How to Safeguard Confidential Documents during Translation

Businesses share sensitive documents—legal contracts, R&D reports, financial statements—with translation agencies daily. But few pause to ask: Is my data truly safe?

A leaked patent application can hand competitors your innovation. A breached patient record violates GDPR and HIPAA, risking hefty fines. Even marketing materials can contain strategic plans that damage your edge if exposed.

Yet, many businesses still send files via unencrypted email or upload them to public machine translation (MT) tools for “quick quotes.” These tools often store data to train AI models, meaning your confidential text could resurface elsewhere. Translation agencies lacking secure protocols might also expose files to third-party freelancers or outdated systems.

The lesson? Data security isn’t just an IT concern—it’s a business survival skill.

The Hidden Risks of Common Translation Practices

1. Emailing Documents Directly

Email is a hacker’s playground. Unencrypted attachments can be intercepted, and agency inboxes are frequent targets for phishing. Once sent, you lose control over who accesses the file—or where it’s stored.

2. Using Public AI/MT Tools

Free tools like Google Translate and DeepL are convenient but risky. Their terms often grant platforms rights to store and reuse your text. For example, inputting “Q4 revenue: €10M” could train an AI model, exposing your financials.

3. Choosing Cost Over Security

Some agencies use unvetted freelancers or public MT to cut costs. Your files might pass through multiple hands or countries with weak privacy laws, increasing leakage risks.

How to Protect Your Documents: A 5-Step Checklist

1. Document Protection

  • Use tools like AES-256 encryption or password-protected ZIP files

  • Share passwords via a separate channel (e.g., SMS)

  • Remove or redact sensitive information when possible

  • Convert documents to non-editable formats

 

2. Ask Translation Agencies Tough Questions

  • Do you use public AI tools?

  • How are files stored and deleted?

  • Do translators sign NDAs?

 

3. Avoid Public MT for Sensitive Content

  • Never paste confidential text into free tools

  • For quick translations, opt for offline software or private AI solutions

 

4. Use Secure File Transfer

  • Use secure file transfer protocols (SFTP)

  • Employ encrypted cloud storage solutions

  • Consider using virtual private networks (VPNs)

  • Implement two-factor authentication

 

5. Professional Agency Selection

  • Choose agencies with strict confidentiality policies

  • Verify if they work according to data security certifications (e.g. ISO 27001)

  • Request signed non-disclosure agreements (NDAs)

  • Check their subcontractor policies

 

How StarLing Guarantees Your Data’s Safety

At StarLing, security isn’t an afterthought—it’s our foundation. Here’s how we protect you:

1. Zero Public AI Policy

We never input your text into public DeepL, Google Translate, or similar tools. Humans do all work in secure, audited environments supported by modern technology that also adapts to your translation budget.

2. Legal Safeguards

Every team member signs ironclad NDAs. We’ll also sign yours, ensuring accountability.

3. Restricted Access

Your project is handled only by translators with verified clearance.

 

Conclusion: Don’t Gamble with Confidentiality

Your documents deserve more than a “trust us.” By vetting agencies, avoiding public tools, and demanding encryption, you reduce risks dramatically.

At StarLing, we blend cutting-edge security with award-winning translation. Ready to protect your data?

Don’t risk your reputation. Contact us today for a confidential consultation—where your data stays yours, always.