Privacy Policy

Last Updated: [May 09, 2025]

Introduction

OT House of Translation , licensed under Dubai Unified License No. DJ1202, is a Dubai-based company providing professional translation, editing, and proofreading services in all languages and industries. We operate fully online with a physical presence in Dubai, United Arab Emirates, and we are committed to protecting the privacy and confidentiality of all client information. This Privacy Policy outlines how OT House of Translation (referred to as “we,” “us,” or “our”) collects, uses, and safeguards your personal information and documents. It applies to all users of our website and services, including individual clients and corporate clients, and is designed to comply with applicable UAE laws and regulations. By using our services or website, you acknowledge that you have read and agree to the practices described in this Privacy Policy.

Information We Collect

We only collect information necessary to deliver our translation, editing, and proofreading services and to operate our business. This may include:

Personal Identifying Information: Information you provide about yourself or your organization, such as your name, job title, company name (for corporate clients), postal address, email address, phone number, and other contact details.
Service-Related Information: Any content you submit to us for translation or related services, including documents, texts, files, and any information contained within those materials. This may include sensitive or confidential information present in contracts, certificates, legal papers, medical reports, or other documents you send.
Payment and Transaction Information: Billing details such as invoicing address, purchase orders, or transaction references. (Note: We do not store full credit card numbers or payment account details on our servers. Payments may be processed through secure, compliant third-party payment providers.)
Communications: Records of your communications with us, such as emails, online chat messages, or phone call notes, which may include inquiries, project details, feedback, or any other information you choose to share.
Website Usage Data: When you visit our website, we may collect basic technical information automatically. This can include your IP address, browser type, device information, access times, and referring website addresses. We also use cookies and similar technologies to enhance your web experience (see the Cookies section below for more details).

We collect most personal data directly from you when you fill out our online forms, send us documents, contact us via email or messaging, or otherwise engage our services. If you represent a corporate client, you are responsible for ensuring that any personal data of your employees or end-customers you provide to us is shared in compliance with privacy laws.

Use of Your Information

We use the information collected from you strictly for legitimate business purposes and to provide you with quality services. These purposes include:

Providing and Managing Services: We use your personal information and submitted documents to perform the services you request, such as translating or proofreading your materials, and to manage and fulfill your orders or projects.
Communication: We use contact information (email, phone, etc.) to communicate with you about project inquiries, confirmations, service updates, questions or clarifications about your content, delivery of translated files, and responding to your requests or support needs.
Account and Relationship Management: For repeat or corporate clients, we may maintain a client profile or account to streamline future engagements, remember your preferences (e.g., language pairs, industry terminology), and provide personalized service.
Billing and Administration: We process billing information to issue invoices, receive payments, process refunds when applicable, maintain transaction records, and for internal accounting and administrative purposes.
Improvement of Services: We may internally review the documents and requests (in a secure manner) to improve our service quality — for example, analyzing general client requirements, language demands, or feedback to enhance our offerings. Any analysis of document content for improvement purposes is done with strict confidentiality.
Legal Compliance and Record-Keeping: We may use and retain your information as necessary to comply with applicable laws and regulations (such as financial reporting regulations, anti-fraud laws, or a lawful order by UAE authorities). We also maintain records of projects and communications as required for our business operations and licensing obligations.
Marketing and Updates (Opt-in): We will not use your personal information for marketing communications unless you have explicitly consented. With your permission, we may occasionally send newsletters or announcements about new services or special offers. You have the right to opt out of such communications at any time, and instructions to unsubscribe will be provided in any marketing email. (Transactional or service-related messages are not considered marketing and are sent as needed to fulfill our services to you.)

We do not sell, rent, or trade your personal information to third parties for their own marketing or other purposes. We use your data only for the purposes stated above and ensure it remains confidential at all times.

