Privacy Policy

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Effective Date: 27 Aug 2020

This Privacy Policy (“Policy”) outlines how WORLDWIDE INTERPRETING AND TRANSLATION PTY LTD (“we”, “us”, or “our”) collects, holds, uses, and discloses personal, sensitive and confidential information (“Information”).

By using our website, services, or otherwise providing us with your Information, you consent to us collecting, holding, using, and disclosing your Information as described in this Policy. If we are not able to collect, handle, use, and disclose Information about you as set out in this Policy, we may not be able to provide you with our services or with access to our website.

We are committed to protecting your privacy and maintaining the confidentiality of your Information in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), as amended by the Privacy and Other Legislation Amendment Act 2024 (Cth), and our professional obligations as legal practitioners.

In this policy, personal information has the meaning given to it in the Privacy Act 1988 (Cth) and means information or an opinion about an identified individual, or an individual who is reasonably identifiable.

This Policy applies to all individuals who interact with us, whether as a client, potential client, or website visitor, and covers information collected through our website, during consultations, throughout legal representation, and via our social media channels.

1. Types of Information We Collect

1.1 Information from Website Visitors:

    When you visit our website, we collect device information and online identifiers (such as IP address and browser type) along with website usage data through cookies and similar technologies (“Device Information”).

    1.2 Information from General Inquiries:

      If you contact us via phone or email, we collect basic contact details you provide (such as your name, email address, and phone number) and any information about your legal matter that you choose to share during these initial communications.

      1.3 Personal Information

        The type of personal information we collect depends on your interaction with us, such as when you inquire about our services, request a quote, make a booking, or engage us to provide interpreting or translation services. Personal information we may collect includes:

        • Your name, date of birth, address and contact details
        • Language preferences and the nature of the service required
        • Identification documents and certificates for verification purposes
        • Payment details including bank account or credit card information
        • Details about the documents you submit for translation
        • Information relevant to interpreting assignments (e.g. appointment time, location, involved parties)
        • Professional or organisational details if booking on behalf of a business or agency

        1.4 Sensitive Information

          Sensitive information is a subcategory of personal information that is more private in nature. In the course of providing interpreting and translation services, we may collect sensitive information when it is necessary to fulfil your request or comply with legal or regulatory requirements. This may include:

          • Health information or medical reports (e.g. for medical appointments or document translations)
          • Disability information relevant to service accessibility
          • Information about racial or ethnic origin (e.g. for accurate language assignment or translation context)
          • Religious or cultural information, if relevant to the content being translated or interpreted
          • Criminal record information (e.g. for translating police checks or legal documents)
          • Other sensitive information included in the materials you provide for interpreting or translation services

          We only collect sensitive information with your consent or when permitted by law.

          1.5 Government Related Identifiers

          In some circumstances, we may collect government-related identifiers such as passport numbers, driver’s licence numbers, Medicare numbers, Centrelink references, or visa details. We only collect this information when necessary to accurately translate official documents, verify identity, or facilitate interpreting services, and only as permitted by law. We do not use these identifiers to identify you in our systems or for any purpose other than that for which they were originally provided.                     

          2. How We Collect Personal Information

          2.1 Provided By You

          We collect personal information directly from you when you:

          • Contact us via email, phone, contact form, or in person
          • Request a quote or make a booking for interpreting or translation services
          • Complete our client intake forms or service request forms
          • Provide documents for translation or information relevant to an interpreting assignment
          • Communicate with us before, during, or after the delivery of our services
          • Subscribe to our newsletters or service updates
          • Submit feedback, testimonials, or participate in surveys

          2.2 Website and Online Collection

          When you visit our website or interact with our social media platforms, we collect information through:

          • Contact or quote request forms submitted via our website
          • Cookies and similar technologies used to improve site performance and user experience
          • Website analytics tools that track user engagement and behaviour
          • IP addresses, browser types, and device information automatically collected by our systems

          2.3 Third Party Sources

          We may receive information about you from third parties when it is necessary to deliver interpreting or translation services, and where permitted by law or with your consent. These third parties may include:

          • Government departments, agencies and businesses requesting interpreting or translation on your behalf
          • Law firms, courts, or tribunals in connection with legal matters
          • Healthcare providers or medical facilities for medical interpreting or document translation
          • Insurance companies or support agencies (e.g. NDIS, WorkCover)
          • Community organisations or support workers assisting with your service request
          • Your employer or education provider when arranging services for workplace or academic purposes
          • Family members, guardians, or authorised representatives acting on your behalf

          3. Website and Online Information

          3.1 Website and Device Information

          When you visit our website, we automatically collect certain Device Information, including information about your web browser, IP address, and time zone; pages viewed, referring websites, and your interactions with the site; and information collected through cookies, log files, web beacons, tags, and pixels.

          We collect and use Device Information using the following technologies: cookies (data files placed on your device that often include an anonymous unique identifier); log files (which track actions on the website and collect data including IP address, browser type, and date/time stamps); and web beacons, tags, and pixels (electronic files used to record information about how you browse the website).

