Privacy Policy

Last updated: 21/04/26

Who we are

AdHoc Translation A/S provides professional translation services. We are based in Denmark and operate in several countries across Europe.

Controller (for this website and quote requests):

AdHoc Translation A/S
Lautruphøj 5-7, 2. Sal
2750 Ballerup

Company Number: 29245908
Email: info@adhoc-translations.com
Phone: +45 33 91 09 19

Our local companies in the European Union support us with sales and service delivery. For those activities they usually act on our behalf. 

Germany:

AdHoc Translations GmbH
Moosacher Str. 82a
80809 München

Company Number: HRB 227349

Imprint

Spain:

AdHoc Translations Spain SL
Carrer de Muntaner 233
Principal Primera
08021 Barcelona,
Spain

Company Number: B90406679

Sweden:

AdHoc Translations AB
Arenavägen 33,
121 77 Johanneshov

Company Number: 559255-3886

What this policy covers 

This policy explains how we handle your personal data when you visit our website, request a quote or upload files for translation.

If you go on to use our translation services, we will provide you with further information about how we handle your data at that stage.

If you choose not to provide the data we need to prepare a quote (for example, your contact details), we may be unable to respond to your request.

What we collect

When you use our website, we may collect:

  • Your name, email address and company name (when you request a quote)
  • Any personal data contained in files you upload for translation
  • Technical information such as your IP address, browser type and how you use our website (via cookies, analytics and short‑lived server logs)

Files you upload

When you request a quote, you may upload files for us to review. Here’s what happens to them:

  • Role and purpose: We review files to scope and provide a quote and, if you engage us, to perform the services.
  • Storage and access: Files are stored on our server in the United Kingdom and then also sent to AdHoc Translations A/C in Denmark. Access is limited to staff and trusted linguists who need it and are bound by confidentiality and data protection obligations.
  • Sharing: Files may be shared with our local offices or vetted translators to review the content and prepare your quote.
  • Retention: We retain uploaded files after providing a quote so we can ensure consistency and quality if you return to us in the future. We periodically review what we hold and delete files that are no longer needed.
  • Security: We protect files with encryption in transit and access controls.

If your files contain other people’s personal data (for example, employee records or customer information), it is your responsibility to make sure you are allowed to share that data with us.

You can request deletion of your files at any time by emailing info@adhoc-translations.com.

Why we process your data

We use your personal data to:

  • Review your files and provide you with a quote
  • Respond to your enquiries
  • Understand how people use our website
  • Improve our website and keep it secure
  • Comply with legal obligations

Our legal bases under GDPR are:

  • Contractual necessity: processing your quote request is a pre‑contractual step at your request
  • Legitimate interests: improving and securing our website, and understanding its use in a privacy‑friendly way
  • Legal obligation: where required by law
  • Consent: for non‑essential cookies, analytics and marketing/embedded content.

Who we share your data with 

We may share your data with:

  • Our local offices in Germany, Spain and Sweden
  • Project Managers, translators and linguists reviewing your files to prepare a quote
  • Our hosting, security (including antibot) and IT service providers
  • Analytics and marketing providers (see section 9)

We never sell your data.

Where your data is stored

Your data is stored on servers in third-party GDPR complaint servers in the United Kingdom.

When we share files with our offices or translators in other EEA countries, no additional safeguards are needed as these countries follow the same data protection rules.

If we transfer personal data outside the EEA/UK (for example, to a translator or a service provider), we use appropriate safeguards such as the European Commission’s Standard Contractual Clauses, the UK IDTA/Addendum, and/or adequacy decisions (including the EU–US Data Privacy Framework and the UK–US Data Bridge, where applicable).

How long we keep your data for 

  • Quote requests and contact details: retained until no longer needed and reviewed periodically
  • Uploaded files: retained for continuity and quality purposes and reviewed periodically
  • Emails and correspondence: retained for a reasonable period for record‑keeping

You can request deletion of your data at any time by contacting us at [email]. We will action your request unless we have a legal obligation to retain the data.

Cookies and analytics

We use a consent banner so you can accept or reject non‑essential cookies at any time. You can change your choice using the cookie settings on the bottom left corner of this page.

What we use

Strictly necessary (no consent needed)

  • Security and anti‑bot protection (for example, Cloudflare Turnstile).
  • Consent storage (to remember your cookie choices).
  • Language selection (our WPML language picker) so pages stay in your chosen language.
  • Session, caching and performance cookies needed to deliver the site.

Analytics and measurement (consent)

  • Privacy‑focused site analytics (third‑party hosted), configured without cookies with data stored in the European Union We rely on our legitimate interests for this basic, aggregate measurement.
  • Google Analytics 4 in Basic Consent Mode: GA only loads after you accept “Statistics” cookies. If you do not consent, GA does not load and no data is sent to Google.
  • Session replay analytics (Microsoft Clarity): only runs if you accept “Statistics”. It records interactions such as page views, clicks and scrolls to help us improve usability. We mask text inputs and do not record keystrokes. We do not use Clarity to profile you across websites.

Marketing and embedded content (consent)

  • If you accept “Marketing” or actively load embedded content, third‑party services (for example, Google Ads/measurement, Meta, LinkedIn, YouTube, Vimeo) may set cookies or use local storage to show or measure content and campaigns. Where available, we use privacy‑enhanced embeds and show a placeholder until you choose to load the content.

For full details, see our Cookie Policy. Some providers may process data outside the EEA/UK.

Your rights

You have the right to:

  • Access the personal data we hold about you
  • Have inaccurate data corrected
  • Have your data deleted
  • Restrict how we use your data
  • Receive your data in a portable format
  • Object to our processing of your data
  • Withdraw consent at any time, where we rely on it

We do not use automated decision‑making that produces legal or similarly significant effects.

To exercise any of these rights, email us at info@adhoc-translations.com. We will respond within one month.

Complaints

If you are unhappy with how we have handled your data, you have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

https://ico.org.uk

As we are based in the European Union, the GDPR rules apply to the data we collect through this website regardless of where you are located.

Changes to this policy 

We may update this policy from time to time. Any changes will be posted on this page.

Get in touch

If you have any questions about this policy or your data, contact us at:

AdHoc Translation A/S
Lautruphøj 5-7, 2. Sal
2750 Ballerup

Email: info@adhoc-translations.com
Phone: +45 33 91 09 19