Document Handling & Retention Policy
Exactly how we receive, handle, store, and eventually delete the documents you trust us with.
Legal translation means handling some of your most sensitive documents — passports, certificates, financial statements, court and police records. This policy sets out how we protect those documents at every stage and how long we keep them, so you always know your material is in safe hands.
How We Receive Your Documents
You send documents through our secure upload form, email, or WhatsApp. A clear scan or photo is all we need — you keep your originals. Files are received into an access-controlled environment from the moment they reach us.
Who Handles Your Documents
- ✓Only the translator and reviewer assigned to your job can access your files
- ✓Everyone handling your documents is bound by strict confidentiality obligations
- ✓A notary is involved only if you specifically request a notarised translation
- ✓We never share your documents for marketing, training, or any unrelated purpose
How Your Documents Are Stored
- ✓Files are stored on secure, access-restricted systems
- ✓Access is limited on a need-to-know basis for the duration of your job
- ✓Documents are never left on unsecured or public storage
- ✓Payment details are handled by PCI-compliant providers, never stored by us
How Long We Keep Documents
We keep your source documents and delivered translations only as long as reasonably necessary:
- ✓Active files are retained while your job is in progress and during the review window
- ✓After completion, we retain a limited record to support re-issue, corrections and certification obligations
- ✓Certification records may be kept longer where required by law or professional standards
- ✓You may request earlier deletion at any time (see below)
Secure Deletion
When documents reach the end of their retention period, or when you request deletion, they are securely and permanently removed from our systems. Where we are legally required to retain a certification record, we keep only the minimum necessary and nothing more.
Your Control
You can ask us at any time what we hold, request a copy, or request secure deletion of your documents. Contact us using the details on our Contact page and we will action your request promptly, in line with our Privacy Policy and applicable law.
Want your files deleted sooner?
Just ask — we’ll securely delete your documents on request, subject to any certification record we must retain.