Privacy Policy

Last updated: 10 July 2026

EZ Translate is a trading service operated by WEARETRIBE LIMITED.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, request a quotation, create an account, purchase or use our services, upload content, communicate with us or otherwise interact with EZ Translate.

1. Who We Are

For the purposes of applicable data protection law, the data controller is:

Trading name: EZ Translate

Website: https://www.ez-translate.com/
Email: contact@ez-translate.com

WEARETRIBE LIMITED is responsible for deciding how and why your personal information is processed in connection with EZ Translate.

2. Scope of This Privacy Policy

This Privacy Policy applies to personal information processed through:

• the EZ Translate website;
• quotation and enquiry forms;
• customer accounts and dashboards;
• translation, localisation, interpreting and related services;
• document and content uploads;
• payment transactions;
• customer support communications;
• business and enterprise integrations; and
• related communications and service administration.

This Privacy Policy does not apply to third-party websites or services that have their own privacy policies.

3. Personal Information We Collect

Depending on how you use EZ Translate, we may collect the following categories of personal information.

3.1 Identity and contact information

This may include:

• your name;
• email address;
• telephone number;
• postal or business address;
• company name;
• job title; and
• other information provided when you contact us, request a quotation or create an account.

3.2 Account information

Where account functionality is available, we may collect:

• account login details;
• encrypted or hashed passwords;
• account preferences;
• organisation or team membership;
• account permissions; and
• account activity.

You are responsible for keeping your account credentials secure.

3.3 Project and service information

We may collect information relating to translation or language-service projects, including:

• source and target languages;
• requested services;
• certification or notarisation requirements;
• project descriptions;
• delivery instructions;
• deadlines;
• quotation information;
• correspondence relating to the project; and
• feedback or revisions.

3.4 Uploaded documents and content

When you submit content for translation, localisation, interpretation, certification or review, we process the material you provide.

Uploaded material may contain personal information about you or other people, including:

• names and contact details;
• identification information;
• employment or educational information;
• immigration information;
• legal or financial information;
• medical information;
• family information;
• correspondence; and
• other information contained within the relevant document or content.

You must only provide personal information that is necessary for the requested service.

Where documents contain information about another person, you must have an appropriate legal basis or authority to provide that information to us.

3.5 Special category and sensitive information

Certain documents may contain information regarded as particularly sensitive under data protection law, including information concerning:

• health or medical history;
• racial or ethnic origin;
• religious or philosophical beliefs;
• political opinions;
• trade union membership;
• genetic or biometric information;
• sex life or sexual orientation; or
• criminal allegations, proceedings or convictions.

You should not submit this information unless it is genuinely necessary for the requested service.

Where special category personal information is knowingly submitted for processing, we will process it only where an appropriate legal condition applies. Depending on the circumstances, this may include your explicit consent or processing necessary for the establishment, exercise or defence of legal claims.

Where information concerning criminal convictions or offences is processed, we will do so only where permitted by applicable law and subject to appropriate safeguards.

3.6 Payment and transaction information

When you purchase services, we may collect:

• transaction amount;
• currency;
• payment status;
• purchase date;
• billing details;
• payment-provider references; and
• limited payment method information, such as the card type and final digits.

Full payment-card details are normally collected and processed directly by our payment service providers. We do not normally receive or store your complete card number or security code.

EZ Translate operates on a pay-as-you-go basis and does not offer recurring subscriptions. Payment and transaction information may nevertheless be retained where required for accounting, tax, fraud prevention and legal compliance purposes.

3.7 Technical and usage information

When you use the website, we may automatically collect:

• IP address;
• browser type and version;
• device type;
• operating system;
• approximate location derived from your IP address;
• pages visited;
• links selected;
• dates and times of access;
• referral source;
• session information;
• error and diagnostic information; and
• cookie or similar technology identifiers.

3.8 Communications

We may retain communications sent to or received from you, including:

• emails;
• customer-support requests;
• enquiry-form submissions;
• quotation discussions;
• complaints;
• feedback; and
• other correspondence.

4. How We Collect Personal Information

We may collect personal information:

• directly from you;
• through the EZ Translate website;
• when you create or use an account;
• when you request a quotation;
• when you upload a document or other content;
• when you purchase or use a service;
• when you contact customer support;
• from your employer, organisation or authorised representative;
• from another customer where you are named in a document submitted for translation;
• from payment processors and fraud-prevention providers;
• from technical service providers; and
• automatically through cookies, server logs and similar technologies.

