Privacy Policy
Last updated: October 2026
SpainVisa Services ('we', 'us', 'our') is committed to protecting your personal data. This policy explains what information we collect, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.
1. Who We Are
SpainVisa Services is a UK-based document legalisation and sworn translation service, trading since 2009. We are registered with the Foreign, Commonwealth & Development Office (FCDO) and operate as a data controller in respect of the personal data we process. Our contact address for data matters is: [email protected].
2. What Data We Collect
We may collect and process the following categories of personal data: (a) Identity data — your full name as it appears on the documents you submit; (b) Contact data — email address and, where provided, telephone number; (c) Document data — scanned copies of official documents (e.g. ACRO Police Reports, GRO certificates) submitted for legalisation or translation; (d) Payment data — transaction references and billing details processed via Stripe (we do not store card numbers); (e) Communications data — messages sent via our contact form or email.
3. How We Use Your Data
We use your personal data to: provide the legalisation and translation services you have ordered; process payments and issue receipts; communicate with you about your order; comply with legal and regulatory obligations (including FCDO requirements); and improve our services. We do not use your data for automated decision-making or profiling.
4. Legal Basis for Processing
We process your data on the following legal bases: (a) Contract — processing is necessary to fulfil the service you have ordered; (b) Legal obligation — we may be required to retain certain records by law; (c) Legitimate interests — to respond to enquiries and improve our services, where this does not override your rights.
5. Document Handling
Documents submitted for legalisation or translation are used solely for the purpose of completing your order. Physical documents are handled securely and returned to you on completion. Digital copies are retained only for as long as necessary to fulfil your order and are then securely deleted, unless we are required by law to retain them longer.
6. Sharing Your Data
We do not sell or rent your personal data. We may share it with: (a) Stripe Inc. — to process payments securely; (b) FCDO-authorised bodies — where required to complete legalisation; (c) Professional translators — under confidentiality obligations, solely to complete your translation order; (d) Legal or regulatory authorities — where required by law. All third parties are required to handle your data in accordance with applicable data protection law.
7. Data Retention
We retain personal data only for as long as necessary. Order records are kept for six years in line with standard UK business and tax requirements. Contact enquiries that do not result in an order are deleted within 12 months. You may request earlier deletion subject to our legal obligations.
8. Your Rights
Under UK GDPR you have the right to: access the personal data we hold about you; request correction of inaccurate data; request erasure of your data (subject to legal obligations); object to or restrict processing; request data portability; withdraw consent where processing is based on consent. To exercise any of these rights, please contact us at [email protected]. We will respond within one calendar month.
9. Cookies
Our website uses only essential cookies required for the site to function (e.g. your shopping cart). We do not use tracking or advertising cookies. No consent banner is required for strictly necessary cookies under UK PECR.
10. Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. Payments are processed via Stripe, which is PCI DSS compliant. Document files are transmitted over encrypted connections.
11. Complaints
If you have concerns about how we handle your data, please contact us first at [email protected]. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.
12. Changes to This Policy
We may update this policy from time to time. The current version will always be available on this page with the date it was last updated. Continued use of our services after any update constitutes acceptance of the revised policy.
Questions about this policy?
Contact our data team at [email protected]