Document Confidentiality

We understand that documents submitted for translation or editing often contain sensitive and confidential information. Protecting the confidentiality of your documents is one of our highest priorities. We handle all client-provided content with the utmost care and enforce rigorous confidentiality practices, including but not limited to the following:

Purpose Limitation: Your documents and the information within them will be used only for the purpose of carrying out the translation, editing, or proofreading services you have requested and for no other purpose. We will never use the content of your documents for our own benefit or disclose it for any reason not related to providing you the service.
Restricted Access: We strictly limit access to your documents and personal information to those staff members and linguists who need the information to perform the requested services. Every translator, editor, proofreader, or any other employee or contractor who handles client documents is bound by a formal Non-Disclosure Agreement (NDA) or equivalent confidentiality obligations. This means they are legally and ethically required to keep your information private.
No Unauthorized Disclosure: We will not disclose, share, or reveal the content of your documents or any personal details about your project to any third party without your explicit authorization. The only exceptions to this are: 1) if we are required by law or a valid legal process (such as a court order or government directive) to disclose certain information, or 2) if the information has already become public through no fault of our own. Should any situation arise where disclosure is requested, we will, whenever legally permissible, inform you and only cooperate to the extent we are required to do so.
Secure Handling and Storage: All documents you provide to us are stored and processed on secure systems. We utilize encryption and other security measures (described in the Data Security section below) to protect electronic files during transfer and while at rest on our systems. Physical copies (if any) are secured and disposed of securely. We also advise our linguists and staff on secure handling practices when working with digital files to prevent unauthorized access, copying, or loss of data.
Non-Subcontracting without Consent: We endeavor to handle your projects with our in-house team or trusted affiliated linguists under contract. We do not forward your documents to any external translation agency or unknown subcontractor without your knowledge. In rare cases where specialized expertise or capacity might be required from an external specialist, we would only proceed with your approval and under the same strict confidentiality agreements. (In most cases, our own vetted team covers all needed expertise.)
Retention and Disposal: We retain translated documents and original materials for a period necessary to ensure quality service (for example, to address any follow-up questions, revisions, or future related projects) and as required by our legal and business obligations. Once that period has passed, or upon your request, we will securely delete or destroy the documents and files to prevent any unauthorized future access. If you need us to purge your documents from our systems after a project is completed, you may contact us at any time and we will accommodate that request, provided it is legally permissible to do so.

Our pledge of confidentiality extends to all clients — individuals, businesses, and government entities alike. If you require a separate signed Non-Disclosure Agreement or confidentiality undertaking for your peace of mind or corporate policies, we will gladly arrange that. Your trust is paramount, and we strive to earn it by treating every document with absolute secrecy and care.

Data Security

OT House of Translation is committed to protecting your personal data and documents from unauthorized access, loss, or misuse. We implement a combination of administrative, technical, and physical security measures following industry best practices to safeguard the information you entrust to us:

Secure Data Transmission: Our website uses encryption (such as SSL/TLS) to protect data transmitted between your browser and our site. This means that when you submit forms or upload documents through our online platform, the connection is encrypted and secured. We likewise recommend and support secure methods (encrypted email or secure file transfer links) for you to send especially sensitive documents.
Secure Storage and Access Controls: Personal data and files are stored on secure servers with up-to-date firewalls and access control mechanisms. We restrict access to systems that contain personal information and client documents strictly to authorized personnel. Each authorized employee or contractor has unique login credentials, and access rights are granted based on role and necessity (principle of least privilege).
Encryption and Protection: Where appropriate, we encrypt sensitive files and data at rest. For instance, any particularly sensitive personal information or legal document may be stored in encrypted form. We also maintain secure backup procedures to prevent data loss, and those backups are equally protected.
Monitoring and Maintenance: Our IT team (or service providers) continuously monitors our systems for potential vulnerabilities, unauthorized access attempts, or unusual activities. We apply regular software updates, security patches, and use anti-malware tools to keep our infrastructure protected against threats.
Organizational Measures: Internally, we have policies and training in place to ensure staff handle personal data and client content safely and confidentially. Employees and freelancers are educated about privacy obligations, social engineering risks, and how to identify and report any security incidents. We limit the use of portable storage and avoid printing sensitive documents unless absolutely necessary. Any physical records (if created) are kept in locked cabinets and shredded when no longer needed.
Third-Party Data Processors: In cases where we use third-party services to support our operations (for example, cloud storage, email service, or payment gateways), we select reputable providers with strong security practices and data protection compliance. We have agreements in place with such processors to ensure they provide an appropriate level of security and confidentiality for any personal data handled on our behalf. They are not permitted to use your data for any purposes other than providing the contracted service to us.

