Privacy Policy

Barnes Translations is committed to protecting your personal data and maintaining strict confidentiality. This policy outlines how Dee Barnes (trading as Barnes Translations) collects, uses, and safeguards your data in compliance with the UK Data Protection Act, the UK GDPR, and relevant global data transfer frameworks.

1. Why I Process Personal Data


You are under no obligation to provide personal data to browse this website. However, when you complete the contact form to enquire about my services, I collect limited personal information.

I process this data to:

  • Respond to your enquiries and issue non-binding quotes.
  • Deliver the translation, interpreting, or training services you request.
  • Issue invoices, process payments, and manage our business relationship.
  • Comply with statutory tax and legal requirements.


Note: I never sell your data or use it for marketing or advertising purposes.


2. What Data I Collect & How Long It Is Kept

I only retain data on clients, suppliers, and prospective leads for legitimate business interests.


Data Types Collected

  • Full name, company name, and job title.
  • Postal address, email address, and telephone numbers.
  • Financial and bank account details for payments.
  • Tax or identification numbers (where required for corporate compliance).


Retention Periods

  • Quotes: Data relating to unconfirmed quotes is securely deleted after six months.
  • Completed Work: To comply with UK tax obligations, personal data and invoice records are retained for five completed tax years.
  • Translation Files: Email communications and translation source texts are archived or deleted after this five-year period. If you request that I delete your translation files early, I cannot be held responsible for future queries or claims regarding that content, as I will have no way to verify the original text.


3. Data Sharing & International Transfers

Your data is strictly protected. To fulfill your project requirements or manage business operations, it may occasionally be handled as follows:

  • Colleagues & Editors: If a translation requires external proofreading or editing, the text is completely anonymised so your personal details never appear. If full anonymity is not possible, the colleague signs a strict non-disclosure agreement.
  • Administrative Services: Third-party providers (such as website hosting, secure cloud storage, and email servers) have administrative access to data. All providers used are fully compliant with the UK GDPR / EU GDPR.
  • US-Based Services: Any US-based software or infrastructure tools I use are self-certified under the UK Extension to the EU-US Data Privacy Framework (the UK-US Data Bridge) or protected via Standard Contractual Clauses (SCCs). 


4. Data Security Measures

I implement strict technical and physical safeguards to guarantee the safety, integrity, and absolute confidentiality of your data:

  • Access Control: All electronic systems, devices, and storage networks are protected with strong passwords.
  • Threat Prevention: Everyday workstations run active, frequently updated anti-virus and anti-malware software to prevent unauthorised intrusion.
  • Encrypted Backups: Data is backed up periodically onto a secure secondary device kept separate from daily computers. Digital backups are fully encrypted to prevent third-party access in the event of theft or damage.


5. Your Rights Under UK GDPR

You hold complete control over your personal data. Under the UK GDPR, you have the right to request access to, modification of, restriction of, or total erasure of the information I hold on you. 


To exercise these rights, please email your request directly to [email protected]. I will review and act upon your request within one calendar month.

You also have the right to lodge a formal complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO), or the data protection authority in your country of residence.


6. Cookies & Social Media


Cookies

This website uses small data cookies to remember your device, track anonymous navigation journeys around the site, and improve your overall browsing experience. These cookies do not collect personal identifiers like your name, address, or email. You can instantly disable cookies at any time through your web browser setting.


Social Media Features

This website contains direct links to my professional profiles on LinkedIn and Xing. These external functions are managed by the platforms themselves, and interacting with them is governed entirely by their respective corporate privacy policies.

This privacy policy is actively monitored and updated as necessary to reflect changing regulations.