Privacy Policy

Revision date: 6 November 2026

The organisation handling your information

The controller for the operation of we-translate.biz, its customer accounts, translation orders and payment administration is Multilingual Gibraltar LTD (company number 136752). Its registered office is 13/1 Line Wall Road, Gibraltar, GX111AA, Gibraltar. In this notice, references to We-Translate, we or us mean that company.

You can raise a data-protection question or make a rights request by emailing [email protected]. Our contact page is also available. This notice concerns services provided through this website; visiting a different website may involve a separate privacy notice.

Information used at each stage of the service

Opening and administering an account involves details such as your email address, name or username and preferred language. Placing an order creates records of the requested service, source and target languages, volume of words, agreed charge and progress. We also handle the text or files you supply, the translation produced for you and any correspondence needed to resolve a support enquiry.

When money is added, charged or returned, the associated records can include payment references, values, currencies, dates, outcomes and refund information. To maintain the website and investigate security events, we use session records, IP addresses and access logs. The information required depends on the activity: not every customer supplies or generates every type of record.

Some information comes directly from your forms, files and messages. Other information is generated as you navigate or use your account, supplied by the translator working on your order, or returned by a payment organisation when it processes a transaction.

Why processing takes place

We rely on contractual necessity for information needed to arrange the translation you request, carry out an accepted order, administer the agreed account balance and deal with the related charge or refund. This basis also covers steps you ask us to take before entering a service contract.

Accounting, tax and compulsory reporting may require processing under a legal obligation. Separately, securing the service, preventing fraud, resolving payment disputes and handling a justified provider review may serve legitimate interests of We-Translate or another party. Before relying on those interests, we consider the specific need, the likely effect on the individual and the balance of the competing rights. A request arising solely from our contract with a provider is not, by itself, a statutory duty.

If an activity requires consent, we seek an informed choice for that activity and provide a way to withdraw it. Ordering a translation, accepting the service terms or acknowledging a cookie message cannot authorise every possible use of information. Operational messages about the service and optional marketing are treated separately.

Keeping translation material private

Documents entrusted to the service, their source text, the finished translations and private support messages are confidential. The translator and any contractor involved receive access only to the information needed for their assigned work, with appropriate contractual confidentiality and data-protection duties.

The contents of a customer's documents are not a routine part of evidence sent to a payment provider. Before considering such a disclosure, we assess whether it is necessary and lawful, whether contractual confidentiality allows it, and whether the material contains information about other people or sensitive matters. Where an order record or redacted proof of delivery answers the question, that evidence is used instead of the underlying text. Information about health, beliefs or other special categories requires the additional safeguards and legal conditions applicable to it.

Transaction enquiries and verification evidence

Processing a payment or refund, investigating fraud, resolving a dispute or answering a justified compliance enquiry can require information to be given to a payment processor, acquiring bank or payment system. We establish who is asking, what the enquiry is for and which lawful basis applies before deciding what is necessary to provide.

The relevant evidence may consist of account identifiers and contact or identification details, the transactions being reviewed, the services purchased, invoices and records showing delivery. An enquiry about particular payments is not automatic permission to export the customer's entire account or include unrelated transactions. Giving an email address to a properly authorised recipient for a necessary purpose is different from publishing it; customer email addresses are not made public.

An account is not automatically regarded as identity-checked or as having a verified source of funds. Where further checks are justified, we explain the reason, legal basis, intended recipients and relevant consequences of not answering, and request only the information needed for the check.

Identity, residential-address or financial evidence can be used or shared for verification only if it was obtained lawfully and that particular use is necessary and lawful. Supplying a passport or bank statement as translation material does not make it available for unrestricted verification. Nor does the fact that a customer paid by card establish where the money originally came from.

Service partners and overseas handling

Hosting and communications providers, technical contractors and professional advisers may need relevant records to support the service. Those acting as processors on our behalf are bound by suitable contracts. An authority may receive information where disclosure has a valid legal basis, including a binding legal requirement. Banks, payment organisations and authorities can have their own controller responsibilities.

If a business transfer lawfully requires customer records to be transferred, the necessary records remain subject to the applicable safeguards and notification duties. Identifiable customer information is not sold for another party's marketing. Service analysis may use statistics from which people can no longer be identified.

We are established in Gibraltar, while a recipient or part of the technical infrastructure may be located elsewhere. Before an international transfer, the destination and the legal transfer mechanism must be established. Depending on the circumstances, this may be an applicable adequacy provision or suitable contractual safeguards. Gibraltar GDPR Article 45 provides for transfers to the United Kingdom and EU Member States; destinations outside those arrangements require assessment under the relevant transfer rules. Any additional EU or other applicable data-protection requirements also need to be met.

A permitted transfer route does not dispense with a lawful purpose, a processing basis or the requirement to limit the data involved. Ask [email protected] for details of destinations, recipients and safeguards applicable to your information.

How long records remain available

Retention follows the purpose of the record and the applicable legal requirements. Account information is kept as needed for the customer relationship and outstanding service obligations. Source files and finished work may be held in the service archive so that delivery, customer access, corrections or a dispute can be handled. Archiving does not make those materials public, and the continuing need to retain them remains subject to review.

Payment and financial records may need to be preserved for accounting, tax, claims or disputes after an account closes. Technical logs and support records are kept according to their operational or security purpose. We consider required legal periods, outstanding orders and claims, the relationship with the customer and the continuing usefulness of the specific record; there is no general entitlement to retain all information indefinitely.

You may ask about the criteria for a particular record or request its deletion at [email protected]. A lawful retention exception can prevent immediate erasure, and removal from backups is subject to their normal replacement or deletion cycle.

Browser storage and protection measures

Sign-in, session continuity and language settings use cookies or similar browser storage. Browser controls let you manage that storage, although blocking necessary cookies can affect account functions. Optional uses need their own appropriate basis, including consent wherever required. Continuing to browse is not a general agreement to optional cookies.

Protection measures include restricting access and applying suitable safeguards to transmitted information, together with other appropriate organisational and technical controls. Online systems cannot be promised to be free of every risk. That limitation neither removes our data-protection duties nor permits private material to be exposed publicly.

Requests, objections and complaints

Depending on the applicable law and the circumstances, you can ask to see your personal data, correct it, erase it, restrict its processing or receive it in a portable form. You can object where legitimate interests are relied upon. Consent can be withdrawn for future processing without invalidating an earlier lawful use. Each right has conditions and exceptions, including requirements to preserve particular records.

Send your request to [email protected]. Proportionate identity checks may be needed before we disclose or alter information, including to protect another person's records. We deal with requests within the statutory deadline, normally one month, and explain any permitted extension or refusal. Complaints may be made to the Gibraltar Regulatory Authority or, where applicable, another competent supervisory authority.

Versions of this notice

The revision date identifies the current publication, and earlier editions are retained. Material changes are notified as appropriate. A proposed new use of existing information requires its own assessment and the information required by law before it starts, unless a legal exception applies. Publishing a replacement notice cannot supply consent retrospectively or cure an unlawful disclosure. Publication in English does not displace any mandatory requirement about how information must be provided to an individual.