Privacy policy — ProFlow Co Professional Services Ltd

1Who we are

ProFlow Co Professional Services Ltd (“ProFlow”, “we”, “us”) is a private limited company registered in England and Wales, company number 17058438, with its registered office at 171 South Lambeth Road, London SW8 1XW.

For the personal information described in this policy we are the controller — the organisation that decides how and why it is used — except where section 6 explains that we act on a client’s behalf.

Questions about this policy or about your information: info@proflow-pro.co.uk, +44 7344 869000, or by post to the address above, marked “Data protection”.

2What we collect, why, and for how long

When	What we hold	What we use it for	Lawful basis	How long
You get in touch by email, phone or the contact form	Name, email address, phone number, organisation, your message and any files you send	Replying, understanding what you need, preparing a quote	Steps you ask us to take before a contract; our legitimate interest in answering enquiries	12 months after our last contact, if no work follows
You become a client	Contact and billing details, correspondence, quotes, invoices and project records	Delivering the services, invoicing, keeping proper accounts	Our contract with you; legal obligations (tax and accounting)	For the engagement, then six years after the end of the financial year in which it ended
You take part in a meeting we interpret	Your name and role, and what is said in the meeting	Preparing for and delivering the interpreting. We don’t record meetings unless the client asks us to in writing	Our contract with the client who booked us; legitimate interests	Preparation notes are deleted after the assignment
You work with us as a linguist or supplier	Contact, payment and qualification details	Working with you and paying you	Our contract with you; legal obligations	Six years after the end of the financial year in which we last worked together
You visit this website	Nothing collected by the site itself. Our hosting may keep technical logs: IP address, time, page requested and browser type	Keeping the website secure and working	Legitimate interests	A short period, normally no longer than 30 days

We don’t make decisions about you by automated means alone, and we don’t build profiles of the people we deal with.

3Our lawful bases

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 we may use personal information only when we have a lawful basis. We rely on:

Contract — to do work you’ve asked for, or to take steps you’ve asked for before a contract, such as preparing a quote.
Legal obligation — for example, keeping accounting records for HMRC.
Legitimate interests — answering enquiries and running and protecting our business and this website, where those interests aren’t outweighed by your rights. You can object at any time (section 10).
Consent — only where we ask for it specifically, for example before naming your organisation as a client. You can withdraw consent at any time.

Some documents you ask us to translate may contain sensitive (“special category”) information — about health, religious beliefs or legal proceedings, for example. We use it only to do the translation, handle it with extra care, and rely on the condition the law requires, usually your explicit consent or the establishment, exercise or defence of legal claims.

4This website: cookies, storage and fonts

No cookies. This website doesn’t set cookies and doesn’t use analytics, advertising or social-media tracking.
Session storage. When you move from one page to the next, the site keeps a one-word note (pf-veil) in your browser’s session storage so it can play the page transition. It contains no personal information, is never sent to us and disappears when you close the tab. The site works the same if your browser blocks it.
Fonts. Our pages load the Recursive typeface from Google Fonts, a service run by Google. To deliver the font files, your browser connects to Google’s servers, which receive your IP address, the address of the page and your browser’s standard request headers. Google says the Fonts service sets no cookies, keeps its request logs secure and doesn’t use them to profile visitors or for advertising. See Google’s privacy policy.
Map. The map on our contact page is a drawing served from this website; it loads nothing from map providers. Map data © OpenStreetMap contributors.
Other websites. Sites we link to, such as the public register at Companies House, are covered by their own privacy policies.

5The contact form and email

The form on our contact page doesn’t send anything to us or store anything on this website. When you press “Prepare my email”, it opens your own email app with your message filled in; nothing reaches us until you send it. From then on, your message is handled as described in section 2.

Email isn’t a secure channel for confidential material. For anything sensitive we’ll send you a secure upload link instead of asking for attachments.

6When we act on your behalf

When you give us documents, data or access to systems as part of a project — a contract to translate, a database to clean, an application that holds your customers’ details — the personal information in them belongs to your organisation. We act as your processor: we use it only on your documented instructions, keep it confidential, and delete or return it when the work ends, normally within 90 days of completion unless you ask us to keep it. On request we’ll sign a data processing agreement that meets Article 28 of the UK GDPR.

We don’t put confidential client material into public machine-translation or AI services. If such a tool would genuinely help, we’ll tell you in advance and use only a service that doesn’t keep or learn from your data — and only with your agreement.

7Who we share it with

We never sell personal information or share it for marketing. We share it only with:

linguists and interpreters working on your project, who are bound by confidentiality and data protection terms;
providers that run our business — email and file hosting, cloud infrastructure and accounting software — under contracts that require them to protect it;
our accountants, lawyers and insurers, where needed;
public authorities such as HMRC, the police or a court, where the law requires it.

8International transfers

Some of our providers, and occasionally a linguist working on your project, may be based outside the UK. When personal information leaves the UK we make sure it stays protected — for example because the destination is covered by UK adequacy regulations, or by using the ICO’s International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses. Ask us for the safeguards that apply to your project.

9How we protect it

Access to client files is limited to the people working on your project. Our accounts use multi-factor sign-in, our devices are encrypted, and files travel over encrypted connections. Linguists and interpreters accept confidentiality terms before they see your material. If a breach puts your information at risk, we’ll tell you without undue delay and report it to the ICO where the law requires.

10Your rights

You have the right to:

ask for a copy of the personal information we hold about you;
ask us to correct anything that’s wrong or incomplete;
ask us to delete it, or to restrict how we use it;
object to our use of it where we rely on legitimate interests;
receive information you gave us in a portable format, or have it sent to another organisation;
withdraw your consent, where we rely on it.

To use any of these rights, write to info@proflow-pro.co.uk. We’ll respond within one month, usually free of charge, and may first need to confirm your identity. Some rights have limits — we must keep accounting records for as long as the law requires, for example — and if one applies, we’ll explain why.

11Complaints

If you’re unhappy with how we’ve handled your personal information, you have the right to complain to us. Email info@proflow-pro.co.uk with “Data protection complaint” in the subject, choose “Data protection request or complaint” in our contact form, call us, or write to us. We’ll acknowledge your complaint within 30 days, look into it properly, keep you informed and tell you the outcome without undue delay.

You can also complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator: ico.org.uk/make-a-complaint, helpline 0303 123 1113, or Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

12Children

Our services are for organisations and adults. We don’t knowingly collect information from children, except where a child’s details appear in documents that a parent, guardian or client asks us to translate.

13Changes to this policy

We’ll publish any changes on this page with a new date and version number. If a change affects how we use information we already hold, we’ll tell the people concerned directly.