MTT Privacy Policy

Last updated 12.08.26

Please read our privacy policy carefully as it contains important details about the information we collect from you, how we use that data, how we store that data and how long we keep that data.

This policy applies to information we collect in our capacity as a data controller for:

  • Visitors to our website
  • People who request a quotation from us
  • People who are clients
  • People who opt-in to receive email marketing communications from us
  • People who register with us to supply services on a freelance/external basis

We only share your personal data with trusted third parties when it is necessary to fulfil your assignment or manage your projects. We never sell your data or share it for marketing purposes.  Your privacy is of the utmost importance.

What happens when you contact MTT by phone

The appropriate level of information will be taken over the phone dependent on the purpose of the call.  If an enquiry is taken over the phone, then the following data may be collected, along with details of your enquiry:

  • name
  • company name
  • email
  • telephone numbers, landline and/or mobile
  • address, if relevant

The data is only used to satisfy the purpose of the call.  The data is not retained unless you make an enquiry with us, see below.

We collect the following information on the Contact form on our website or from emails you send to us regarding an enquiry:

  • name
  • email address
  • telephone numbers, landline and/or mobile (optional)
  • address, if relevant

This data is used to contact you about your enquiry and (if appropriate) to invite you to opt-in to our marketing database, see below.

We collect the following information from people who place an order with us for translation or interpreting services:

  • name
  • email address
  • telephone numbers, landline and/or mobile (optional)
  • address
  • financial and company data from the Customer Account Application form you complete and return to us

This data is used to process your assignment, provide an invoice once complete and so that we can provide you with a copy of your translations or any notes on the interpreting provided, should that be needed in the future. All paper-based records are shredded securely after 7 years. Electronic copies of any translations provided are retained for 7 years.

Personal information contained in any document for translation

This data is under your responsibility as Data Controller. We will act strictly as a Data Processor operating under your instructions. To fulfil certain tasks, me may utilise trusted external suppliers who act as authorised sub-processors under strict confidentiality and data protection agreements.

We do not extract or use personal data from documents for translation for any purpose outside of delivering the requested service.

Our Information Security Policy (available on request) oversees the effective and secure processing of data within documents for translation, ensuring we comply with both UK and EU data processing regulations.

If the data contained in the document is a special category of data, it is your responsibility to obtain the relevant consent and establish lawful grounds for processing of that data.

We may ask you to redact the data concerned before we process it.

We collect the following information from people who would like to work with us in the capacity of a freelance/external supplier:

  • name
  • email address
  • telephone numbers, landline and/or mobile (optional)
  • address
  • financial data, qualifications, CV and company data from the Supplier Application form you complete and return to us if applicable
  • financial data, qualifications, CV and company data from publicly available directories of professional linguists e.g. ITI website
  • references from 2 referees you nominate

This data is used to process your application and is entered onto our database if your application is successful. If your application is not successful for any reason your application form and any attachments are destroyed.

Data for successful applicants is held on our database system so that we may select you as a possible candidate to supply services if a suitable assignment arises.

We collect the following information from people who opt-in to receive marketing information from us by email:

  • name
  • company name
  • email address

This data is used for the purposes of occasional email marketing communications only.  People who opt-in to receive marketing information from us by email can unsubscribe at any time and the details will be deleted straight away.

Use of cookies

Cookies are very small text files that are stored on your computer when you visit websites.

Our website uses strictly necessary cookies to ensure our site functions properly. With your active consent via our cookie banner, we also use analytical cookies to help us understand with pages are most useful to our visitors.

You can change your cookie preferences or withdraw your consent at any time using our website’s cookie settings.

Our website contains links to other websites.  This privacy policy only applies to our website, so please review the privacy policies of external links you visit.

Where is the data held                                        

All data is stored securely on our UK based servers and is backed up after encryption for storage on servers compliant with the EU-US Data Privacy Framework and its UK extension.

All emails are encrypted by Microsoft Office.

Legal basis

Any information you submit to us, either through this website or through any other means such as email, telephone or letter, will be regarded as confidential. It will be used to process requests for quotations and to provide translation and interpreting services. It will not be passed to any third party for other reasons without your express prior permission.  

Information is collected to allow us to process any requests for services and to allow us to provide these services on the basis of Legitimate Interest.  Any such information will be stored and/or disposed of in accordance with applicable UK and EU data protection legislation.

When you contact us through the contact form on the website or using our email address:

  • We use robust technical and organisational measures to safeguard your personal information and to protect it against unauthorised access or modification. We do not rent, sell or share personal information about you with any other organisations.
  • While we employ industry-standard encryption (such as HTTPS) to protect transmitted data to and from our services, we also recommend that you take steps to keep your own data transmission secure.
  • We provide you with mechanisms to request amendments to your details as retained by us, or to request us to remove them from our database.
  • We allow you to specify the level of future contact that you will receive from MTT and we will respect your wishes.
  • You any enquiries or complaints regarding our privacy policy or data processing practices please contact [email protected] with ‘Data Enquiry’ in the subject field.

Your consent

By submitting your personal information to us you consent to the use of that information as set out in this policy.  We keep our policy under review and if we change it, we will post the changes to our website and give notice as appropriate so that you will become aware of the information we collect and how it is used.

Your data protection rights

Under both the UK GDPR and EU GDPR you have the following rights regarding the personal data we hold about you:

  • Right to be Informed: you can ask how and why your personal data is collected
  • Right of Access: you can request a copy of your personal data.
  • Right to Rectification: you can ask us to correct inaccurate or incomplete data.
  • Right to Erasure (‘Right to be Forgotten’): you can request that we delete your data.
  • Right to Restriction: you can ask us to temporarily stop processing your data.
  • Right to Object: you can object to us processing your data based on legitimate interests.
  • Right to Data Portability: you can request we transfer the personal data you provided us to you or another organisation in a structured, commonly used, machine-readable format
  • Rights on Automated Decision-Making: you have the right to object to decision making being made about you based solely on automated computer processing or profiling without human intervention.

We will respond to all valid rights requests within the statutory one-month timeframe. Please note, however, that these rights are not absolute. We cannot delete or restrict data that are legally or contractually obliged to maintain. This includes data retained for the performance of an active contract, compliance with UK and EU financial and corporate tax laws, or data required for disclosure to law enforcement and statutory regulatory bodies.

If we are legally required by a regulatory authority or law enforcement agency to disclose or transfer your data, we will notify you as the Data Controller beforehand, unless we are prohibited from doing so by law or court order.

No charge will be made to handle your request unless it is deemed ‘manifestly unfounded or excessive’, in which case a reasonable administrative fee may apply.

Please make all such requests to [email protected] with ‘Data Enquiry’ in the subject field. We may require proof of identity before releasing or altering any information to ensure your data remains secure.

 Policy review

This policy will be reviewed as a minimum annually and in the events of changes in:

  • Organisational or technical systems
  • The data we hold
  • The purposes we process the data for
  • Privacy legislation
  • Any other event which may impact data within the organisation.

MTT’s registration number is Z8829313 and its registered address is Progress House, Midland Road, Worcester, WR5 1AQ, United Kingdom

The ICO can be contacted via www.ico.org.uk if you wish to find out more about your rights, make a complaint or find additional resources.