This Privacy Policy explains how Spanish Sworn Translators collects, uses, stores, and safeguards personal, identity, and payment information in accordance with the UK GDPR, EU GDPR, and recognised international data protection and information security standards.
Effective Date: 1 April 2024
Last Reviewed: April 2026
Next Scheduled Review: April 2027
Data Protection Officer (DPO): Ana Martínez, Lead Translator, Spanish Sworn Translators
Contact: dpo@spanishsworntranslators.co.uk
Spanish Sworn Translators is committed to protecting the privacy, confidentiality, and security of all personal data entrusted to us. This Privacy Policy explains how we collect, use, store, share, and protect personal information when providing Spanish sworn translations, apostilles, legalisation services, and related documentation for use with Spanish authorities and institutions.
Spanish Sworn Translators operates as a professional documentation service with an international client base. Many of the documents we process form part of formal legal, financial, or administrative procedures and may contain sensitive identity, corporate, or personal information. As such, we apply high standards of data protection, confidentiality, and information governance consistent with services handling official documentation.
This Privacy Policy reflects our commitment to lawful processing, confidentiality, and responsible handling of information that may affect an individual’s legal, financial, or administrative position. Personal data is processed only where it is necessary, proportionate, and directly related to the services requested.
This Privacy Policy applies to all users of the Spanish Sworn Translators website, services, and communications, including clients based in the United Kingdom, the European Union, the United States, and other international jurisdictions.
For the purposes of the UK General Data Protection Regulation (UK GDPR), the EU General Data Protection Regulation (EU GDPR), and other applicable data protection laws, Spanish Sworn Translators acts as the Data Controller.
As Data Controller, Spanish Sworn Translators determines how and why personal data is processed when delivering sworn translation, apostille, and document-related services.
Data Controller: Spanish Sworn Translators
Jurisdiction: United Kingdom
Contact: dpo@spanishsworntranslators.co.uk
Data Protection Lead: Ana Martínez, Lead Translator
The Data Protection Lead is responsible for ensuring compliance with data protection legislation and overseeing how personal and document-related data is collected, accessed, stored, and managed across our services.
Data protection oversight is integrated into our operational processes to ensure alignment with legal requirements, confidentiality obligations, and professional standards.
Spanish Sworn Translators collects only the information necessary to provide translation and related documentation services.
This information is used to verify identity, prepare official documentation, and communicate with applicants.
We process documents submitted for translation, including:
These are used solely for translation and document preparation purposes.
To support immigration and consular processes, we may process:
This is used only for security, performance, and operational purposes.
Spanish Sworn Translators processes personal data only where it is necessary, proportionate, and directly connected to the delivery of sworn translation and related documentation services. All processing is purpose-limited and carried out in accordance with applicable data protection legislation and recognised standards for handling official and sensitive documentation.
Personal data may be used for the following purposes:
Spanish Sworn Translators does not use personal data for advertising, behavioural profiling, or automated decision-making. Data is never sold, rented, or used for unrelated commercial purposes.
All processing activities are reviewed periodically to ensure they remain lawful, necessary, and aligned with the purpose for which the data was originally collected.
Spanish Sworn Translators processes personal data only where a valid legal basis exists under the UK GDPR, EU GDPR, and applicable data protection laws. The specific legal basis applied depends on the nature of the service and the type of data involved.
We rely on one or more of the following lawful bases:
Where sensitive or official documentation is involved, processing is limited to what is strictly necessary to deliver the service and is subject to enhanced safeguards.
Spanish Sworn Translators handles all documents in accordance with strict confidentiality and professional responsibility standards.
Sworn translations are completed by translators authorised by the Spanish Ministry of Foreign Affairs, who are bound by professional obligations relating to accuracy, confidentiality, and integrity.
Document access is restricted to:
Access is granted strictly on a need-to-know basis and is limited to what is required to complete the service.
We do not disclose documents or personal data to third parties unless:
These measures ensure that sensitive documentation is handled securely and with appropriate professional oversight at every stage.