While we strive to protect your information with high standards, please note that no method of transmission over the internet or method of electronic storage is completely infallible. However, we continuously update and refine our security practices to meet evolving threats and to ensure your data remains as secure as possible. In the unfortunate event of a data breach that affects your personal information, we will notify you and the relevant authorities as required by law, and we will take prompt action to mitigate the impact.

Your Rights as a Client

We respect your rights to control your personal information. Whether you are an individual client or representing a corporate client, you have certain rights regarding the personal data we hold about you. These rights include:

Right to Access: You have the right to request a copy of the personal data we hold about you and to obtain information about how we process it. We will provide you with relevant data in a reasonable timeframe, free of charge (unless the requests are manifestly unfounded or excessive as per applicable law).
Right to Rectification: If any of your personal information that we have is incorrect or incomplete, you have the right to request that we correct or update it. We urge you to keep us informed if your contact details change so we can maintain accurate records.
Right to Erasure: You can request that we delete your personal data if you believe it is no longer necessary for us to retain it. If you withdraw your consent (in cases where consent is the basis for processing) or if you object to our processing and we have no overriding legitimate reason to keep it, you may request deletion. We will honor such requests provided there is no legal obligation for us to retain the data (for example, records of transactions may be kept for financial auditing requirements for a certain period as mandated by law). We also note that erasure requests typically apply to your personal identifying data; if you want us to delete project documents, please let us know and we will do so as long as it does not conflict with other legal requirements.
Right to Restrict Processing: You have the right to ask us to limit the processing of your personal data in certain circumstances. For example, if you contest the accuracy of your data, you may request that we restrict processing until we verify or correct the data. Similarly, if you have objected to processing (see below), you may request restriction pending the verification of whether our grounds override yours. When processing is restricted, your data will still be stored but not used or shared until the issue is resolved.
Right to Object: You have the right to object to certain types of processing of your data, especially if we are processing your data based on our legitimate interests or for direct marketing. For instance, you can object at any time to receiving marketing emails from us, and we will stop sending them. You can also object if you believe our processing of your personal information is unlawful or infringing on your rights.
Right to Data Portability: For data that you have provided to us and which we process by automated means on the basis of your consent or to fulfill a contract with you, you have the right to request that we provide you with that data in a structured, commonly used, machine-readable format. You also have the right to request that we transmit such data directly to another service provider (where technically feasible). This right is generally applicable to core personal data (like your name, contact info, and any data you uploaded) and not to any translated content or company-internal documents.
Right to Withdraw Consent: In cases where we rely on your consent to process personal data (such as for optional marketing communications), you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, and it will not affect processing of your data under other legal bases (for example, processing necessary to provide you a service).
Right to Complain: We are regulated in the UAE, and we take your concerns very seriously. If you believe we have not handled your personal data in accordance with this Privacy Policy or applicable law, please contact us so we can address the issue. Additionally, you have the right to lodge a complaint with the appropriate data protection authority in the UAE. In the UAE, the federal Data Office established under the UAE Data Protection Law oversees compliance; you can inquire with them or the local Dubai authorities (such as Dubai Digital Authority) for any grievances. We appreciate the opportunity to resolve your concerns directly and will work with you in good faith to find a satisfactory solution.

