Privacy Policy

At DBavel Insights, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our translation and apostille services.

1. Information We Collect

1.1 Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, postal address
• Identification Information: As required for apostille services, including passport details, birth certificate information, and other official document details
• Payment Information: Billing address and payment method details (credit card information is processed securely by third-party payment processors)
• Service Information: Details about the documents you need translated or apostilled, including document content for translation purposes
• Communication Records: Records of our communications with you, including emails, phone calls, and messages

1.2 Document Information

As part of our translation and apostille services, we necessarily handle sensitive documents that may contain:

• Personal identification information
• Educational qualifications and certifications
• Legal documents and contracts
• Medical records and reports
• Business and financial documents
• Immigration-related documentation

1.3 Technical Information

When you visit our website, we automatically collect:

• IP address and browser information
• Pages visited and time spent on our website
• Device information and operating system
• Cookies and similar tracking technologies (see our Cookie Policy)

2. How We Use Your Information

We use the collected information for the following purposes:

2.1 Service Provision

• Providing professional translation services
• Processing apostille applications and certifications
• Communicating with government agencies and official bodies on your behalf
• Quality assurance and accuracy verification

2.2 Business Operations

• Processing payments and maintaining financial records
• Customer service and support
• Improving our services and website functionality
• Compliance with legal and regulatory requirements

2.3 Communication

• Sending service updates and project status notifications
• Newsletter communications (with your consent)
• Important announcements regarding our services
• Responding to inquiries and customer support requests

3. Legal Basis for Processing

Under UK GDPR, we process your personal data based on the following legal grounds:

• Contract Performance: To fulfill our translation and apostille service agreements
• Legitimate Interests: For business operations, customer service, and service improvement
• Legal Obligation: To comply with UK law, tax obligations, and official certification requirements
• Consent: For marketing communications and non-essential cookies

4. Information Sharing and Disclosure

4.1 Government Agencies

For apostille services, we share necessary information with:

• UK Foreign, Commonwealth & Development Office
• Relevant government departments for document authentication
• Court systems and legal authorities as required

4.2 Service Providers

We may share information with trusted third-party service providers:

• Certified translators and linguistic experts
• Document courier and delivery services
• Payment processing companies
• IT service providers and cloud storage solutions
• Legal and professional advisors

4.3 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal proceedings or court orders
• Respond to lawful requests from public authorities
• Protect our rights, property, or safety
• Investigate potential fraud or security breaches

5. Data Security

We implement comprehensive security measures to protect your information:

5.1 Technical Safeguards

• SSL encryption for all data transmissions
• Secure, encrypted cloud storage systems
• Regular security audits and penetration testing
• Multi-factor authentication for staff access
• Firewall protection and intrusion detection systems

5.2 Physical Security

• Secure office premises with controlled access
• Locked filing cabinets for physical documents
• Document shredding procedures for sensitive materials
• Staff training on data protection procedures

5.3 Access Controls

• Principle of least privilege for data access
• Regular access reviews and user account audits
• Secure password policies and requirements
• Confidentiality agreements with all staff and contractors

6. Data Retention

We retain your personal information for the following periods:

• Service Records: 7 years after service completion (for legal and tax purposes)
• Translated Documents: 3 years after service completion (for quality assurance)
• Communication Records: 3 years after last contact
• Marketing Data: Until you withdraw consent or 3 years of inactivity
• Website Analytics: 14 months maximum

After retention periods expire, we securely delete or anonymize your information in accordance with UK data protection requirements.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

7.1 Access and Portability

• Right of Access: Request copies of your personal data
• Data Portability: Receive your data in a structured, machine-readable format

7.2 Correction and Deletion

• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal data (subject to legal retention requirements)

7.3 Processing Limitations

• Right to Restrict Processing: Limit how we use your data in certain circumstances
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent for marketing communications

To exercise any of these rights, please contact us using the information provided below. We will respond to your request within one month.

8. International Transfers

Your personal data is primarily processed within the UK. However, some of our service providers may be located outside the UK. When we transfer data internationally, we ensure adequate protection through:

• Adequacy decisions by the UK government
• Standard contractual clauses approved by UK authorities
• Certification schemes and codes of conduct
• Explicit consent for specific transfers

9. Cookies and Tracking

Our website uses cookies and similar technologies. For detailed information about our cookie practices, please see our Cookie Policy.

10. Third-Party Links

Our website may contain links to third-party websites. This Privacy Policy does not apply to those sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

• Posting the updated policy on our website
• Sending email notifications to registered users
• Providing notice during your next service interaction

The "Last Updated" date at the top of this policy indicates when the most recent changes were made.

12. Contact Information

13. Professional Standards

As professional translation and apostille service providers, we adhere to:

• Institute of Translation and Interpreting (ITI) Code of Professional Conduct
• UK government standards for document authentication
• International Organization for Standardization (ISO) 17100 for translation services
• Confidentiality obligations under professional translation ethics

These professional standards enhance the privacy protections outlined in this policy.