Translation Services - Privacy Notice
Version 12.5
Effective date: 10 August 2026
This Privacy Notice explains how Korwen Ltd collects, uses, stores and protects personal information.
It applies to clients, prospective clients, website users, suppliers, translators, freelancers, job applicants and other individuals whose personal information we process.
1. Who we are
Korwen is a trading name of Korwen Ltd, a company registered in England and Wales under company number 09038909.
Registered office:
124 City Road
London
Greater London
England
EC1V 2NX
Korwen Ltd provides translation and language services, including services offered through the Luciana Paquet website.
For general enquiries, privacy enquiries or data protection complaints, please contact:
Email: contact@korwen.uk
For the purposes of UK data protection law, Korwen Ltd will normally be the controller of personal information processed in connection with its own clients, enquiries, administration and business activities.
In some circumstances, particularly where we process information solely on the instructions of another organisation, our role may instead be that of a processor.
2. Information we may collect
Depending on your relationship with us and the services involved, we may collect and process information including:
- your name;
- email address, telephone number and other contact details;
- organisation or business details;
- enquiry and quotation information;
- details relating to an order or translation project;
- source documents supplied for translation;
- completed translations and related working material;
- email, WhatsApp, telephone and other communications;
- invoices, receipts, payment information and accounting records;
- information necessary to verify or administer a translation;
- information relating to complaints, disputes, claims or legal matters;
- information relating to suppliers, translators, freelancers and job applicants; and
- website and technical information where applicable.
Translation documents may contain personal information about people other than the person who instructs us.
Depending on the document being translated, this may include sensitive information such as health information, racial or ethnic origin, religious beliefs, political opinions, trade union membership, genetic or biometric information, information about a person's sex life or sexual orientation, or information concerning criminal convictions and offences.
We do not require clients to provide more personal information than is reasonably necessary for the requested service.
3. How we obtain personal information
We may receive personal information:
- directly from you;
- from a person or organisation instructing us on your behalf;
- from a business or professional client;
- from translators, suppliers or other service providers;
- through documents submitted for translation;
- through email, WhatsApp or other communications;
- through our websites; or
- from another lawful source where necessary for the service or our legal obligations.
Where a translation contains information concerning third parties, we may receive their information without communicating with them directly.
4. Why we use personal information and our lawful bases
We only process personal information where we have an appropriate lawful basis.
Depending on the circumstances, we may process information for the following purposes.
Enquiries and quotations
We use information to:
- respond to enquiries;
- assess documents;
- prepare quotations;
- answer questions about our services; and
- take steps requested before entering into a contract.
The lawful basis will normally be taking steps at your request before entering into a contract and, where appropriate, our legitimate interests in managing enquiries and providing our services.
Providing translation and language services
We use information to:
- manage orders;
- translate, proofread and review documents;
- communicate with clients;
- deliver completed work;
- manage certification or other requested formalities; and
- administer the contractual relationship.
The lawful basis will normally be performance of a contract or taking steps before entering into a contract.
We may also rely on legitimate interests or a legal obligation where appropriate.
Billing, tax and accounting
We process information necessary to:
- issue invoices and receipts;
- record payments;
- maintain accounting records; and
- comply with tax and other legal obligations.
The lawful basis will normally be compliance with a legal obligation and, where applicable, our legitimate interests in maintaining appropriate business records.
Security, fraud prevention and legal claims
We may process information where reasonably necessary to:
- protect our systems and business;
- prevent or investigate fraud or misuse;
- establish what instructions were received;
- investigate complaints;
- defend or pursue legal claims;
- respond to insurers or professional advisers; or
- comply with legal or regulatory requirements.
Depending on the circumstances, we may rely on legitimate interests, legal obligations or the establishment, exercise or defence of legal claims.
Direct marketing
Where permitted by law, we may use contact details to communicate about relevant services.
We will rely on consent or legitimate interests where legally permitted and will comply with applicable electronic marketing rules.
You can opt out of direct marketing at any time.
Recruitment and workforce administration
Where you apply to work with us or provide services to us, we may process information for recruitment, contractual, administrative, legal and business purposes.
The lawful basis may include taking steps before entering into a contract, performance of a contract, compliance with legal obligations and legitimate interests.
5. Special-category and criminal-offence information
Translation documents may contain special-category personal information even though Korwen did not create or request that information.
