GDPR in Translation: How does Data Protection work? The security of our data seems now more important than ever. With new technologies and the rise of the digital age, we have the feeling that at any moment our information can be stolen or subjected to a privacy breach. This is perhaps why in 2018 the European Union (EU) decided to implement the Data Protection Regulation (GDPR); with which European companies must protect all types of personal information and data that are related to natural persons.

The translation industry within the European continent works daily with the personal information of individuals, therefore a proper follow-up of the GDPR becomes necessary in translation work. In the following blog, we take a look at what this regulation consists of, what its main role is within the translation process, and why it is essential to safeguard the security and protection of information within the industry.

What is the General Data Protection Regulation (GDPR)?

Designed in 2016 and implemented in 2018, the GDPR is an EU-wide regulation that ensures the free movement of personal data and its protection. This applies when a company collects data from EU residents or when it is based in the EU. An important fact to keep in mind is that non-compliance can result in monetary fines of up to 20 million euros.

Also, the GDPR consists of the following six principles of protection and accountability:

• Legality, fairness, and transparency
• Purpose limitation
• Data minimization
• Accuracy
• Integrity and confidentiality
• Accountability

The GDPR in translation: focus on the process

As we were saying, the translation industry handles a certain volume of information related to the personal data of individuals. Therefore, data protection is an important component of the translation process, but by now you are probably wondering how the GDPR plays a role in the translation process, here is a step-by-step explanation:

• While the translation company is the data processor, the person in charge of the commissioned work becomes the data controller and is responsible for all types of sensitive information contained in the documents.

• Translation companies monitor how their employees receive and send personal information for translation purposes. Each company’s security system to process the data must always be the same and have the same level of trust.

• All data to be processed must have an individual’s consent for storage. The controller keeps a record of the data it stores, where it is stored and its path from one place to another. This includes personal data that is outsourced for translation.

• Also, translation service providers in their process ensure that sensitive or restrictive content is not printed, stored, or shared on digital or physical devices that the company does not approve of or control.

• Under GDPR, individuals have the right to “be forgotten” and ensure that their data can be deleted upon their request. Similarly, each of them has the right to access the information that has been collected about them, to know for how long it will be collected, and who has access to it.

• Last but not least, General Data Protection in the translation process is characterized by guaranteeing non-disclosure agreements for each project. Thus requiring that all-important information be destroyed once the project is completed.

Why is general data protection important in translation?

We live in times when our security responsibilities are never satisfied and where hackers are becoming increasingly sophisticated in their capabilities. To ensure that personal data is not at risk, we must continually analyze current security processes and implement improved practices as they become available.

The security of personal information is critical within translation processes, as it is common for its content to be exchanged in different languages and therefore in different cultures. When dealing with sensitive information about EU individuals, it is necessary to be able to rely on a translation company that ensures its protection and confidentiality regardless of the purpose of each project.

Win & Winnow is an ISO-certified company with almost 20 years of experience providing translation services. For us, it is indispensable that each of our client’s personal information is completely safe and secure. If your company needs translation services that entail sensitive or confidential data, contact us. We will get back to you as soon as possible!