Where we receive personal information about you from another person, we may not always be able to provide a separate privacy notice directly to you, particularly where doing so would involve disproportionate effort, would seriously impair the purpose of the processing or is otherwise exempt under applicable law.

5. How We Use Personal Information

We may use personal information to:

• respond to enquiries and quotation requests;
• assess the scope and price of a project;
• provide translation, localisation, interpreting, certification and related services;
• assign appropriately qualified linguists, reviewers or project personnel;
• communicate about a project;
• process payments;
• create and administer customer accounts;
• deliver completed work;
• operate translation memories, terminology databases and glossaries where agreed or appropriate;
• provide customer support;
• manage corrections, complaints and service issues;
• maintain the security and reliability of the website;
• prevent fraud, misuse and unauthorised access;
• comply with legal, accounting, tax and regulatory obligations;
• establish, exercise or defend legal claims;
• improve our services and operational processes;
• maintain internal business records; and
• send marketing communications where permitted by law.

We will not use uploaded documents or confidential customer content for unrelated advertising purposes.

6. Our Lawful Bases for Processing

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the circumstances, we rely on one or more of the following bases.

6.1 Performance of a contract

We process personal information where necessary to:

• provide a quotation at your request;
• enter into a contract with you;
• process a pay-as-you-go purchase;
• provide the requested service;
• administer your account; or
• communicate with you about a project.

6.2 Legitimate interests

We may process personal information where necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.

These interests may include:

• operating and improving EZ Translate;
• managing customer and business relationships;
• maintaining network and information security;
• preventing fraud and misuse;
• keeping appropriate business records;
• managing complaints and disputes;
• quality assurance;
• protecting our legal rights; and
• understanding how the website and services are used.

6.3 Legal obligation

We process personal information where necessary to comply with legal obligations, including obligations relating to:

• tax;
• accounting;
• fraud prevention;
• law enforcement;
• court orders;
• regulatory requirements; and
• responding to lawful requests from public authorities.

6.4 Consent

We may rely on your consent where required, including for:

• certain non-essential cookies;
• certain electronic marketing communications; and
• processing particular types of sensitive information where explicit consent is the appropriate legal condition.

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal will not affect processing that took place lawfully before consent was withdrawn.

Withdrawing consent may mean that we are unable to continue providing a service where the relevant information is necessary to complete it.

6.5 Legal claims and substantial public interest

Where applicable, we may process sensitive information where necessary for the establishment, exercise or defence of legal claims or under another condition permitted by data protection law.

7. Translation Personnel and Confidentiality

To provide the requested service, uploaded content may be accessed by people involved in the relevant project, including:

• translators;
• interpreters;
• reviewers;
• proofreaders;
• project managers;
• certification personnel; and
• authorised technical or administrative staff.

Access is limited to people who reasonably need the information to perform their role.

Translators, reviewers, contractors and other service personnel are required to handle project information confidentially and may be subject to contractual confidentiality obligations or non-disclosure agreements.

We may use independent professional linguists as service providers. Depending on the circumstances, they may act as data processors on our behalf or have separate professional responsibilities under applicable law.

8. Translation Memories, Glossaries and Terminology

We may use translation-memory tools, glossaries and terminology databases to improve consistency and efficiency.

Where possible and appropriate, information stored in these systems will be limited, segmented, pseudonymised or otherwise managed to reduce unnecessary exposure of personal information.

Customer-specific translation memories or glossaries may be retained where:

• they are required to provide ongoing services;
• this has been agreed with the customer;
• they form part of a business or enterprise service; or
• retention is otherwise necessary for legitimate business or contractual purposes.

We will not knowingly use confidential customer material in a manner that makes it available to unrelated customers.

9. Sharing Personal Information

We may share personal information with carefully selected third parties where necessary for the purposes described in this Privacy Policy.

Recipients may include:

• translators, interpreters and reviewers;
• project-management and language-technology providers;
• cloud hosting and data-storage providers;
• email and communications providers;
• customer-support providers;
• website analytics providers;
• payment processors;
• banks and financial institutions;
• fraud-prevention and security providers;
• professional advisers, including lawyers, accountants and insurers;
• regulators, courts, law-enforcement agencies and public authorities;
• prospective purchasers, investors or advisers involved in a corporate transaction; and
• other suppliers required to operate or support the service.