To exercise any of your rights, please contact us at [email protected] with your specific request. For certain requests, we may ask you to verify your identity or provide additional information to confirm your authority to make the request (especially if you are making the request on behalf of someone else, or as a representative of a company). We will respond to your request within a reasonable timeframe as required by law (typically within 30 days). There may be legal or operational reasons that prevent us from fulfilling every request (for example, we cannot delete data required by law to retain), but if that is the case, we will inform you of the reasons.

We are committed to upholding your rights and ensuring fair and transparent processing of your personal data.

Cookies and Online Tracking

When you visit our website, certain information is collected automatically through the use of cookies and similar tracking technologies. This section explains how we use cookies and how you can control them.

What Are Cookies?
Cookies are small text files that are placed on your computer or device when you visit a website. They allow the website to recognize your device and store some information about your preferences or past actions. Cookies can be “session cookies” (which expire when you close your browser) or “persistent cookies” (which remain on your device for a set period or until deleted).

How We Use Cookies:
OT House of Translation may use cookies for the following purposes:

Essential Cookies: These cookies are necessary for the functioning of our website. They enable core features such as secure login, session management, and navigation. Without these cookies, the services you have asked for (like accessing secure areas or submitting forms) cannot be provided.
Preference Cookies: We might use cookies to remember your preferences on our site, such as language selection or other settings, so that you have a more personalized experience and do not have to set these preferences each time you visit.
Analytics Cookies: We use analytics tools (for example, Google Analytics or similar) that set cookies to collect anonymous information about how visitors use our website. This information may include pages visited, time spent on pages, interactions with features, and referral sources. We use this data to understand website traffic and usage patterns, allowing us to improve our site’s content, layout, and performance. These analytics cookies do not identify you personally; they simply provide aggregated statistics.
Functional Cookies: In some cases, we may use cookies to remember certain functionalities you have used or requested – for instance, if we offer a client login portal or a project tracking feature, cookies might help keep you logged in or recall your preferences within that tool.

We do not use cookies to serve targeted advertising or to collect sensitive personal information. Any cookies used are primarily intended to enhance your experience and our service delivery.

Third-Party Cookies:
Our website might include features from third-party services, such as an embedded map for our location or social media sharing buttons. These features may set cookies controlled by third parties (for example, Google Maps, Facebook, or LinkedIn). We do not control the operation of these third-party cookies. We recommend checking the privacy or cookie policies of those third-party sites for information on their cookie use.

Your Choices Regarding Cookies:
When you first visit our website, you may see a notification about our use of cookies. By continuing to browse the site, you agree to our use of cookies as described. However, you have the right to control and manage cookies as you wish:

Browser Settings: Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline some or all cookies, or to prompt you before accepting a cookie from websites you visit. Please note that disabling cookies entirely may affect the functionality of our site; some features or services might not work properly without cookies.
Cookie Banner/Consent Tool: If our website uses a cookie consent banner or tool, you can use it to customize your cookie preferences (for example, to opt out of analytics cookies while allowing essential ones). We will honor the choices you make via such a tool.
Do Not Track Signals: Some browsers offer a “Do Not Track” (DNT) feature that allows you to signal your preference regarding tracking by websites. While there is not yet a universal standard for DNT, we treat DNT signals seriously. If we detect a DNT signal, we will try to minimize tracking (especially third-party analytics), but essential cookies will still be used for site functionality.

For more information about cookies and how to manage or delete them, you can visit reputable sources such as AllAboutCookies or your browser’s help documentation. Keep in mind that removing or rejecting cookies could impact your user experience and some parts of our site might become inaccessible.

