Data security in translation: how SwissGlobal protects your content

Data security in translation means protecting confidential documents at every step, from upload to delivery. SwissGlobal reduces risk through controlled workflows, secure Swiss hosting, and ISO 27001-aligned information security practices.

When you send documents for translation, you often share sensitive information, such as contracts, financial data, technical documentation, clinical content, or internal communications. Data security is therefore not only an IT concern but a business risk issue.

This guide explains where risks typically arise and the practical controls that protect your data throughout a translation project.

Where translation data is most likely to leak

Security issues rarely come from translation itself. They usually happen because files move through too many tools or are handled by too many people.

Common risk points include:

Email attachments stored across multiple inboxes.
Links forwarded outside the intended team.
Contributors accessing full files when they only need sections.
Public translation tools with unclear data retention policies.
No defined retention, leaving files stored indefinitely.

Effective security starts with a workflow designed to reduce these exposures by default.

What ISO 27001 means for data security in translation

ISO 27001 is the world’s leading standard for information security management systems (ISMS). It provides organisations of any size and in any sector with a structured framework for establishing, implementing, maintaining, and continually improving information security.

For clients, this structured approach to data security in translation supports:

Confidentiality: restricting access to authorised individuals only
Integrity: protecting information from unauthorised alteration or corruption
Availability: ensuring systems and data remain accessible and resilient

The standard promotes a holistic approach to information security, covering people, processes, and technology. Rather than reacting to incidents, ISO 27001 helps organisations become risk-aware, identify vulnerabilities in advance, and strengthen resilience against evolving cyber threats.

Certification to ISO 27001 demonstrates that an organisation has implemented a recognised, independently audited system for managing data security risks according to international best practices. For data security in translation, this means information protection is not handled informally but governed by a continuously monitored and improved management system.

Infrastructure and hosting

SwissGlobal processes and stores project data on secure servers in Switzerland, operated with the Swiss IT provider CSF, whose infrastructure environment is certified to ISO 27001.

This method provides a controlled technical foundation covering network, physical, and system security when you entrust us with your content.

How security controls protect your content in practice

A comprehensive set of security control areas supports ISO 27001. In a language services environment, these controls directly reinforce data security in translation through measures such as:

Access control policies that limit file and system access based on roles and project involvement.
Encryption to protect data in transit and at rest.
Secure authentication mechanisms to prevent unauthorised system access.
Logging and monitoring to detect suspicious or unauthorised activity.
Incident management procedures to identify, contain, and respond to security events.
Business continuity and backup processes to maintain availability and prevent data loss.

Access, people, and controlled collaboration

Because translation projects often involve multiple contributors, managing human access is central to data security in translation.

SwissGlobal applies:

Role-based access restrictions so individuals only see the information necessary for their tasks.
Confidentiality obligations for employees and external linguists.
Controlled onboarding and offboarding procedures for anyone granted system access.
Supplier and partner security oversight, ensuring third parties handling data are subject to defined requirements.

External translators and revisers work within managed workflows rather than informal file-sharing channels, reducing the risk of accidental exposure.

Secure use of translation technology

Public online translation tools may store, analyse, or reuse submitted content, which can create confidentiality and compliance risks. Responsible data security in translation requires technology to be used within controlled conditions.

SwissGlobal uses secure environments for translation technologies and machine translation workflows. These tools operate within protected Swiss-hosted systems rather than open public platforms, ensuring that your content is not exposed to external engines or reused for unrelated purposes.

Managing the data lifecycle

Strong data security in translation includes controlling how long and how widely information exists.

SwissGlobal applies structured principles for:

Data minimisation, processing only the information necessary for the project.
Defined retention policies, avoiding indefinite storage without purpose.
Secure deletion or anonymisation when data is no longer required.

Limiting retained data reduces long-term exposure and supports compliance with modern data protection expectations.

SwissGlobal combines security, quality, and confidentiality

Protecting information is only one part of responsible language services. SwissGlobal aligns data security in translation with recognised quality and process standards:

ISO 9001: certified quality management systems
ISO 17100: requirements for professional human translation processes
ISO 18587: standards for machine translation with full human post-editing
ISO 27001: structured information security management

These certifications are regularly verified through independent external audits, providing clients with verifiable assurance that both quality and information security processes meet international standards.

All employees and external linguists are also bound by confidentiality obligations. Additional non-disclosure agreements can be supported depending on project requirements.

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Data security in translation at SwissGlobal is built on a managed system of policies, secure Swiss-based infrastructure, technical safeguards, and controlled operational procedures.

FAQs about data security in translation

What should I ask a translation provider about data security?

Ask where data is stored, who can access it, how access is controlled, how technology is used, and how long files are retained.

Is email a secure way to send documents for translation?

Email can be risky because attachments get copied, forwarded, and stored in multiple places. A secure workflow uses controlled access and managed file handling.

Does machine translation always create a security risk?

Not always. The risk depends on where content is processed and what retention rules apply. Secure workflows keep content in controlled environments.

How long should translated files be kept?

Retention should be defined. Keeping files longer than needed increases exposure. A provider should offer clear retention and deletion options.

Can we request an NDA for translation projects?

Yes. Many providers support NDAs. You can also ask how confidentiality obligations apply to external linguists.