Where special-category information is processed, we will only process it where an applicable condition under UK data protection law is available.
Where information concerning criminal convictions or offences is processed, we will do so only where permitted by applicable UK data protection legislation and where an appropriate condition or other lawful authority applies.
We do not use sensitive information contained in translation documents for unrelated purposes.
6. Who we may share information with
We only share personal information where reasonably necessary and lawful.
Depending on the service, information may be shared with:
- authorised directors or personnel of Korwen Ltd;
- translators, interpreters, proofreaders or other vetted service providers where necessary for an assignment;
- technology, cloud-storage and business-service providers;
- accounting or payment-service providers;
- legal advisers, accountants, insurers or other professional advisers;
- public authorities, regulators, courts or law-enforcement bodies where required or permitted by law;
- a client or instructing organisation where we are lawfully acting on its instructions; or
- another recipient where you have requested or authorised the disclosure.
Our translators and subcontractors who process client translation material are currently UK-based.
Where a third-party processor handles personal information on our behalf, we take appropriate steps to ensure that relevant contractual and data-protection safeguards are in place.
7. Technology and service providers
Korwen currently uses approved business tools including:
- ChatGPT Business;
- Microsoft Word;
- Microsoft Excel; and
- Dropbox Plus.
The particular tools used may depend on the service being provided and operational requirements.
We assess the use of service providers and apply proportionate contractual, organisational and security safeguards.
The use of a technology provider does not give that provider permission to use client information for purposes unrelated to the contracted service, except where otherwise permitted by applicable law or the provider's lawful contractual terms.
8. Artificial intelligence and translation technology
Korwen may use approved technology, including artificial intelligence or computer-assisted tools, where appropriate to support translation-related or administrative work.
We do not treat the use of technology as a substitute for our responsibility to handle client information appropriately.
Where personal information is processed using an approved technology provider, we consider applicable confidentiality, security, data-protection and contractual requirements.
We do not knowingly place client material into unapproved consumer AI systems for translation work.
9. International transfers
Korwen's translators and subcontractors who process client translation material are currently based in the United Kingdom.
However, some approved technology providers may process information, store information or make information accessible from countries outside the United Kingdom.
Where the UK rules on restricted international transfers apply, Korwen will use an appropriate lawful mechanism.
Depending on the circumstances, this may include:
- UK adequacy regulations;
- the UK International Data Transfer Agreement;
- the UK Addendum to the European Commission Standard Contractual Clauses; or
- another legally recognised safeguard.
Where required, we will also carry out the applicable assessment of the protection available for the transferred information.
10. How long we keep information
We do not keep personal information for longer than we reasonably need it.
Retention periods depend on the nature of the information, the purpose for which it is held, contractual requirements, legal obligations and whether information may reasonably be required in connection with a complaint, dispute or legal claim.
Our general retention approach is as follows.
Translation and project material
Source documents, translations and related project content are not ordinarily retained for more than five years and may be deleted substantially earlier where there is no continuing operational, contractual or legal reason to retain them.
Routine communications
Routine emails, WhatsApp messages and similar communications are normally retained for no more than 12 months where there is no continuing business, contractual, legal or evidential reason to keep them.
Relevant communications may be retained for longer where they form part of a project record, accounting record, complaint, dispute, legal claim or other matter requiring continued retention.
Unsuccessful enquiries and prospective clients
Documents supplied by prospective clients who do not proceed with an order are normally deleted within 30 days after the enquiry is closed, unless there is a legitimate reason to retain them for longer.
Limited basic prospect information may normally be retained for up to 24 months where there is an appropriate lawful basis.
Accounting and commercial records
Invoices, payment records and other records that must be retained for tax, accounting, contractual or legal purposes may be kept for six years or for any longer or shorter period required by applicable law.
Legal holds and disputes
Normal deletion periods may be suspended where information is relevant to:
- actual or threatened legal proceedings;
- a complaint;
- an insurance matter;
- a regulatory enquiry;
- an investigation;
- a subject access request; or
- another matter requiring preservation of evidence.
In those circumstances, relevant material may be placed under a Legal Hold and retained until the hold is released.
11. Backups and deleted-file recovery
Korwen currently uses Dropbox Plus as part of its cloud-storage and recovery arrangements.
The current Dropbox deleted-file and version-history recovery period available to Korwen is 30 days.
