1. Who we are and what this policy covers
Layaab Services ("Layaab", "we", "us") provides certified document translation, interpretation, localization and transcription services to organizations and individuals. This policy covers personal information we collect through the website at layaabservices.com, through the contact and quote forms on it, by email, and in the course of delivering our services.
When we translate, interpret or transcribe material on behalf of a client, that material often contains personal information about other people, for example a patient, a witness, an applicant or an employee. In that situation the client decides why the material is processed and we act on the client's instructions. Section 5 explains how we handle that material.
2. Information we collect
Contact and quote forms
When you use the forms at /contact or /instant-quote we receive the details you type: your name, email address, organization and phone number if you give them, the subject or service you select, the language pair, turnaround, sector, page or word count, and your message. The form also records the time of submission and the network address it was sent from, which we use only to block spam and abuse.
Uploaded documents
Files you attach to a form or send by email are delivered directly to our coordination desk mailbox over an encrypted connection. The web server does not keep a copy. Those files may contain any kind of personal information, including sensitive categories such as health, immigration, financial or legal details, depending on what you send us.
Email correspondence
If you write to info@layaabservices.com we keep the message thread, your email address and any attachments for as long as needed to answer you and to deliver and account for the work.
Server logs
Like every website, our hosting environment records technical logs: the network address of the visitor, the pages requested, the time, the browser type and the referring page. These logs exist for security, error diagnosis and capacity planning. They are kept for a limited period and are not combined with form data to build a profile of you.
What we do not collect
We do not run advertising trackers, analytics cookies, social media pixels or session recording tools on this site. We do not ask you to create an account or a password. We do not buy personal information from third parties.
3. How we use information
- To answer your enquiry, prepare a quote and, if you confirm, deliver the service you ordered.
- To assign the assignment to the right coordinator, translator, editor or interpreter.
- To issue certifications, statements of accuracy and invoices, and to keep the records the law requires us to keep.
- To keep the website and our mailboxes secure, prevent spam and investigate misuse.
- To improve our services based on the kinds of requests we receive, using information that does not identify you wherever possible.
- To comply with legal obligations and to establish, exercise or defend legal claims.
We do not sell personal information, and we do not use client documents to train automated translation or artificial intelligence systems.
4. Legal basis
Depending on where you are located, privacy law may require us to state the basis on which we process personal information. In general terms we rely on the following: processing that is necessary to take steps at your request before a contract and to perform the contract once you confirm a quote; our legitimate interests in running, securing and improving our business, provided those interests are not outweighed by your rights; compliance with legal obligations such as tax and record keeping rules; and, where the law requires it, your consent, which you can withdraw at any time by emailing us.
5. Client documents and confidentiality
The documents, recordings and conversations you entrust to us are the core of our work, and confidentiality is a condition of every engagement.
- Purpose limitation. Material is processed only to deliver the service you requested. We never use it for marketing, publish it, or share it with anyone outside the assignment.
- Limited access. Access is restricted to the coordinator, translator, editor or interpreter assigned to your work. Every linguist and staff member works under a signed confidentiality agreement (NDA) before they see a single file.
- Encrypted transfer. Files move over encrypted connections, and we can use your own secure portal or file transfer system if you prefer.
- Retention. We keep source and target files only as long as needed to complete the work, handle revisions and meet our legal and accounting obligations. Files sent solely for a quote that does not proceed are kept only for a short period and then deleted.
- Deletion on request. You can ask us at any time to delete your files and confirm in writing that we have done so. A brief record of the engagement, such as the invoice and the certification statement, may be retained where the law requires.
For more detail see our security and confidentiality page.
6. Health information and HIPAA
Medical records, clinical documents and interpreted medical encounters may contain protected health information. Where the Health Insurance Portability and Accountability Act (HIPAA) applies to a client, we act as a business associate and handle that information under the obligations HIPAA places on us: we use it only for the service, we safeguard it, we report any incident affecting it, and we return or destroy it when the engagement ends. Our medical interpreters and translators are HIPAA trained. A business associate agreement is available on request; email info@layaabservices.com before sending health information if you need one in place.
7. Cookies
This site sets no tracking cookies and no advertising or analytics cookies. The only technical data collected is the server log described in section 2. Because we set no optional cookies, there is no cookie banner and nothing for you to opt out of. If we ever add tools that use cookies, we will update this policy first and ask for consent where the law requires it.
8. Third parties who process information for us
We share personal information only with service providers who need it to run our business, and only under contracts that require confidentiality and appropriate security.
- Hosting. The website and the form handler run on infrastructure provided by a hosting company, which processes server logs and passes form submissions to our mailbox.
- Email delivery. Form submissions and our correspondence are delivered through an email service provider.
- Web fonts. Pages load typefaces and icons from Google Fonts. When your browser requests them, Google receives your network address and browser details. No cookies are set by that request.
- Linguists. Translators, editors and interpreters who work with us receive only the material needed for their assignment and are bound by NDA.
- Professional advisers and authorities. We may share information with accountants, lawyers or insurers, and with courts or regulators when the law requires it.
We do not share personal information with advertisers or data brokers.
9. International transfers
Our linguists and service providers are located in more than one country, so information may be processed outside the country where you live. When that happens we use contractual safeguards, access controls and encryption designed to give the information equivalent protection wherever it is handled. If you need work confined to a specific jurisdiction, for example for a government or regulated client, tell us when you request a quote and we will confirm whether we can accommodate it.
10. How we protect information
- Encrypted connections (HTTPS) for the website and for file transfer.
- Access to mailboxes and files limited to named staff, protected by strong authentication.
- Confidentiality agreements with every staff member and linguist.
- Spam and abuse controls on the forms, including rate limits.
- Deletion of files when they are no longer needed or when you ask.
- An ISO 17100 aligned workflow that records who handled each assignment.
No method of transmission or storage is completely secure. If we become aware of an incident affecting your information we will inform you without undue delay and, where the law requires, notify the relevant authority.
11. Your rights and choices
Depending on where you live, you may have the right to:
- Access the personal information we hold about you and receive a copy.
- Correct information that is inaccurate or incomplete.
- Delete your information, including files you sent us, subject to legal retention duties.
- Restrict or object to certain processing, and withdraw consent where processing is based on consent.
- Receive the information you gave us in a portable format.
- Complain to a privacy regulator or, for residents of a US state with a privacy law, to your state attorney general or the authority named in that law.
To exercise any of these rights, email info@layaabservices.com from the address you used with us, or tell us how we can verify your identity. We respond within the time the applicable law allows and we do not treat you differently for making a request. If we hold information about you only because a client sent it to us for translation or interpretation, we may refer your request to that client, who controls the purpose of the processing.
12. Children
Our services are intended for adults and organizations. We do not knowingly collect personal information directly from children under 16 through this website. Documents about minors, such as birth certificates or school records, are handled as client documents under section 5 on the instructions of a parent, guardian or authorized organization. If you believe a child has sent us information directly, email us and we will delete it.
13. Changes to this policy
We may update this policy when our services, suppliers or the law change. The effective date at the top shows when the current version took effect. For significant changes we will post a notice on this page, and where we have an ongoing relationship with you we will inform you by email. Continued use of the website or our services after a change means the updated policy applies.
14. How to contact us
Questions, requests and complaints about privacy should be sent to info@layaabservices.com. Please put "Privacy" in the subject line so the message reaches the right person quickly. Email is our only contact channel.
See also our terms of service and our security and confidentiality page.