If you commission me to work on a project for you, I am required by law to keep your basic contact details (name, address, telephone number and email address) for six years. After this period, if we have had no further contact, this information will be deleted.
If you send me material to be translated, edited, proofread or transcribed, and this material contains your personal data, I will process it (i.e. securely store it and, if relevant, translate it) in order to carry out the work you have contracted me to do. If the project materials contain personal information belonging to someone else, I will need to be satisfied that you have lawful grounds for passing that information to me under the General Data Protection Regulation (GDPR). I will ask you to confirm this by signing my terms and conditions before I begin work on your documents.
In terms of the GDPR, my lawful grounds for collecting, using and storing this data are: a) performance of a contract; b) legal requirement (by law, I need to keep records of my business activities for six years).
Identifiable personal data will be deleted from the project files and my translation memories one month after the project invoice has been paid, unless:
a) the text is already in the public domain, for example as with references in an academic paper or a blog post; or b) you have asked for a certified translation for official purposes. In this case, the full text of the document will be retained for six years so that I can respond to any claims or queries arising in relation to my work. This also comes under the category of ‘legitimate interest’ under the GDPR.