Translating Documents Securely: How to Protect Your Sensitive Data
When you hand over documents for translation, you are entrusting potentially sensitive information to a third party. Choosing a secure translation service is not just good practice — for many companies and public authorities it is a regulatory requirement.
Free online translation tools cost you something: data security
Free online translation tools offer no guarantees regarding the protection of your data. Text entered there can be stored, analysed, used to train AI models or end up who knows where. For organisations that process personal data, intellectual property or commercially sensitive information, this creates an unacceptable and business-damaging risk.
ISO 27001: the recognised standard for information security
ISO 27001 is the international standard for information security management systems (ISMS). A translation agency certified to ISO 27001 has demonstrated that it offers its clients a secure, systematic and regularly audited approach to handling their sensitive information. When selecting a translation provider for confidential documents, ISO 27001 should be a minimum requirement.
Data protection compliance in translation
The Swiss Federal Act on Data Protection (FADP) and the European General Data Protection Regulation (GDPR) require organisations to protect personal data while ensuring that their suppliers — such as translation agencies — process data securely. Ask your translation provider about its privacy policy and how it defines commissioned processing and retention periods there.
How to recognise a secure translation agency
In addition to the ISO 27001 certification mentioned, a trustworthy translation service offers you encrypted file transfer (no emails with attached documents!), a secure client portal, role-based access controls, automatic data deletion after project completion, regular penetration tests and security training for employees.
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