Your Confidential Data is in Safe Hands
Personal  |  Professional  |  Precise

At Dixon Associates, the security of your data is of utmost importance. We always ensure full compliance with all relevant data protection regulations, including the GDPR, and have robust policies and procedures in place to ensure that all sensitive information remains strictly confidential.

Compliance With Data Protection Regulations
We guarantee that all our processes are fully compliant with all relevant data protection legislation, including the EU General Data Protection Regulation (GDPR) and UK Data Protection Act 2018. We conduct regular checks on our systems and folders to ensure that personal data is being stored securely and in accordance with these regulations.

Secure File Transfer and Controlled Data Access
Our integrated translation management system, client and vendor portals, and CAT tools provide a secure interconnected system for transferring files and information between the various people involved in a project. This system is encrypted and password-protected and ensures that each individual user only has access to files and information relevant to their role and projects. For example, while this system is accessible to project managers, linguists and clients, linguists cannot access project-wide financial information or client contact details, and clients cannot access details about the individual linguists working on their projects.

File Retention Policy
One of the most common ways that sensitive information can be compromised is when it is printed. This is particularly common we produce a certified translation, as these require us to print a copy of the original document and the translation to be stamped and certified. To mitigate this risk, we have a strict file retention policy, whereby if the client does not provide an address to post the hard copy of a certified translation within 12 months, the hard copy will be destroyed. We also have a similar policy for digital files, systematically moving files from completed projects into our secure archive after the fixed retention period. This ensures that any sensitive information contained within the translated document is not stored indefinitely and reduces the risk that it is mislaid.

Non-disclosure Agreements
All our linguists and project managers are subject to a strict non-disclosure agreement, guaranteeing that all the information contained within texts being translated or conversations being interpreted remains confidential. We are always happy to sign any additional non-disclosure agreements you may require.

Regular Security Audits and Maintenance
All of our physical and digital data storage systems are regularly audited by both internal and independent auditors. In particular, our IT systems are regularly updated and monitored by our external IT provider. This ensures that our systems are always up to date, protected against the latest cybersecurity threats, and compliant with the latest legislation and guidelines.