Privacy policy

IEP Translations is part of Cosmo Translations, 12 South Charlotte St., Edinburgh, EH2 4AX, United Kingdom. Contact: info@cosmosite.co.uk.

Documents you send for translation. Your school district or organization decides what the documents contain and why they are translated. We process them only on your instructions and only to provide the translation. Under UK GDPR we act as a processor. Under FERPA we act as a school official with a legitimate educational interest, under your district’s direct control.

Your contact and billing details. For the name, email address and billing information you give us, we are the controller.

• Documents you upload and the translations we produce
• Your name, email address, school district or organization and any notes you add
• Approval and billing details such as the district to invoice and your PO number
• A director’s email address, if you ask us to send them your quote
• Technical information needed to run the website securely, such as request logs

• To count words, prepare your quote and deliver your translation
• To send emails about your quote and order, including one optional reminder if you ask for it
• To invoice and keep the accounting records the law requires
• To keep the website secure and prevent misuse

Your documents are handled only by the linguists assigned to your order and by our authorized staff, all bound by confidentiality. We do not use AI or machine-translation providers for your documents, and your documents are never used to train AI.

We use these service providers to run the website: Lovable, for website hosting, the database and private file storage; and Lovable’s email service, for quote and order emails. We will update this list before we add any provider that handles your documents.

Our service providers may store and process data outside the UK, including in the United States. Where they do, we rely on safeguards recognized under UK data protection law. Your district’s data privacy agreement can set additional requirements.

• Uploaded documents and translations: deleted 90 days after delivery, or 90 days after the quote if it is not approved, unless your district asks for a different period in writing.
• Quote, order and invoice records: kept for as long as tax and accounting law requires (currently six years in the UK).

You can ask to see, correct or delete your personal data, or object to how we use it, by emailing info@cosmosite.co.uk. Requests about student records should normally go through the school district, and we will help the district respond. If you are unhappy with how we handle your data, you can complain to the UK Information Commissioner’s Office at ico.org.uk.

We will post any changes on this page and update the date at the top.