Privacy policy

1. Who is responsible for your data

Pink Commerce Ltd, trading as Amber Linguistics, is the data controller. Company number 15562017, registered office Suite 206, Britannia House, 11 Glenthorne Road, London, W6 0LH. Contact: hello@amberlinguistics.com.

We are registered with the Information Commissioner's Office (ICO) and keep a written retention policy.

2. What we collect

Contact details: your name, email address and phone number when you enquire, order or book.

Documents: the files and photographs you send for translation or in connection with interpreting and support work. Official documents routinely contain sensitive information, including special category data such as health information, and data about criminal convictions where the document itself concerns them (for example a DBS certificate or KRK record).

Order and booking records: what was ordered, when, at what price, and the delivery correspondence around it.

This website sets no analytics or advertising cookies and does not track you. Our cookie policy covers this in full.

3. Why we process it and our lawful bases

To deliver the service you asked for, including translating your documents, certifying them and corresponding with you: performance of a contract.

To keep records that tax and company law require: legal obligation.

To maintain the professional records a certifying translator must be able to stand behind, to respond to complaints, and to defend legal claims: legitimate interests, and, for special category data appearing in documents, the exercise or defence of legal claims or your explicit consent collected at the point of order.

To answer enquiries that never become orders: legitimate interests. We delete these on a short cycle.

4. How AI processing works

Artificial intelligence produces first drafts of translations and supports our administration. This processing runs on infrastructure located in the United Kingdom or the European Union, under contracts that prohibit the provider from using your content to train models.

Your documents are never entered into consumer AI tools. Where appropriate, we redact sensitive identifiers before machine processing. A named human linguist reviews every output; no decision about you is made solely by automated means.

5. Who we share it with

Service providers who help us run the business: secure document storage, email, payment processing and the AI infrastructure described above. Each acts under a contract that limits what they may do with your data.

Nobody else, except where the law requires it: safeguarding obligations, a court order, or our regulators. We never sell personal data, and we never use client documents for marketing.

6. Where your data lives

Personal data is stored and processed in the United Kingdom or the European Economic Area. If we ever need to transfer data outside those areas, we will do it only with safeguards recognised under UK GDPR, such as adequacy regulations or standard contractual clauses.

7. How long we keep it

Source documents and working files: deleted 90 days after delivery, unless you ask us to keep them on file for reorders or we need them for an open matter.

Delivered certified translations and their certificates: kept for 6 years, because that is the period in which a certified translation can be questioned and we must be able to stand behind our signature.

Invoices and order records: kept for 6 years as required by tax law.

Enquiries that do not become orders: deleted within 6 months.

8. How we protect it

Encrypted storage and transfer, access limited to the people delivering your service, no client content in consumer AI tools, and redaction of sensitive material before machine processing where appropriate. Security here is a process with named owners, not a promise on a webpage.

9. Your rights

You have the right to access your data, to have it corrected or erased, to restrict or object to processing, to data portability, and, where processing rests on consent, to withdraw that consent at any time without affecting earlier processing.

Write to hello@amberlinguistics.com and we will respond within one month. There is no charge for a first request.

If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office at ico.org.uk, though we would welcome the chance to put it right first.