Last updated: 27 September 2026

This notice explains how Deja Vu Translation & Interpreting uses personal information when you visit our website, contact us, request language services or apply to work with us.

1. Who we are and how to contact us

Deja Vu Translation & Interpreting is the trading name of Lukasz Deja, based in Reading, Berkshire, United Kingdom. We are the data controller for our website enquiries, client and supplier administration and website analytics.

For privacy questions or to exercise your rights, contact info@dejavu-translation.com.

Our handling of personal information is subject to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended. Cookies and electronic communications are also subject to the Privacy and Electronic Communications Regulations (PECR). The EU GDPR may apply to particular activities where its territorial requirements are met.

When we handle assignment materials on a client’s instructions, that client may be the data controller and we may act as a processor. The client’s privacy notice and our agreement with them then govern the purposes and instructions for that processing.

2. Information we collect

• Enquiries and bookings: your name, contact details, organisation where supplied, language pair, service requirements, appointment or delivery details, and the content of your message and subsequent correspondence.
• Service and administration records: information needed to quote, arrange and deliver work, communicate with you, issue invoices, record payments and deal with questions or complaints. Documents supplied for an assignment may contain information about other people.
• Freelance linguist applications: contact and business details, languages, qualifications, experience, services, rates, availability, references and documents you choose to submit with your registration.
• Website information: technical details such as IP address, browser, device and pages requested, including information needed for security and site operation. If you accept analytics, Google Analytics collects information about visits and interactions.

Most information comes from you. Assignment information may also come from the client arranging the work or an authorised representative. Supplier checks may involve referees or professional bodies relevant to information you provide. Please only supply other people’s information where you are entitled to do so.

Required fields are identified on our forms. You do not have to provide information, but we may be unable to answer an enquiry, provide a quote, arrange work or assess an application without the details needed for that purpose.

3. Why we use information and our lawful bases

• Enquiries, quotes and services: taking steps at your request before entering a contract, or performing a contract with you (Article 6(1)(b) UK GDPR). When you act for an organisation, we rely on our legitimate interests in responding to business enquiries and coordinating services (Article 6(1)(f)).
• Linguist applications and supplier administration: steps towards or performance of a freelance contract, and legitimate interests in assessing professional suitability, arranging assignments and maintaining supplier records.
• Accounts and required records: contractual requirements and legal obligations, including applicable tax and accounting duties (Article 6(1)(c)).
• Security, service quality, complaints and claims: legitimate interests in protecting the website and information, resolving problems and establishing or defending legal claims, or a legal obligation where applicable.
• Optional analytics: your consent (Article 6(1)(a)). You can refuse analytics without losing access to enquiry or booking facilities.

Where we rely on legitimate interests, we must consider your rights and reasonable expectations alongside the business purpose. A form’s privacy acknowledgement is not blanket consent to unrelated uses of your information. Contacting us or applying to work with us does not itself subscribe you to marketing emails.

4. Assignment materials and sensitive information

Translation and interpreting materials can include health information or other special-category data, and sometimes criminal-offence information. An ordinary contractual or legitimate-interest basis alone is not sufficient for these categories: the relevant additional UK GDPR and Data Protection Act conditions must also apply.

Please describe an initial enquiry in general terms and avoid including identity documents, medical records or background-check information in website message fields. Contact us first to agree what is necessary and how to supply it. Where we act on a client’s instructions, the client is responsible for identifying the applicable purposes and lawful conditions; any additional assignment-specific privacy information should be provided before sensitive material is shared.

5. Who may receive information

Depending on the purpose, recipients may include the client arranging an assignment, linguists and reviewers delivering the work, referees or professional verification bodies, and providers of website hosting, business email, document storage, IT support, accounting and payment services. Professional advisers, insurers, regulators or public authorities may receive information where necessary for a legal obligation, complaint or claim.

