Privacy Policy

In this Policy, the following terms have the following meanings:

• “Account” means an account required to access certain features of our Site, such as the customer dashboard or admin portal.
• “Cookie” means a small text file placed on your device when you visit our Site. See our Cookie Policy for details.
• “Personal Data” means any data that identifies, or can be used to identify, a living individual, as defined by the UK GDPR and the Data Protection Act 2018.
• “Our Site” means visadoctranslation.co.uk, including any subdomains.
• “We/Us/Our” means Quantum Cognition Ltd, a company registered in England and Wales (Company No. 16671501) whose registered office is at 124 City Road, London EC1V 2NX, United Kingdom.

This Policy applies only to your use of our Site and our certified translation services. Our Site may contain links to other websites; please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

Some data will be collected automatically by our Site; other data will only be collected if you voluntarily submit it (for example, when placing an order or contacting us). We may collect, hold, and process the following data:

• Identity and contact data: name, email address, business name, telephone number, billing address.
• Order and document data: documents you upload for translation, source and target languages, delivery preferences, certified translation outputs.
• Payment data: payment card information is processed directly by Stripe and is not stored on our servers. We retain only the transaction reference, amount, and status.
• Technical and usage data: IP address, browser type and version, operating system, referral URLs, pages visited, time and date of visit, and a first-party session identifier.
• Communications data: the content of emails or messages you send to us.

We use your data for the following purposes:

• Providing and managing our certified translation services, including delivering completed translations to you.
• Processing payments and issuing receipts or invoices.
• Communicating with you about your order, replying to enquiries, and providing customer support.
• Complying with our legal and regulatory obligations, including UK tax and accounting law.
• Analysing how visitors use our Site so we can improve it (only with your consent for non-essential analytics cookies).

We will not send you marketing emails without your consent. You can unsubscribe from any marketing communication at any time.

Under the UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:

• Performance of a contract: processing necessary to provide the translation services you have ordered.
• Legitimate interests: running and improving our business, preventing fraud, and securing our Site.
• Legal obligation: retaining transaction records to comply with HMRC and other regulatory requirements.
• Consent: for non-essential cookies and any optional marketing communications.

Your data is stored on secure servers located within the United Kingdom and the European Economic Area (EEA). Where data is processed by sub-processors outside the UK/EEA, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner's Office.

We use industry-standard security measures including encryption in transit (TLS) and at rest, access controls, and regular monitoring. However, no transmission over the internet can be guaranteed to be 100% secure, and you transmit data to us at your own risk.

Translated documents are deleted from our active systems 90 days after order completion, unless you request earlier deletion or we are legally required to retain them for longer.

We do not sell your data. We share data only with the sub-processors listed below, and only to the extent necessary to operate our service:

• Stripe — secure payment processing.
• Supabase — database hosting, file storage, and customer authentication.
• Resend — transactional emails (order confirmations, delivery notifications).
• Google Analytics & Google Tag Manager — anonymous Site usage analytics (only with your consent).

We may also disclose data where required by law, by a court order, or to protect our legal rights.

If our business is sold, merged, or otherwise restructured, your data may be transferred to the new owner. The new owner will continue to be bound by this Policy or by a substantially similar policy.

Under the UK GDPR you have the following rights in relation to your personal data:

• The right to be informed about how your data is used.
• The right to access the personal data we hold about you.
• The right to have inaccurate data corrected.
• The right to have your data erased (the “right to be forgotten”).
• The right to restrict the processing of your data.
• The right to data portability.
• The right to object to processing.
• Rights in relation to automated decision-making and profiling.

To exercise any of these rights, email us at [email protected]. You also have the right to lodge a complaint with the UK Information Commissioner's Office at ico.org.uk.

Our Site uses cookies and similar technologies. For full details, including a list of the specific cookies we set, how long they last, and how to control them, see our Cookie Policy.

Our Site and services are not directed at children under the age of 16, and we do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us so we can delete it.

We may update this Policy from time to time to reflect changes in our practices or legal requirements. The current version will always be posted here with an updated effective date. Your continued use of the Site after changes are posted constitutes acceptance of the updated Policy.

Questions about this Privacy Policy or how we handle your data? Contact us at:

Quantum Cognition Ltd
124 City Road
London EC1V 2NX
United Kingdom

Email: [email protected]
Company No. 16671501 · ICO Registration ZB968971