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Privacy Policy

Privacy Policy last updated: May 4, 2025

Protecting your privacy

We are Langbox (“Langbox”, “we”, “us”, or “our”), a translation and language services provider. We are committed to safeguarding your personal data and your privacy. This Privacy Policy (“policy”) outlines how we collect, use, and protect your data in accordance with the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018, and other relevant privacy laws.

This policy only applies when Langbox is the Controller of personal data (example: Langbox website visitors’ personal data and business-to-business contact data). This policy applies to our website langbox.co.uk, our clients, suppliers, and all individuals whose personal data we process.

1. Who We Are

We are Langbox, a UK-based translation and language services provider.

Contact us via this online form or email: [email protected]

2. Information We May Collect

We may collect and process the following categories of personal data:

2.1 Information You Provide Directly

  • Full name

  • Email address

  • Telephone number

  • Job title and company name

  • Billing and payment information

  • CVs, qualifications, and credentials (for suppliers)

  • Any additional information you choose to provide (e.g., project briefs, contact forms)

2.2 Information We Collect Automatically

  • IP address

  • Browser type and version

  • Device type

  • Location (approximate)

  • Website usage data via cookies and analytics tools

Unless specified otherwise, all Data requested by Langbox is mandatory, and failure to provide this Data may make it impossible for us to provide our services. In cases where it specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service.

Users who are uncertain about which Personal Data is mandatory are welcome to contact Langbox.

Any use of Cookies – or of other tracking tools — by our website or by the owners of third-party services used by this website serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy.

Users are responsible for any third-party Personal Data obtained, published or shared through this website.

3. How We Use Your Information

We may process your personal data for the below purposes:

Purpose Lawful Basis
To respond to inquiries and provide quotes Legitimate interest / Contract
To deliver language services to clients Contract
To manage supplier/freelancer relationships Contract / Legitimate interest
To send service updates and news Consent / Legitimate interest
To process payments and accounting Legal obligation / Contract
To improve website functionality and user experience Legitimate interest
To ensure security and fraud prevention Legitimate interest / Legal obligation

4. Disclosure of Your Information

We do not sell or rent your personal data. We may share it with:

  • Our vetted freelancers and subcontractors for project delivery

  • IT and software providers for hosting and communication

  • Payment processors (e.g. Stripe, PayPal)

  • Accountants and legal advisors

  • Public authorities, when legally required


Any third parties are bound by data protection agreements and only process data according to our instructions.

5. International Data Transfers

Some of our suppliers and freelancers may operate outside the UK or EEA. Where this occurs, we ensure data is transferred securely in compliance with UK GDPR, using Standard Contractual Clauses or confirming adequacy decisions.

6. How We Store Your Data

We maintain appropriate security procedures and technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, disclosure, alteration, or use.

  • All data is stored on secure, access-controlled servers

  • Passwords are encrypted

  • Payment information is processed via PCI-DSS compliant systems

  • Project documents may be retained in secure cloud storage for quality and audit purposes

7. Data Retention

Your personal data will be generally retained as long as necessary to fulfil the purposes for which we collected the personal data.

Once you and/or your company have terminated the contractual relationship with us or otherwise ended your relationship with us, we may retain your personal data in our systems and records to ensure adequate fulfilment of surviving provisions in terminated contracts or for other legitimate business purposes, such as to evidence our business practices and contractual obligations, to provide you with information about our products and services, or to comply with applicable legal, tax, or accounting requirements.

When we have no ongoing legitimate business need nor lawful legal ground to process your personal data, we will delete, anonymise, or aggregate it or, if this is not possible (for example, because your personal data has been stored in backup archives), then we will securely store your personal data and isolate it from any further processing until deletion is possible.

We retain personal data only as long as necessary to:

  • Fulfil our contractual and legal obligations

  • Maintain financial and audit records (usually 6 years)

  • Provide ongoing services or prevent duplicate data entries

Upon request, we will anonymise or delete your data unless legally required to retain it.

8. Cookies

We use cookies and other tracking technologies and offer you the option to manage these settings as described in our Cookie Policy.

9. Your Rights Under GDPR

You have the right to:

  • Access your personal data

  • Rectify incorrect or outdated data

  • Request erasure (right to be forgotten)

  • Restrict or object to processing

  • Request data portability

  • Withdraw consent at any time (if processing was based on consent)

  • Lodge a complaint with the ICO (www.ico.org.uk)

To exercise your rights, contact: [email protected].

10. Children’s Privacy

Our Sites and Services are not directed to children under the age of 16, and we do not knowingly collect online personal data directly from children. If you are a parent or guardian of a minor child and believe that the child has disclosed online personal data to us, please contact us at [email protected].

11. Changes to This Privacy Policy

We may update this policy occasionally. Any changes will be published on this page with the updated date at the top. We encourage you to review the policy regularly.

12. Contact Information

If you have any questions or requests about this privacy policy or how we handle your data, please contact us by email at [email protected].