We require service providers that process personal information on our behalf to protect it and use it only for authorised purposes.

We do not sell personal information.

10. Payment Providers

Payments are processed by third-party payment providers.

Payment providers may collect and process personal information in accordance with their own privacy policies and may act as independent data controllers for certain activities, including:

• payment authorisation;
• fraud detection;
• regulatory compliance;
• anti-money-laundering checks; and
• dispute management.

You should review the privacy information presented by the relevant payment provider during checkout.

11. International Transfers

EZ Translate may work with linguists, suppliers and technical service providers located outside the United Kingdom.

This means personal information may be transferred to or accessed from countries outside the UK.

Where a restricted international transfer takes place, we will use a lawful transfer mechanism and appropriate safeguards as required by applicable law. These may include:

• transferring information to a country covered by UK adequacy regulations;
• using the UK International Data Transfer Agreement;
• using the UK Addendum to approved standard contractual clauses;
• relying on another legally recognised transfer mechanism; and
• conducting appropriate risk assessments and implementing supplementary protections where required.

You may contact us for further information about safeguards applying to a particular transfer.

12. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including contractual, operational, security, legal, accounting and reporting requirements.

Retention periods depend on the nature of the information and the relevant circumstances.

In determining an appropriate retention period, we consider:

• the amount, nature and sensitivity of the information;
• the purpose for which it is processed;
• whether the purpose can be achieved by other means;
• the risk of harm from unauthorised use or disclosure;
• customer instructions;
• contractual commitments;
• limitation periods; and
• legal, regulatory, tax and accounting requirements.

As a general approach:

• enquiry and quotation information is retained for as long as necessary to manage the enquiry and maintain appropriate business records;
• project files and uploaded documents are retained only for as long as reasonably necessary to quote for, perform, verify, deliver and support the requested service;
• completed translations and associated project records may be retained to manage corrections, certification, quality assurance, disputes and repeat customer requirements;
• customer-account information is retained while the account remains active and for an appropriate period afterwards;
• payment, invoice and transaction records may be retained for at least the period required by tax and accounting law;
• security records and logs are retained for an appropriate period to investigate misuse, fraud and security incidents; and
• information relevant to a legal claim may be retained until the claim is resolved and any applicable limitation period has expired.

Where information is no longer required, we will delete, anonymise or securely archive it, subject to any continuing legal or regulatory requirement.

Customers may request deletion of completed project files by contacting us. We will comply where the information is no longer required and no legal or contractual exception applies.

13. Information Security

We use appropriate technical and organisational measures designed to protect personal information against:

• unauthorised access;
• accidental loss;
• unlawful use;
• alteration;
• disclosure; and
• destruction.

Measures may include:

• encrypted website connections;
• access controls;
• account authentication;
• confidentiality obligations;
• role-based access;
• restricted project access;
• secure service providers;
• system monitoring;
• backup and recovery procedures; and
• internal data-handling controls.

No internet transmission or storage system is completely secure. We therefore cannot guarantee absolute security.

You are responsible for using a strong password, safeguarding your login credentials and notifying us promptly if you suspect unauthorised access to your account.

14. Data Breaches

We maintain processes for assessing and responding to suspected personal-data breaches.

Where a breach is likely to result in a risk to individuals' rights and freedoms, we will notify the Information Commissioner's Office or another competent authority where required by law.

Where a breach is likely to result in a high risk to an affected individual, we will also notify that individual where required.

15. Cookies and Similar Technologies

The EZ Translate website may use cookies and similar technologies to:

• operate essential website functionality;
• maintain secure sessions;
• remember preferences;
• understand website usage;
• diagnose technical issues;
• improve performance; and
• support marketing where consent has been provided.

Essential cookies may be used where necessary to provide the website or a service you have requested.

Non-essential analytics, advertising or similar cookies will be used only where permitted by law and, where required, after obtaining your consent.

You may manage cookies through the cookie controls made available on the website or through your browser settings.

Disabling certain cookies may affect website functionality.

16. Marketing Communications

We may send information about our services where:

• you have requested it;
• you have provided consent;
• applicable law otherwise permits us to do so; or
• the communication is sent to a business contact in a manner permitted by law.

