Access to Private Information

Translators are often privy to secret information, be that the financial plans of a company, a pharmaceutical patent, or the specifications for a new computer chip. Translators have to keep this kind of information to themselves, regardless of whether or not they are asked to sign a nondisclosure or confidentiality agreement.

Occasionally the desire for secrecy goes so far as to require the translator not to talk about the job at all. The translation industry is very small and tightly knit; it is composed of people who know how to communicate and are used to doing so via the Internet and the Web, and of people who generally like to talk about work if only because they tend to work alone. So anything you say could end up being mentioned in a Usenet group or chat room, at which point it would be public knowledge. And if you can't figure out why leaking the preparation for a major, multi-billion dollar lawsuit regarding illegal trade practices six months before it becomes public would be a problem, then you probably shouldn't be a translator.

In a similar vein, translators have to honour the agreements they make. If you agree to do a job, then you have to do it. You can't just farm out your work and take a percentage without telling your clients that you do this. They have a right to know who is actually doing the work. If they decide to hire you, then they want you, not someone you know, to do the job. Moreover, you have to do the job the way you say you will, which often means doing what the client asks. If the client provides a glossary or style sheet, follow it, regardless of your personal opinion of their word choice or formatting ideas. If they request a particular file format, provide it. If you really think something is wrong with their terminology or format choices, tell them. The client always has the final word on such matters, but at the same time will usually appreciate your observations or suggestions.

In the same vein, translators should not accept assignments they don't have the time or qualifications to do. If you are busy with the other job tell your client about it and refuse the new job.

Always start off with a nice, polite, cooperative attitude toward any new client. Don't be automatically suspicious; just be careful. You can find out a lot about a potential new client by asking colleagues and doing web searches. Unless there is sound reason to reject work from the new client, do the work properly (your form of cooperation), then monitor what happens. If you are treated well, paid promptly, and offered more work (the client's form of cooperation), of course you accept it. You cooperated, the client reciprocated, everyone is happy. If the client screws you, screw them back (so to speak) by not accepting any more work and by reporting their behaviour to everyone else in the group. Cheats cannot succeed in the long run unless the group in question is infinitely large; since there is a finite number of translators, no client can screw translators forever. Conversely, no translator can translate for very long while screwing clients, because there is a finite number of clients available. Cheats may be able to succeed in the short run, but only if the rest of the group lets them. We can talk to each other about bad client experiences, just as clients talk amongst themselves about bad experiences with particular translators. We can post accurate, precise information regarding bad behaviour from clients on web sites dedicated to such matters. In essence, we can help each other keep track of everyone's behaviour, encouraging good behaviour and punishing bad behaviour. A translator will not last any longer without clients than a translation vendor will last without translators.

To sum up, the translation industry is a small, tightly-integrated industry in which people tend to talk a lot. We can use this to our advantage. Good behaviour, whether it is a translator doing quality work and delivering it on time or a client offering respectable rates and paying promptly, should be recognized and rewarded. Bad behaviour, for instance a translator consistently and without reason delivering work late or an agency regularly withholding or failing to pay translators, should be acknowledged and punished.

In the translation industry, when it comes to confidentiality every translators and even clients should think of establishing a formal and valid Privacy and Confidentiality Agreement before the project to be translated is determined by both parties.

Translator's privacy and client's confidentiality comes first. However, if needed, they should make the effort to keep all documents and personal information from being disclosed to a third party. A privacy agreement will demonstrate to the client a complete respect and professionalism in keeping the privacy and discretion of any document available to the public, unless otherwise advised.

A translator could find him or herself guilty when in order to finish a job he decides to subcontract a colleague to work and disclose confidential information without the client's permission, awareness or approval.

If you have been already working with a translation partner or intend to find someone to start a partnership, make sure to mention about your associate and also that he'll be providing his translation services in combined with yours in terms of your services.

When signing up for a translation task, think of how much time you will take to accomplish it and make sure you can deliver it yourself, but if time is still a problem and you think you're almost close to the deadline and you can't get it done, contact the client and be honest about the situation. You may be able to present him some options that could facilitate this process for both of you and still meet the deadline necessities. (E.g. consider getting some help from a translator you can trust and let your client know he will also be working on the job with you. It is very important to inform your client before you make any decision.).

Why is it important to submit a Privacy Agreement to a client?

Your clients will trust you and your personal and professional ethics. It ensures the protection of the documents translated and presented by you.

Make it a serious commitment - providing your clients not only the regular terms of service for a translation job but including a confidentiality agreement that will effectively determine its importance by being signed and dated by both; translator and client.

This will be a much appreciated way to perform your work and an appropriate factor to follow.