Pronto Lingo

Privacy Policy

Last updated: 18 August 2025

1. Introduction

Pronto Lingo Ltd ("we", "our", or "us") is a professional language services agency providing high-quality translation and interpreting services throughout the UK. We are committed to protecting your privacy and personal data in accordance with UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you engage our professional language services.

2. Data Controller

Pronto Lingo Ltd is the data controller for the personal data we collect and process. Our details are:

  • Company: Pronto Lingo Ltd
  • Address: 7 Bell Yard, London, England, WC2A 2JR
  • Email: privacy@prontolingo.com
  • Phone: 020 7703 0947
  • ICO Registration Number: ZB123456

3. Information We Collect

3.1 Client Information

  • Full name and contact details (email, phone, address)
  • Organisation name and business details
  • Billing and payment information
  • Service preferences and requirements
  • Account credentials and authentication data

3.2 Service-Related Information

  • Translation and interpreting service requests
  • Source texts and reference materials
  • Language combinations and domain requirements
  • Project specifications and delivery preferences
  • Communication records between you and our team

3.3 Linguist Information

  • Professional qualifications and accreditations
  • Language combinations and subject matter expertise
  • DBS check results and right to work documentation
  • Banking details for remuneration processing
  • CPD records and quality assessment scores

4. How We Use Your Information

We use your personal data for the following purposes:

  • Providing professional translation and interpreting services
  • Assigning projects to qualified linguists based on expertise
  • Processing payments and managing invoicing
  • Quality assurance and service improvement
  • Communicating about projects and service updates
  • Complying with legal and regulatory obligations
  • Preventing fraud and ensuring security

5. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

  • Contract Performance: Processing necessary to deliver our language services
  • Legal Obligations: Compliance with tax, accounting, and regulatory requirements
  • Legitimate Interests: Quality control, business improvement, and fraud prevention
  • Consent: For marketing communications and optional services
  • Vital Interests: In rare circumstances involving medical interpreting

6. Data Retention

We retain your personal data in accordance with UK legal requirements and business needs:

  • Client accounts: 7 years after last service or account closure
  • Financial records: 7 years for HMRC compliance
  • Translation projects: 3 years after project completion
  • Provider records: Duration of engagement plus 7 years
  • CCTV footage: 30 days (office premises only)
  • Marketing data: Until consent withdrawn or 3 years of inactivity

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your data ("right to be forgotten")
  • Restriction: Limit how we process your data
  • Portability: Receive your data in a structured format
  • Object: Oppose processing for direct marketing or legitimate interests
  • Automated decisions: Not be subject to solely automated decision-making

To exercise these rights, contact our Data Protection Officer at dpo@prontolingo.com or call 020 7703 0947.

8. Data Security

We implement comprehensive security measures to protect your personal data:

  • AES-256 encryption for data in transit and at rest
  • ISO 27001 aligned security management
  • Multi-factor authentication for system access
  • Regular penetration testing and security audits
  • Secure data centres within the UK
  • Mandatory data protection training for all staff
  • Incident response and breach management procedures

9. Data Sharing and Third Parties

We may share your data with:

  • Language professionals: Only data necessary for service delivery
  • Payment processors: Stripe for secure payment handling
  • Cloud services: AWS and Vercel for hosting (UK/EU regions)
  • Professional services: Accountants, lawyers (under confidentiality)
  • Regulatory bodies: When legally required

We never sell your personal data to third parties.

10. International Data Transfers

When we transfer data outside the UK, we ensure protection through:

  • UK-approved Standard Contractual Clauses (SCCs)
  • Adequacy decisions by the UK government
  • Appropriate safeguards under Article 46 UK GDPR
  • Your explicit consent for specific transfers

11. Cookies and Tracking

We use cookies and similar technologies to:

  • Maintain your session and preferences
  • Analyse website performance and usage
  • Provide security features
  • Remember your language preferences

For detailed information, see our Cookie Policy.

12. Children's Privacy

Our services are not directed to individuals under 18. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

13. Contact Information

For privacy enquiries or to exercise your rights:

  • Data Protection Officer
  • Email: dpo@prontolingo.com
  • Phone: 020 7703 0947
  • Address: 7 Bell Yard, London, England, WC2A 2JR

Supervisory Authority:
Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Tel: 0303 123 1113
Website: ico.org.uk

14. Changes to This Policy

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

  • Posting the updated policy on this page
  • Updating the "Last updated" date
  • Sending email notifications for significant changes
  • Requesting renewed consent where required