You may unsubscribe at any time by:

• using the unsubscribe link in a marketing email; or
• contacting contact@ez-translate.com.

We may continue sending non-marketing communications necessary to administer your account, complete a project, process a transaction, respond to an enquiry or provide important service information.

17. Automated Decision-Making

We do not ordinarily make decisions that produce legal or similarly significant effects about customers solely through automated processing.

We may use automated systems to assist with security, fraud detection, payment processing, file analysis, workflow management or service administration. Where required by law, meaningful human involvement and appropriate safeguards will be provided.

18. Children's Information

EZ Translate is not directed at children under the age of 18.

A parent, guardian, school, legal representative or other authorised adult may submit documents relating to a child where they have appropriate authority to do so and the processing is necessary for the requested service.

Children should not create accounts, make purchases or submit documents directly without the involvement of a responsible adult.

If we learn that a child has provided personal information without appropriate authorisation, we may delete it and restrict the relevant account.

19. Your Data Protection Rights

Depending on the circumstances and applicable law, you may have the following rights.

19.1 Right of access

You may request confirmation of whether we process your personal information and obtain a copy of that information.

19.2 Right to rectification

You may ask us to correct inaccurate personal information or complete information that is incomplete.

19.3 Right to erasure

You may ask us to delete personal information in certain circumstances.

This right is not absolute. We may retain information where processing remains necessary, including for legal compliance, record-keeping or legal claims.

19.4 Right to restrict processing

You may ask us to restrict the use of your personal information in certain circumstances.

19.5 Right to data portability

Where processing is based on consent or contract and carried out by automated means, you may have the right to receive certain personal information in a structured, commonly used and machine-readable format.

19.6 Right to object

You may object to processing based on legitimate interests in certain circumstances.

You have an absolute right to object to the use of your personal information for direct marketing.

19.7 Right to withdraw consent

Where we rely on consent, you may withdraw it at any time.

19.8 Rights concerning automated decision-making

Where applicable, you may have rights relating to decisions based solely on automated processing that produce legal or similarly significant effects.

19.9 Right to complain

You may complain to us about how we process your information and may also lodge a complaint with the Information Commissioner's Office.

20. Exercising Your Rights

To exercise a data protection right, contact:

contact@ez-translate.com

Please provide enough information for us to:

• identify you;
• understand your request; and
• locate the relevant information.

We may request reasonable proof of identity before responding. This is intended to ensure that personal information is not disclosed to an unauthorised person.

We will respond within the period required by applicable law. In some circumstances, that period may be extended where a request is complex or multiple requests have been made. We will inform you where an extension applies.

Data protection requests are normally handled without charge. We may charge a reasonable fee or refuse to act where a request is manifestly unfounded or excessive, where permitted by law.

21. Complaints

We take privacy concerns seriously.

Please submit complaints to:

contact@ez-translate.com

Include:

• your name and contact details;
• a description of your concern;
• relevant dates;
• details of any previous correspondence; and
• the resolution you are seeking.

We will acknowledge and investigate complaints in accordance with applicable data protection requirements.

You may also complain to the UK data protection regulator:

Information Commissioner's Office

The ICO's current contact and complaint information is available through its official website.

You may also have the right to complain to a data protection authority in the country where you live or work.

22. Third-Party Links

The website may contain links to third-party websites, platforms or services.

We are not responsible for the privacy practices of third parties. You should review their privacy policies before providing personal information.

23. Business Customers

Where an organisation purchases EZ Translate services for its employees, customers or other individuals, the organisation may be the data controller and WEARETRIBE LIMITED may act as its data processor for certain project content.

In those circumstances:

• the business customer is responsible for ensuring it has a lawful basis for providing the information;
• we will process the information in accordance with the customer's documented instructions, subject to legal requirements; and
• additional data-processing terms may apply.

For other activities, including account administration, billing, fraud prevention and compliance, WEARETRIBE LIMITED may process personal information as an independent data controller.

24. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• changes to our services;
• changes to how we process information;
• changes to our suppliers;
• legal or regulatory developments; or
• security and operational improvements.

The updated policy will be published on the website with a revised "Last updated" date.

Where changes materially affect your rights or how we use personal information, we may provide additional notice where appropriate.

25. Contact Us

For questions, requests or complaints concerning this Privacy Policy or our processing of personal information, contact:

Email: contact@ez-translate.com
Website: https://www.ez-translate.com/