Our business email service uses 123 Reg. Enquiries and registration documents sent by email are handled through our business mailbox; selected registration information may be recorded in our local translation management system for review. Google provides the optional website analytics service. Information is shared only to the extent needed for the relevant purpose.

6. International processing

Use of overseas service providers or linguists can involve access to personal information outside the UK. Google Analytics may involve processing in the United States and other countries in Google’s service arrangements; see Google’s Privacy Policy.

Where a transfer is subject to UK GDPR restrictions, it requires a permitted transfer arrangement. Depending on the recipient and circumstances, this may be UK adequacy regulations or appropriate contractual safeguards, such as the UK International Data Transfer Agreement or UK Addendum, together with the assessment required for that transfer. Client permission does not replace these requirements. Contact us at info@dejavu-translation.com for the countries and safeguards relevant to your particular service and to request details or a copy of applicable safeguards.

7. How long we keep information

Retention depends on why a record is needed. We use the following criteria rather than applying one period to every kind of information:

• Enquiries: the time needed to respond, complete any follow-up and resolve related questions.
• Client and assignment records: the duration of the service, agreed correction or support requirements, the client’s documented instructions where we act as a processor, and any specific legal or contractual need.
• Linguist applications and supplier records: the assessment process, whether a working relationship is established, ongoing supplier administration and any agreed future-contact arrangement.
• Invoices, contracts and complaint records: applicable accounting and tax duties and the period for which the relevant records are needed to establish, exercise or defend claims.

Keeping an invoice does not by itself justify retaining every underlying source document. Information should be deleted or anonymised when no longer required for its purpose, subject to necessary legal holds and backup retention. You can ask us about the retention period or criteria for a particular record.

8. Cookies and Google Analytics

Essential cookies support website operation and remember your cookie preference. Optional Google Analytics helps us understand how visitors use the site by collecting device, browser and interaction information with online identifiers.

Select Accept analytics or Reject analytics in the cookie banner. Our Analytics script is configured to load only after acceptance, with Google signals and advertising personalisation disabled. Acceptance and rejection are each remembered for one month.

You can change your choice at any time using Cookie settings in the footer. The reminder bar disappears after five seconds; this does not change your saved choice. Reopening Cookie settings allows you to accept or reject analytics again.

Withdrawing consent stops future Analytics loading after the page reloads. It does not undo processing that already took place. You can also remove existing cookies through your browser settings. Google explains its Analytics cookies and their lifetimes in its cookie documentation; cookie lifetimes are separate from Google’s retention of Analytics data.

9. Your data protection rights

Depending on the circumstances, UK GDPR gives you rights to access your information, correct inaccurate or incomplete information, request deletion, restrict processing and receive or transfer information in a portable format. These rights are subject to applicable conditions and exceptions.

Your right to object: you may object to processing based on legitimate interests for reasons relating to your situation. You may object to direct marketing at any time, including related profiling.

Withdrawing consent: where processing relies on consent, you can withdraw it at any time by contacting us, or by using Cookie settings for analytics. Withdrawal does not affect the lawfulness of processing before withdrawal.

Send requests to info@dejavu-translation.com. We may need proportionate information to verify your identity or clarify the request. We normally respond within one month; where the law permits an extension or adjustment, we will explain this. If another organisation is the controller for assignment information, we will help direct your request to it.

Linguist applications and assignment arrangements involve human review; the website does not make solely automated decisions with legal or similarly significant effects on you.

10. Complaints

Please contact us if you are concerned about how we handle your information so we can investigate. You also have the right to complain to the UK’s supervisory authority, the Information Commissioner’s Office (ICO). You do not have to contact us before exercising your right to complain to the ICO.

11. Changes and other websites

We may update this notice as our services or data-handling arrangements change. The date above identifies the latest version. If a new use requires additional information or consent, it should be provided or requested before that use begins.

External websites linked from this site have their own privacy notices. This notice covers Deja Vu’s handling of information.