          3.2 Cookies and Similar Technologies

          We use cookies and similar technologies to collect information about your browsing activities on our website. The types of cookies we use include essential cookies (required for website functionality), functional cookies (remember your preferences), analytics cookies (help understand user interaction), and marketing cookies (support advertising campaigns on platforms such as Google, Facebook, and Instagram).

          You can control cookies through browser settings (most browsers allow blocking or deleting cookies) or through opt-out links in our cookie banner. However, disabling cookies may limit your ability to use certain website features, particularly those requiring personalisation or authentication.

          4. Purpose of Collection and Use

          We collect and use different types of personal information for different purposes:

          4.1 Website Visitor Information

          We collect website visitor information to provide and improve website functionality, analyse traffic and user experience, secure our website, respond to inquiries, and provide content about our services.

          4.2 Client Personal Information

          We collect personal information to verify your identity, assess your service requirements, deliver interpreting and translation services, communicate with you about your booking or project, process payments, comply with legal and regulatory obligations, and maintain accurate business and service records.

          4.3 Claims Information

          We may collect sensitive information to ensure the accurate delivery of interpreting and translation services, particularly for assignments involving medical, legal, or personal documents. This may include sharing relevant information with qualified interpreters or translators who are bound by strict confidentiality obligations and professional codes of conduct. We only share sensitive information when necessary to fulfil the service requested and in accordance with applicable privacy laws.

          4.4 Financial Information

          We collect financial information to process payments for interpreting and translation services, issue invoices, manage refunds where applicable, and comply with financial and taxation obligations.

          We only use your personal information for the purposes for which it was collected or for directly related purposes you would reasonably expect. If we intend to use your information for any unrelated purpose, we will seek your consent unless otherwise required or permitted by law.

          5. Disclosure of Personal Information

          5.1 Case-Related Disclosures

          To provide our interpreting and translation services effectively, we may need to disclose your personal information to third parties, including:

          • Interpreters and translators assigned to your job
          • Government departments and agencies requesting or funding the service
          • Healthcare providers, law firms, or other professionals involved in the assignment
          • Courts, tribunals, and legal representatives (for court or legal interpreting)
          • Community organisations or referrers assisting with your request
          • External service providers such as IT, payment, or administrative support services
          • Mailing or delivery providers (if hard copies are required)
          • Any authorised representative or person you nominate

          These disclosures are made on a confidential basis and limited to the information necessary to deliver the service. We may also disclose personal information where required or permitted by law.

          5.2 Offshore Processing/Overseas Recipients

          We may disclose personal information to overseas recipients in the course of delivering our interpreting and translation services. This includes the use of secure, cloud-based systems for document and project management, some of which may be hosted in Australia and internationally (including the United States, Singapore, New Zealand, and Europe). In some cases, we may also engage carefully selected and trained administrative support staff based overseas (e.g. in the Philippines) to assist with document preparation and administrative tasks.

          We take reasonable steps to ensure that any offshore service providers handle your personal information in accordance with Australian privacy laws. This includes using contractual safeguards and strict security protocols.

          By using our services, you consent to the disclosure and handling of your personal information by overseas recipients. You acknowledge that overseas recipients may not be bound by the Privacy Act 1988 (Cth) or the Australian Privacy Principles. Please let us know if you have any concerns or objections to this arrangement.

          6. Social Media and Online Marketing

          We maintain profiles on various social media platforms, including LinkedIn, Facebook, Instagram, YouTube, and TikTok, to share information about our interpreting and translation services, industry updates, and community engagement. Please be aware that social media platforms are public forums and not secure channels for sharing personal information. We do not collect client information via social media platforms.

          For privacy and confidentiality reasons:

          • Please do not share personal, sensitive, or confidential information (e.g. documents or service details) on social media.
          • Any information you post on our public profiles may be visible to other users and the platform provider.
          • Each social media platform has its own privacy policies and data handling practices, which are beyond our control.

          When we post content on our social media pages, we:

          • Only share client stories, reviews, or testimonials with explicit consent
          • Anonymise or remove identifying details unless we have clear authorisation
          • Share information responsibly and ethically without creating misleading impressions
          • Never imply guaranteed results or outcomes based on past services

          Our social media profiles may also contain links to third-party websites or external content.

          Please note:

          • We are not responsible for the privacy practices, content, or security of these third-party sites
          • We do not endorse or make representations about third-party websites or the accuracy of their content
          • We cannot guarantee that these external sites follow the same privacy standards that we uphold

          We recommend reviewing the privacy policies of any third-party websites before submitting personal information through them.

          7. Marketing Communications and Advertising

          We conduct advertising campaigns on platforms including Google, Facebook, and Instagram. These platforms use their own cookies and tracking technologies; collect information about your interactions with our advertisements; and use this information to optimise ad delivery and measure campaign performance. When interacting with our advertisements on these platforms, you are subject to the privacy policies of those platforms. We encourage you to review these policies for more information about how they handle your data.

          We may use your personal information to send you updates and promotional materials. You can opt out of receiving marketing communications from us at any time by clicking the ‘unsubscribe’ link in any marketing email we send; contacting our office at admin@worldwideinterpreters.com.au ; or writing to us at the address provided below. We will process your request within 30 business days. Please note that even after opting out of marketing communications, you may still receive case-related communications necessary for your legal representation.

