Empire Group | Language Empire Ltd ("We", “Us”, “Our”)) is committed to protecting and respecting your privacy. This policy explains how we collect, use, store, and protect your personal data in accordance with the new Data (Use and Access) 2025, the UK General Data Protection Regulation (UK GDPR), Data Protection Act 2018 (DPA 2018), and Electronic Communications (EC Directive) Regulations 2004.
Who we are
Empire Group | Language Empire Ltd is a registered company in England and Wales under the company number 05535464 with our registered address at Empire House College Road, Rochdale OL12 6AE.
We are registered with the Information Commissioner’s Office. For more information regarding
Why we collect our data
We are an interpreting and translation service provider with the vision to break down language barriers and foster understanding across culture. We therefore rely on contract performance as our lawful bases to process your information for the following:
- To provide translation and interpretation services
- To manage service delivery and project completion
- To process payments and invoicing
- To manage customer accounts and service history
- To communicate about specific projects or services
In certain other cases, we rely on legitimate interest to process personal data, as per the below. In such instances, we have ensured that we have undertaken an appropriate assessment and where relevant, an appropriate balancing test to ensure your rights to private life are not inappropriately invaded.
- Website functionality and user experience improvement
- Internal business analytics and reporting
- Fraud prevention and security monitoring
- Network and information systems security
- Business development and strategic planning
- Quality assurance and service improvement
- Manage supplier and contractor relationships
In limited circumstances, we’ll request your consent to process your personal data. With your consent we will:
- Marketing communications via email or SMS
- Optional website cookies (non-essential)
- Participation in surveys or market research
- Sharing data with selected third parties for marketing purposes
As a legal entity, we have legal obligations we need to fulfil. We will process your personal data to fulfil our obligations:
- Compliance with accounting and tax requirements
- Anti-money laundering checks
- Regulatory reporting requirements
- Responding to lawful requests from authorities
We will only process your personal data under the legal basis of vital interests when:
- Emergency situations where health and safety are at risk during interpretation services
- Safeguarding concerns involving vulnerable individuals
Information we may collect from you
We may collect and process the personal data during our relationship with you. Typically, we need information as set out below.
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Information we may collect
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Examples of personal data and Special category of personal information
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Basic personal details for account administration
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Identity Data: Name and surname, title, date of birth
Contact Data: Address, email address, telephone number
Service Data: Translation/interpretation requirements, project specific
Health Data: Medical records, disability status, mental health
Racial or ethnical origin: Country of birth data
Religious or philosophical beliefs: Religious affiliation, dietary requirements
Sexual orientation data: information about sex.
Criminal conviction and offences data: Background check results and criminal history checks (where legally required)
Communications data: Records of correspondences with us
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Payment processing
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Financial Data: banking details, billing information
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Existing Customer Marketing
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Your preference for receiving marketing communications
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Information from your device
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Technical Data: IP address, browser type and version, operating system, device information
Usage Data: Website navigation patterns, page response times, download errors, visit duration
Cookie Data: See our Cookie Policy at https://language-empire.co.uk/cookies-policy/
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Information from Third Parties
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Business Partners: Project referrals and specifications
Payment Providers: Transaction confirmation and fraud prevention data
Credit Reference Agencies: Credit worthiness information (where applicable)
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Recruitment
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Please see our Recruitment Privacy Policy on our recruitment website for more information about the personal data and the special category data we may collect during the Recruitment process
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Employment
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Please see our Employee Privacy Policy for more information about the personal data and the special category data we may collect during the Recruitment process
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How we collect information directly from you
We collect information from you when
- You create an account on https://www.language-empire.com including registration details and profile setup
- You generate or submit booking requests including service specifications, requirements, and project details
- You fill out forms on our website for account management or service requests
- You contact us for any reason (e.g. support queries, booking modifications) by phone, email and/or any social media platforms
- You update your account information or booking preferences through your user profile
- You provide additional requirements during the booking process such as accessibility needs, specific qualifications, or special instructions
Information we receive from other sources
- We may receive information about you if you use any of the other websites we operate or the other services we provide.
- We are also working closely with third parties (including, for example, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may receive information about you from them.
Who we may share your information with
We may share your information with our organisation to:
- Our employees and contractors who need access to perform their duties
- Our subsidiaries and holding companies within the Empire Group
We may share your information with our service providers such as:
- Freelance translators and interpreters
- IT service providers
- Payment processors
- Professional advisors
We may have to share your information to law enforcement agencies, regulatory bodies and/or courts and tribunals
We may share your information if we sell or buy any business or assets to the prospective seller or buyer of such business or assets. If we or substantially all our assets are acquired by a third party, in which case personal data we hold will be one of the transferred assets.
