Privacy Notice

1. Who we are

LocalexUK Ltd is the controller of personal data collected through this website and used to manage enquiries, quotations and client relationships. For project content processed solely on a client’s instructions, the client will normally be the controller and Localex will act as processor under the relevant agreement.

2. Information we collect

Through the enquiry form

We may collect your name, business email, company, requested service, source and target languages, project size, deadline, high-level project details, NDA request, enquiry reference, submission time, delivery status and minimal technical records needed to protect and troubleshoot the submission.

Through email and business communications

We retain messages, contact details, attachments and related quotation or project records.

Automatically through the website

Our hosting and security providers may process IP address, browser and device information, requested pages, timestamps, security signals and server logs.

Confidential or sensitive content

The form does not accept files. Do not paste confidential material, special-category personal data, criminal-offence data or regulated project content. Describe the project at a high level; we will agree an appropriate transfer method and any required NDA before material is provided.

3. Why we use personal data

We do not sell or rent personal data and do not send marketing email based solely on a quotation enquiry.

4. Client content, AI and machine translation

We do not use client content to train our own systems. Where we select the tools, content is processed in professional translation systems under commercial terms that do not permit it to train publicly available models, and we identify the engine on request. Where a client or partner supplies the platform, that provider’s engine and data terms apply, and we identify which environment governs a project before work starts. If content must not be machine translated at all, tell us at quotation stage and we will confirm in writing whether we can meet that requirement.

5. Who receives personal data

Access is limited by role and project need. Recipients may include authorised Localex personnel; assigned linguists, reviewers, interpreters, voice professionals and production partners bound by confidentiality; website hosting, security and email providers; professional advisers; and authorities where disclosure is legally required.

We require providers to handle personal data under contract and maintain an internal provider record covering purpose, location and safeguards.

6. International transfers

Our linguistic and project management team is based in Turkey. Enquiries you send us, and material you later share for a project, are therefore accessed from outside the United Kingdom.

Turkey is not covered by a UK adequacy decision. We rely on the following safeguards: everyone who accesses your data, whether employed or contracted, is bound by written confidentiality terms; and access is limited to the project managers and linguists assigned to your enquiry or project. You can ask us at any time for details of the safeguards that apply to your data.

Where a project requires a restricted transfer to a separate recipient, we identify the recipient and purpose, minimise the information shared and put an applicable safeguard in place before access begins. Our default contractual safeguard is the UK International Data Transfer Agreement, supported by the required transfer risk assessment. If those requirements cannot be met, we do not make the transfer.

If you need your data to remain in the United Kingdom, or within a particular region, tell us before you send an enquiry and we will confirm in writing whether we can meet that requirement for your project.

7. How long we keep information

• Project material received later through an agreed channel: up to 12 months after delivery unless another documented period applies.
• Enquiries that do not become projects: up to 12 months from last contact.
• Quotations, project correspondence and contract records: normally six years after the relationship ends.
• Accounting and tax records: normally six years from the end of the relevant financial year.
• Approved translation memories and terminology: for the client relationship or contractually agreed period.
• Website, form-security and submission logs: no more than 12 months unless a shorter production period is sufficient or a documented hold applies.

Deleted information may remain in protected backup cycles until overwritten or expired under the provider’s schedule.

8. Security

Measures include role-based access, confidentiality obligations, protected transmission, input validation, rate limiting, protected logging and scheduled deletion where implemented. No system is completely secure; tell us about regulatory, residency, encryption or access requirements before sending material.

9. Your rights

Depending on the circumstances, you may ask for access, correction, erasure, restriction or portability; object to legitimate-interest processing; or withdraw consent where a specific activity relies on it. To exercise a right, email info@localexuk.com. We may verify identity and normally respond within one month.

Your right to object: You may object at any time to processing based on legitimate interests. We will stop unless compelling grounds or legal claims require it. If direct marketing is ever introduced, you may object at any time.

10. Complaints

Contact us first so we can investigate. You may also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or 0303 123 1113.

11. Automated decisions

Localex does not make solely automated decisions through this website that produce legal or similarly significant effects.

12. Changes

We update this notice when services, systems or legal obligations change. Material changes affecting an existing client relationship may also be communicated directly.