Wordquarry is committed to protecting and respecting your privacy. This Privacy Notice explains how we collect, use, store, and share your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and other relevant data protection laws.

Who We Are

Wordquarry is a well-established professional translation company based in the UK.

We are the data controller for the purposes of data protection law, meaning that we are responsible for deciding how your personal data is processed and for ensuring that it is processed in accordance with the applicable legal requirements.

If you have any questions regarding your personal data or our data processing practices, please contact us at:

• Email: info@wordquarry.com
• Phone: 01492 517351 0r 07786 294896
• Address: Official business address for correspondence: Compton, Bron Y Llan Road, Llysfaen. LL29 88TP

What Data We Collect: General 1. Specifically regarding translation 2.

We collect the following categories of personal data: 1.

• Identity and Contact Data: This includes your name, address, phone number, email address, job title, and other contact details.
• Demographic Data: This may include your date of birth, gender, and other relevant demographic information.
• Financial Data: We may collect your payment information, bank details, and billing address for billing and invoicing purposes.
• Transactional Data: Information regarding the products or services you have purchased or engaged with us for.
• Technical Data: This may include your IP address, browser type and version, time zone, browser plug-in types, device types, and other technical data collected through the use of our website or online services.
• Usage Data: This includes information about how you use our website, products, or services.

We collect the following categories of personal data: Translation Services. 2.

Handling Sensitive Information in Translation Work

As part of our translation services, we may be provided with sensitive personal data, including but not limited to private, medical, and legal information. We recognise the high sensitivity of this data and are committed to handling it with the utmost care and in compliance with UK data protection laws, including the UK GDPR.

We collect and process this sensitive information solely for the purpose of delivering accurate and confidential translation services. This information is processed in accordance with the principles of data minimisation, ensuring that only the data necessary to perform the service is accessed. All data provided to us for translation purposes is treated as confidential, and we take appropriate technical and organisational measures to protect it from unauthorised access, loss, or misuse.

We do not use or retain any sensitive data for purposes other than the specific translation work requested. Upon completion of the translation work, all records containing personal data, including sensitive information, are securely deleted from our systems, ensuring that no personal or sensitive data remains in our possession. We will confirm the deletion of all records to the relevant parties upon request.

Data Security and Confidentiality

We take all necessary steps to ensure that sensitive information is protected and only shared with authorised personnel involved in the translation process. Where applicable, we may enter into non-disclosure agreements (NDAs) with individuals or third-party service providers to further safeguard the confidentiality of the data.

How We Collect Your Data

We collect your personal data in the following ways:

1. Directly from you: This may occur when you complete forms on our website, interact with your customer service, subscribe to our services, or otherwise provide information directly to us.

2. Automatically through our services: We may collect technical and usage data as you navigate through our website or services. This is typically done using cookies or similar tracking technologies.

3. From third parties: We may receive personal data about you from third-party sources, such as our business partners, contractors, or other service providers, for the purposes of delivering our services to you.

Why We Collect Your Data

We collect and process your personal data for the following purposes:

• To fulfil our contractual obligations: We process your data to deliver services you have requested, such as processing orders, providing customer support, and managing your account.
• To comply with legal obligations: We may process your personal data to comply with legal requirements, such as accounting, tax reporting, and fraud prevention.
• To communicate with you: We use your contact details to send you updates, newsletters, marketing communications, or respond to your inquiries. You can opt-out of marketing communications at any time.
• For our legitimate interests: We may use your data to improve our services, conduct market research, enhance our website’s functionality, and develop new products or services.
• Consent: Where required by law, we will obtain your explicit consent to process certain categories of personal data, such as sensitive data or for direct marketing purposes.

How Long We Keep Your Data

We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, in accordance with our data retention policy. The retention periods will vary depending on the type of data and the purpose of processing. Specifically: See translation data above.

• Contractual Data: We retain data necessary for the performance of a contract for as long as the contract is in effect and for a period after the contract ends as required by law (e.g., for tax or accounting purposes).
• Marketing Data: If you have opted into marketing communications, we will retain your contact information for as long as you remain a customer or until you opt-out.
• Legal and Regulatory Requirements: We will retain certain data as long as legally required, such as for compliance with tax laws, regulatory requirements, or to protect against legal claims.Once your data is no longer needed, we will securely delete or anonymise it in accordance with applicable laws.

How We Share Your Data

We may share your personal data with the following categories of recipients:

• Service Providers: We may share data with third-party vendors who provide services on our behalf, such as payment processors, IT services, customer support, and email marketing platforms.
• Legal and Regulatory Authorities: We may disclose your data to governmental or regulatory authorities if required by law or to comply with a legal process.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your personal data may be transferred as part of the business transaction.

We will not share your personal data with any other third parties unless we have your consent or are legally required to do so.

Your Rights

Under the UK GDPR, you have several rights regarding your personal data, including:

• Right to Access: You can request a copy of the personal data we hold about you.
• Right to Rectification: If your personal data is inaccurate or incomplete, you can request that we correct it.
• Right to Erasure: You may request the deletion of your personal data in certain circumstances.
• Right to Restrict Processing: You can request that we limit the processing of your personal data in specific cases.
• Right to Data Portability: You have the right to request a copy of your personal data in a structured, commonly used format.
• Right to Object: You can object to certain types of data processing, including processing for direct marketing purposes. 

To exercise any of these rights, please contact us at the contact details provided above.

Transfers of Data Outside the UK

If we transfer your personal data outside the UK or the European Economic Area (EEA), we will ensure that appropriate safeguards are in place to protect your data, such as using Standard Contractual Clauses or other legally approved mechanisms.

Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve your user experience on our website and to analyse traffic. For more information, please refer to our Cookie Policy.

Updates to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or legal obligations. When we update the notice, we will revise the “Last Updated” date at the bottom of this page. We encourage you to review this Privacy Notice periodically.

Last Updated: September 2025