Profiling and automated decision making
Currently, we do not use automated decision-making or profiling that produces legal or similarly significant effects.
Marketing
We may use your personal information to send you marketing communications about our translation and interpretation services, including:
- New service offerings and capabilities
- Special promotions and discounts
- Industry insights and language resources
- Invitations to events and webinars
- Customer newsletters and updates
We have ensured an easy method of managing your marketing preferences whereby you can unsubscribe by using the unsubscribe option in every email or mange your preferences through your online account.
If you have any questions, please contact Data Protection Officer
Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy.
Transferring information about you overseas
We store your personal data on our secure servers located in the United Kingdom.
Some of our staff or suppliers who work outside the European Economic Area (EEA) may need to access your personal data to:
- Complete your translation or interpretation orders
- Process your payments
- Provide customer support services
We are committed to keeping your personal data safe and therefore we have conducted the appropriate risk assessments and implemented the appropriate safeguards and transfer mechanisms such as the International Data Transfer Agreements (IDTAs) or Standard Contractual Clauses (SCCs) are in place where the country does not have the Adequacy status. All international processors are contractually bound to equivalent data protection standards.
We have taken all reasonable security and organisational measures to ensure your personal data is kept safe and secure.
How long we keep information about you
We’ll hold the information on our system for as long as is necessary for the relevant activity, or as long as is needed to meet our contractual, legal and accounting obligations. For further information, kindly contact our Data Protection Officer regarding our Retention Policy.
Your data subject rights
You have the following rights regarding your personal data we process:
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Right
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Description
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Right to access
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You can request copies of your personal data and information about how we process it.
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Right to Rectification
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You can request correction of inaccurate or incomplete personal data to ensure we have the correct information.
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Right to Erasure
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If you want to be forgotten, you can request we delete your personal data. This applies to information we hold about you we no longer need, or you have decided to withdraw consent (where consent is the lawful basis).
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Right to Restrict Processing
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You can ask us to stop using information you’ve queried while we deal with your query.
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Right to Data Portability
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You have the right to request a copy of the information you've given to a company under a contract or with your explicit consent. The copy must be provided to you in a structured, commonly used and machine-readable format.
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Right to object
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You may want to ask us to stop using your information, including direct marketing. Please note that in some circumstances this right does not apply, for example where we have a legal obligation to do so.
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If you’d like to put any of your rights into effect, please contact the Data Protection Officer at gdpr@empire-groupuk.com. We will respond within one calendar month of receiving your request.
The requests are free; however, we may charge reasonable fees for manifestly unfounded or excessive requests.
We may also request proof of identity before processing your request.
Right to complain
Under the new Data (Use and Access) Act 2025, you have the statutory right to raise concerns about how we handle your personal data. We are committed to resolving any issues promptly and fairly.
Before contacting the ICO, we encourage you to raise your concerns with us directly first. This approach often leads to faster resolution and allows us to address your specific needs more effectively.
Start by contacting us directly at gdpr@empire-groupuk.com with "Privacy Complaint" in the subject line. Please include the nature of your concern, what outcome you're seeking, and any relevant dates or reference numbers to help us understand and address your issue quickly. We shall acknowledge your complaint within 30 days as prescribed by law and respond to it without undue delay.
If you're not satisfied with our initial response, we'll escalate your complaint to our senior management team who will provide a formal written response within the permitted timeframe, including a clear explanation of our position and any remedial actions we plan to take.
For complex disputes that remain unresolved, we can arrange independent third-party mediation, a review by our Data Protection Officer, or involve relevant professional bodies where applicable to ensure your concerns receive impartial consideration.
While we encourage direct resolution, you may contact the Information Commissioner's Office (ICO) at any time, particularly if you believe we've failed to respond adequately to your complaint, the matter involves potential serious data protection violations, you're not satisfied with our proposed resolution, or you prefer independent regulatory oversight
ICO Contact Details:
- Website:ico.org.uk
- Telephone: 0303 123 1113
- Live chat: Submit complaints through the live chat option given on ICO website
- Online: Submit complaints through the ICO website
- Post: I Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Keeping information up to date
We rely on you to keep your personal information accurate and up to date so we can provide you with the best possible service, ensure we can contact you, when necessary, process payments correctly, and comply with our legal and regulatory obligations.
Please notify us promptly of any changes to your contact details including postal address, email address, and telephone numbers, your business information such as company name, registration details, or key personnel changes, your service requirements including language pairs, specialisation areas, or accessibility needs, and your communication preferences for how and when you'd like us to contact you.
Children's Privacy
Our services are not directed to individuals under 16. We do not knowingly collect personal data from children under 16 without parental consent. If we become aware of such collection, we will delete the data immediately.
Changes to our privacy policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.
Contact
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to gdpr@empire-groupuk.com.