Where information has reached the end of Korwen's applicable retention period and has been deleted, it will not normally be restored from provider recovery systems for routine business use.
Restoration may exceptionally be necessary for genuine disaster recovery, security investigation, legal compliance or where a documented Legal Hold applies.
12. How we protect personal information
Korwen uses proportionate technical and organisational measures designed to protect personal information.
These may include:
- access controls;
- approved business systems;
- confidentiality obligations;
- appropriate processor arrangements;
- secure storage;
- secure deletion procedures;
- incident and data-breach procedures;
- staff and contractor controls; and
- measures intended to reduce unauthorised access, loss, alteration or disclosure.
No method of electronic storage or transmission can be guaranteed to be completely risk-free. We therefore apply safeguards proportionate to the nature and sensitivity of the information being processed.
13. Your data-protection rights
Depending on the circumstances and the legal basis for processing, you may have rights including:
- the right to be informed about how your personal information is used;
- the right to request access to your personal information;
- the right to request correction of inaccurate or incomplete information;
- the right to request erasure in certain circumstances;
- the right to request restriction of processing in certain circumstances;
- the right to object to certain processing;
- the right to object to direct marketing;
- the right to data portability where the legal conditions apply; and
- rights relating to certain forms of automated decision-making.
These rights are not absolute and exemptions or limitations may apply.
To exercise a data-protection right, contact:
We may need to ask for sufficient information to identify you, locate the relevant records and, where appropriate, confirm your identity or authority to act for another person.
14. Subject access requests
You have the right to request access to personal information that Korwen holds about you.
A subject access request is a right to your personal information. It is not necessarily a right to receive every complete document, email or file in which your information appears.
Where information also relates to another individual, we will consider the applicable legal requirements, confidentiality, consent, reasonableness of disclosure and whether information should be redacted before responding.
We will carry out a reasonable and proportionate search for relevant information and respond in accordance with the time limits and requirements imposed by applicable data-protection law.
15. Data protection complaints
If you have concerns about the way we have used or protected your personal information, please contact us first so that we can investigate.
Email: contact@korwen.uk
Korwen will:
- provide a clear way for you to make a data-protection complaint;
- acknowledge receipt of a data-protection complaint within 30 days;
- take appropriate steps to investigate the complaint without undue delay;
- keep you appropriately informed of progress; and
- communicate the outcome without undue delay.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.
Information about making a complaint is available on the ICO's website at:
ico.org.uk
16. Information about other people contained in translation documents
Documents submitted for translation frequently contain personal information relating to family members, employees, customers, witnesses, officials or other third parties.
If you provide us with personal information about another person, you should ensure that you are entitled to provide that information to us for the requested purpose.
We will process third-party information only to the extent reasonably necessary for the translation service, administration of the project, compliance with legal obligations or another lawful purpose.
17. Document confidentiality
Translation material is treated as confidential in accordance with our contractual, operational and data-protection requirements.
Where it is necessary to disclose material to a translator, proofreader or other approved service provider, only information reasonably required for the assignment should be disclosed.
Confidentiality does not prevent disclosure where disclosure is required by law, a court, a regulator or another lawful authority.
18. Website information and cookies
Our websites may collect limited technical information necessary for their operation, security and functionality.
Where cookies or similar technologies are used, we will provide appropriate information and, where required by law, obtain consent before using non-essential technologies.
Our use of cookies and similar technologies may be explained separately in a Cookie Notice or consent-management tool where appropriate.
19. External websites
Our websites may contain links to websites operated by other organisations.
Korwen Ltd is not responsible for the privacy practices or content of independent third-party websites.
You should review the privacy information provided by those organisations when providing personal information directly to them.
20. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in:
- applicable law or regulatory guidance;
- our services;
- our technology;
- our service providers;
- our business operations; or
- our data-protection practices.
The current version will be published on our website and will state its effective date.
Where a change materially affects the way we use existing personal information, we will take appropriate steps to bring the change to the attention of affected individuals where required.
21. Contact us
For questions about this Privacy Notice, requests concerning your personal information, or data-protection complaints, contact:
Korwen Ltd
Trading as Korwen
124 City Road
London
Greater London
England
EC1V 2NX
United Kingdom
Company number: 09038909
Email: contact@korwen.uk
Privacy Notice — Version 12.5
Effective date: 10 August 2026