Our approach to confidentiality, ethical practice and governance is set out in our Code of Practice.
Spanish Sworn Translators shares personal data only where necessary to fulfil requested services. All data sharing is limited, proportionate, and subject to appropriate safeguards.
Data may be shared with:
All third parties are required to:
Spanish Sworn Translators remains responsible as the Data Controller and retains oversight of how data is handled throughout the process.
Given the international nature of our services, personal data may be accessed or processed outside the UK or European Economic Area (EEA).
Where such transfers occur, we implement appropriate safeguards, including:
International transfers are limited strictly to what is necessary for service delivery and are not used for marketing or unrelated purposes.
Spanish Sworn Translators retains personal data only for as long as necessary to fulfil the purposes for which it was collected.
Data may be retained for:
Retention periods vary depending on the type of data and service provided.
When data is no longer required:
Deletion processes are designed to prevent recovery, unauthorised access, or misuse.
Under the UK General Data Protection Regulation (UK GDPR) and the EU General Data Protection Regulation (EU GDPR), individuals whose personal data is processed by Spanish Sworn Translators are entitled to a range of statutory data protection rights.
These rights include the right to:
These rights are not absolute and may be subject to legal or operational limitations, particularly where data must be retained for compliance with legal obligations, record-keeping requirements, or the verification of completed translations.
Requests to exercise your rights can be made via our Contact page or by contacting our Data Protection Lead directly. All requests are handled:
Spanish Sworn Translators is committed to facilitating the lawful exercise of data subject rights while ensuring the continued integrity, security, and traceability of documentation processed through our services.
Spanish Sworn Translators implements robust technical and organisational security measures to protect personal, identity, and document-related data against unauthorised access, loss, alteration, or disclosure.
Our security framework is designed in line with recognised information security standards and reflects the sensitive nature of official, legal, and corporate documentation processed through our services.
Key security measures include:
These measures are designed to maintain the confidentiality, integrity, and availability of data throughout its lifecycle, particularly where documents are used for official submission to authorities and institutions.
The Spanish Sworn Translators website uses essential cookies and limited analytics tools to ensure the functionality, security, and performance of our services.
Essential cookies are required to:
Where analytics tools are used, they are implemented in a privacy-conscious manner and are limited to understanding how users interact with our website in order to improve usability, system performance, and overall service reliability.
We do not use cookies or tracking technologies for:
Users are provided with clear information and control over non-essential cookies in line with UK GDPR, EU GDPR, and ePrivacy requirements.
Further details on cookie usage, categories, and user controls are available in our Cookie Policy.
Spanish Sworn Translators is committed to transparency and accountability in the handling of personal data. If you have any concerns about how your information has been processed, we encourage you to contact us in the first instance so that we can investigate and resolve the matter promptly.
Data protection concerns can be raised by contacting our Data Protection Lead:
Email: dpo@spanishsworntranslators.co.uk
All complaints are:
If you are not satisfied with our response, or believe your data protection rights have been infringed, you have the right to lodge a complaint with the relevant supervisory authority:
Information Commissioner’s Office (ICO)
Website: https://ico.org.uk
The ICO is the independent authority responsible for enforcing data protection and privacy legislation in the United Kingdom.
For all data protection, privacy, or confidentiality enquiries relating to Spanish Sworn Translators, please contact:
Data Protection Lead: Ana Martínez
Email: dpo@spanishsworntranslators.co.uk
This contact point is overseen by the Lead Translator of Spanish Sworn Translators UK, who is responsible for ensuring compliance with data protection legislation, confidentiality obligations, and internal information governance standards.
All enquiries are handled confidentially and in accordance with applicable legal and professional requirements.
Requests may also be submitted via our Contact page.
This Privacy Policy is reviewed on a regular basis to ensure it remains accurate, up to date, and aligned with current legal, regulatory, and operational standards.
Reviews may take place in response to:
Where material updates are made, the revised Privacy Policy will be published on this page and will take effect from the stated date.
Last updated: April 2026