          8. Security Measures

          We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access or disclosure through both technical and organisational measures.

          Our technical measures include:

          • Two-factor authentication for all system access
          • Access restrictions based on role and need-to-know
          • Secure, password-protected databases and systems
          • Encryption of sensitive data where appropriate
          • Redaction of identifiers as required by law

          Our organisational measures include:

          • Confidentiality obligations reinforced through professional standards and firm policies
          • Secure physical premises with controlled access
          • Information access limited to employees involved in your matter
          • Oversight of external service providers through appropriate contractual arrangements

          While we take reasonable steps and precautions to implement reasonable security measures, no data transmission over the internet or electronic storage is completely secure. We cannot guarantee the security of your information transmitted to our website. You agree and acknowledge that such data transmissions are undertaken at your own risk.

          9. Automated Decision-Making

          We do not make decisions based solely on automated processing that produce legal or similarly significant effects for you. All interpreting and translation requests, bookings, and service assessments involve meaningful human review and oversight to ensure accuracy, appropriateness, and quality of service.

          10. Children’s Privacy

          Our services are primarily intended for adults. We do not knowingly collect personal information directly from individuals under the age of 18 without the involvement of a parent or guardian. In rare cases where translation or interpreting services involve a child (e.g. translating documents on behalf of a parent or legal guardian), we collect only the information necessary to provide the service and with appropriate consent.
          If we become aware that personal information has been provided directly by a minor without parental consent, we will take reasonable steps to delete it.

          11. Your Privacy Rights

          Under the Australian Privacy Principles and privacy laws, you have several important rights regarding your personal information:

          Right to Be Informed

          You have the right to be informed about how we collect and use your Personal Information. This privacy policy provides this information in a clear, transparent, and easily accessible form.

          Right to Access

          You have the right to access the Personal Information we hold about you. We will provide this information within a reasonable period after receiving your request, subject to certain exceptions permitted by law.

          Right to Correction

          You have the right to request correction of information that is inaccurate, out-of-date, incomplete or irrelevant. We will take reasonable steps to correct the information or add a note about the correction request.

          Right to Opt Out of Marketing

          You have the right to opt out of receiving direct marketing communications from us at any time through the methods described in our Marketing Communications section.

          Right to Complain

          You have the right to make a complaint if you believe your privacy has been breached. Our complaints process is outlined in section 14 of this policy.

          Right to Anonymity and Pseudonymity

          Where practicable, you have the option to interact with us anonymously or using a pseudonym. However, due to the nature of interpreting and translation services, we may need to collect your real identity details to fulfil bookings, verify documents, or meet professional and legal obligations.

          You are welcome to make general enquiries about our services anonymously (e.g. via our website or by phone), but identity verification is required when proceeding with a booking or official document translation.

          12. Data Breach Response

          In the event of a data breach involving your personal information, we will:

          • Take immediate steps to contain and assess the breach
          • Determine whether the breach is likely to result in serious harm
          • Notify affected individuals in accordance with the Privacy Act 1988 (Cth) if serious harm is likely
          • Notify the Office of the Australian Information Commissioner (OAIC) if required under the Notifiable Data Breaches scheme
          • Provide recommendations on steps you can take to protect yourself

          If we are required to notify you of a data breach, we will provide information about the breach, the information affected, steps we are taking, and how you can protect yourself.

          If a data breach occurs with one of our third-party service providers who has access to your personal information, we will work with them to ensure appropriate notification and remediation steps are taken in accordance with applicable laws.

          13. Retention of Information

          We retain your personal information in accordance with our business, professional, and legal obligations:

          • Service Records and Job Files: We generally retain records of interpreting and translation assignments for 7 years from the completion date, to comply with recordkeeping obligations and for reference in case of future enquiries or disputes.
          • Financial Records: We retain financial records, including invoices and payment details, for 7 years as required by Australian taxation laws.
          • Marketing Information: Your contact details and communication preferences may be retained until you opt out or request deletion.

          When your personal information is no longer required for the purpose for which it was collected, we will take reasonable steps to destroy or de-identify it unless:

          • We are legally required to retain it under applicable laws or regulations
          • Retention is necessary for our legitimate business purposes (e.g. service history reference or compliance audits)
          • The information forms part of a government or regulatory record

          If your personal information is deleted and you return to use our services, we may need to collect your information again.

          14. Complaints Process

          If you believe we have breached your privacy or have concerns about how we have handled your personal information, please contact us. We will acknowledge your complaint within a reasonable period and provide a response.

          If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (www.oaic.gov.au).

          15. Privacy Policy Changes

          We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post any revised policy on this page and, if the changes are significant, we will notify you by email or through a notice on our website.

          16. Contact Details

          For privacy-related queries, access requests, or complaints, please contact:

          WORLDWIDE INTERPRETING AND TRANSLATION PTY LTD
          Suite 809, Level 8/187-189 Liverpool St,
          Sydney NSW 2000
          Email: admin@worldwideinterpreters.com.au  

          This Privacy Policy was last updated on 17 May 2025.