we will investigate the matter and take reasonable steps to limit further harm. Where notification is required by applicable law, affected persons and the relevant authority will be informed within the required period.

Our website may contain links to other websites or services. We are not responsible for the privacy practices, security, or content of independently operated third-party websites. Visitors should review the privacy policy of any external website before submitting personal information.

We may update this Privacy and Confidentiality Policy when our services, technology, service providers, business practices, or legal obligations change. The revised policy will be posted on this website with a new effective date. Continued use of the website or our services after an update will be subject to the revised policy.