Compliance with UAE Laws and Regulations

We conduct all personal data collection and processing in accordance with the laws of the United Arab Emirates. As a Dubai-based company, OT House of Translation is subject to UAE federal and emirate-level regulations governing privacy and data protection. Key aspects of our legal compliance include:

UAE Data Protection Law: We comply with Federal Decree-Law No. 45 of 2021 regarding the Protection of Personal Data (often referred to as the UAE Personal Data Protection Law, or “PDPL”). This law provides a framework for how personal data must be handled to ensure the privacy and rights of individuals. In accordance with PDPL requirements, we ensure that we have a lawful basis for processing personal data (such as your consent, or the necessity to perform a contract with you), we respect the principles of data minimization and purpose limitation, and we uphold the confidentiality and security of your data as detailed in this Policy.
Other Relevant Laws: We also adhere to other UAE laws and regulations that relate to privacy and information security. For instance, we follow the UAE Cyber Crimes Law and other regulations that prohibit unauthorized disclosure or misuse of electronic data. As a provider of translation services, we are mindful of any sector-specific confidentiality obligations (e.g., maintaining secrecy of legal documents per UAE legal standards, or patient confidentiality in medical documents in line with healthcare privacy rules). Our business license and any certifications we hold further bind us to maintain integrity and confidentiality in our operations.
Cross-Border Data Transfers: As an online service operating in a global context, it is possible that we may transfer or access personal data from outside the UAE (for example, if you are an international client or if a specialized linguist located in another country is engaged on your project). When we transfer personal data out of the UAE, we take steps to ensure compliance with Chapter 5 of the UAE PDPL regarding cross-border data transfers. This means we will only transfer data to countries or international organizations that are deemed to have an adequate level of data protection, or we will implement appropriate safeguards such as standard contractual clauses or obtaining your explicit consent, as required by UAE law. Our goal is to ensure that your data receives a high standard of protection regardless of where it is processed.
Legal Requests: If we ever receive an official request from a Dubai or UAE government authority (for example, a court order, police request, or regulatory inquiry) that requires us to provide personal data or document content, we will carefully verify the authenticity and legality of the request. We will only comply with such requests to the extent that we are required by law. Whenever possible and lawful, we will notify the affected client about the request before disclosing any information. We maintain a log of any such disclosures and ensure they are handled by senior management with strict confidentiality.
Data Retention and Destruction: In line with UAE legal requirements and best practices, we retain personal data and business records for only as long as is necessary to fulfill the purposes for which they were collected or to comply with mandated retention periods. For example, financial transaction records are kept for the minimum years required by UAE commercial and tax laws. Personal data that is no longer needed is either deleted or anonymized in a secure manner. We have schedules and protocols for periodic data review and cleanup to avoid indefinite retention of personal information.
Unified License Compliance: Operating under the Dubai Unified License No. DJ1202 means we are registered and recognized by Dubai Economy and Tourism. We comply with any reporting or compliance requirements tied to our license, and this also underscores our commitment to operating transparently and lawfully. Our license information is provided to give you confidence that we are an established business under Dubai’s regulatory framework.

By aligning our practices with UAE laws, we ensure not only legal compliance but also that we uphold the cultural and business standards expected in the region. Our commitment to these laws is part of our broader dedication to integrity, trust, and professionalism in all that we do.

If you have any questions about our legal compliance or need more information about how UAE laws protect your data, please contact us and we will be happy to provide additional information.

Changes to This Privacy Policy

We may update or modify this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make changes, we will revise the “Last Updated” date at the top of this Policy. If any material changes are made, we will provide a prominent notice on our website or communicate directly with you (for example, via email if you have an account or ongoing service with us) to inform you of the update.

We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information. Your continued use of our website and services after any changes to this Policy constitutes your acceptance of the revised terms, to the extent permitted by law.

Should we ever decide to use personal data in a manner significantly different from that stated in our Policy at the time of data collection, we will notify affected individuals and provide a choice before the new use takes effect.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how your information is handled, please do not hesitate to contact us:

OT House of Translation
Email: [email protected]

You may also reach out to us at the above email address if you wish to exercise any of your rights as described in the Your Rights section, or if you need further information about our data protection practices. We value your privacy and will respond as promptly and helpfully as we can.

By choosing OT House of Translation, you trust us with your language needs and your sensitive information. We take that trust seriously and are committed to ensuring your privacy and confidentiality are always protected. Thank you for using our services.