Privacy Policy for Shakespeare Legal Translation Services

1. Scope and data controller

This Privacy Policy applies to Shakespeare Legal Translation Services, located in Dubai, United Arab Emirates, and to the website available at shakespearelt.com. For the purpose of applicable UAE personal data protection requirements, Shakespeare Legal Translation Services acts as the data controller for personal data collected directly from clients, website visitors, and enquiry submitters.

This policy is designed with reference to UAE Federal Decree-Law No. 45 of 2021 Concerning the Protection of Personal Data and other applicable UAE privacy, cyber safety, consumer protection, and electronic communications requirements.

2. Personal data we collect

We collect only the information reasonably required to respond to enquiries, provide certified legal translation and related services, manage client relationships, comply with legal obligations, and protect our business and clients.

Information you provide directly

• Full name, company name, job title, email address, phone number, WhatsApp number, and preferred contact method.
• Documents, images, scans, files, and information submitted for translation, review, certification, quotation, notarization support, attestation support, or delivery.
• Billing, payment, invoice, delivery, and project instructions.
• Messages sent through forms, email, WhatsApp, phone, or in-person communication.

Information collected automatically

• Device, browser, IP address, pages visited, referral source, and approximate location information produced by website logs, analytics, or security tools.
• Cookie and similar technology data where such tools are active on the website.

Special or sensitive data in documents

Because legal translation often involves passports, court papers, contracts, certificates, immigration files, medical references, family records, and corporate documents, the files you provide may contain sensitive personal data. We process such data only as necessary for the requested service, for quality control, for certification, or where required by applicable law.

3. How we use personal data

• To review submitted documents and provide translation, certification, quotation, notarization support, attestation support, delivery, and customer service.
• To confirm identity, instructions, language pair, deadline, authority requirements, document format, and delivery method.
• To communicate through phone, email, WhatsApp, forms, and other channels requested by the client.
• To process invoices, payments, receipts, accounting records, and internal project records.
• To maintain confidentiality, quality assurance, fraud prevention, security, dispute handling, and legal compliance.
• To improve website performance, user experience, enquiry handling, and service operations.
• To send service-related updates or, where lawfully permitted, marketing communications. You can opt out of marketing at any time.

4. Lawful basis for processing

We process personal data when one or more lawful grounds apply. Depending on the context, this may include your consent, steps requested by you before entering into a service contract, performance of a contract, compliance with legal obligations, protection of legal rights, public-interest or authority-related requirements, or another basis allowed by applicable UAE law.

Where consent is required, we aim to request clear and specific consent. You may withdraw consent at any time, but this will not affect processing that occurred lawfully before withdrawal or processing that remains required for legal, contractual, or authority-related reasons.

5. When we share personal data

We do not sell personal data. We may share personal data only where necessary and appropriate, including with:

• Certified translators, reviewers, editors, project coordinators, and authorised staff involved in your service.
• Technology, email, cloud hosting, website, analytics, payment, accounting, document-management, courier, or communication service providers.
• UAE courts, ministries, embassies, consulates, free zones, notaries, regulators, law enforcement, or other authorities where requested by you, necessary for service delivery, or required by law.
• Professional advisers, insurers, auditors, or legal representatives where necessary to protect rights, manage risk, or comply with obligations.

Where third parties process personal data for us, we expect them to apply confidentiality, security, and limited-purpose processing controls.

6. International transfers

Some service providers, communication tools, cloud services, or specialist translators may be located outside the UAE. Where personal data is transferred outside the UAE, we take reasonable steps to use lawful transfer mechanisms, appropriate safeguards, confidentiality obligations, and security measures consistent with applicable UAE data protection requirements.

7. Confidentiality and security

We apply administrative, technical, and organisational safeguards designed to protect personal data and client documents from unauthorised access, disclosure, alteration, loss, misuse, or destruction. These safeguards may include access limitation, staff confidentiality duties, secure communication practices, project-level controls, and document-handling procedures.

No website, email, WhatsApp, cloud system, or internet transmission can be guaranteed fully secure. Please avoid sending unnecessary sensitive information and contact us if you require a specific secure delivery method.

8. Retention of personal data and documents

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including service delivery, certification, client support, quality assurance, accounting, legal compliance, dispute resolution, and business recordkeeping.

Quote requests that do not become active projects may be retained for a shorter period. Completed project records, invoices, and correspondence may be retained for longer where required by law, accounting rules, authority requirements, or legitimate business needs. When retention is no longer required, we delete, anonymise, or securely restrict the data where reasonably possible.

9. Your personal data rights

Subject to applicable law and verification of your identity, you may request to exercise privacy rights available under UAE personal data protection requirements, including the right to:

• Receive information about how your personal data is processed.
• Access personal data we hold about you.
• Correct inaccurate or incomplete personal data.
• Request deletion of personal data where legally applicable.
• Restrict, stop, or object to certain processing activities.
• Withdraw consent where processing is based on consent.
• Request transfer of personal data where technically feasible and legally applicable.
• Object to automated processing where applicable. We do not use submitted client documents for automated legal decisions.

Some requests may be limited where we must retain information to comply with legal obligations, complete contracted services, protect legal claims, maintain accounting records, or fulfil authority-related requirements.

10. Children’s personal data

Our services are intended for adults, businesses, and authorised representatives. We do not knowingly collect personal data directly from children for marketing or direct service use. If a document contains a child’s personal data, it should be submitted only by a parent, guardian, authorised representative, or lawful client, and only where necessary for the requested translation or related service.

11. Cookies and website analytics

Our website may use cookies, analytics tools, embedded maps, fonts, scripts, or similar technologies to operate the website, understand visitor activity, secure the website, and improve user experience. You can control cookies through your browser settings. Blocking cookies may affect certain website features.

12. Updates to this policy

We may update this Privacy Policy when our services, website, technology, business operations, or legal requirements change. The updated version will be published on this page with a revised “Last updated” date.

13. Contact us about privacy

To ask questions about this Privacy Policy or to submit a personal data request, contact Shakespeare Legal Translation Services using the details below.