How We Earn the Trust of Federal Agencies, Courts & Hospitals

REGULATORY COMPLIANCE

The Specific Rules Every Translation Meets

USCIS — 8 CFR § 103.2(b)(3): “Any document containing foreign language submitted to USCIS shall be accompanied by a full English language translation which the translator has certified as complete and accurate, and by the translator’s certification that he or she is competent to translate from the foreign language into English.”
How we meet it: Every USCIS translation is accompanied by a Certificate of Accuracy on company letterhead, signed by a qualified linguist with a statement of competence and credentials, dated, and notarized on request.

HIPAA — 45 CFR § 164 (Privacy & Security Rules): Healthcare providers cannot share Protected Health Information (PHI) with third parties without a Business Associate Agreement.
How we meet it: We sign HIPAA Business Associate Agreements with every covered entity. All medical translators sign individual confidentiality agreements that include HIPAA terms. PHI is uploaded through encrypted portals only, never via standard email. PHI never touches public AI tools.

Title VI of the Civil Rights Act of 1964: Federally funded healthcare providers must provide meaningful language access to limited-English-proficient patients.
How we meet it: We translate consent forms, discharge instructions, signage, and patient-education materials in plain-language style approved by translation reviewers with healthcare backgrounds. The translation is signed and dated for compliance audits.

Federal Rules of Evidence 1003 & 901: Foreign-language evidence in federal court must be accompanied by a translation certified by a qualified translator.
How we meet it: Every legal translation includes a signed Certificate of Accuracy that meets FRE 1003 / 901 authentication standards. Linguists are available to testify on translation methodology if the court requires.

EOIR — 8 CFR § 1003.33: Executive Office for Immigration Review requires certified translations for asylum, removal, and BIA appeals.
How we meet it: Same certification standard as USCIS, with cultural and political context preserved (especially important for asylum declarations).

Hague Convention on Apostilles: For international document legalization, the apostille and underlying document must both be translated together.
How we meet it: We translate the apostille and the underlying document as one unified package. We also coordinate apostille issuance through partner secretaries of state when needed.

DATA SECURITY

How Your Document Is Protected from Upload to Delivery

• Transport encryption: TLS 1.3 on every connection to our intake portal and admin tools
• At-rest encryption: AES-256 on all stored project files and metadata
• Access control: Role-based access, least-privilege defaults, two-factor authentication on every admin account
• Audit logging: Every read and write on a project file is logged with actor, timestamp, and source IP
• Retention policy: Project files auto-deleted 90 days after delivery. Indefinite retention available on written request only.
• BAA-ready: Signed Business Associate Agreement for any HIPAA-covered project, executed before file upload
• No third-party AI: No project content is ever pasted into ChatGPT, Claude, Gemini, DeepL, or Google Translate. We use Anthropic Claude on enterprise tiers with zero-data-retention agreements, and only for non-PHI internal aids
• NDA-bound linguists: Every linguist signs a confidentiality agreement before being assigned any project
• Independent annual audit: Third-party security review of access controls, encryption, and incident response, with public summary on request

QUALITY ASSURANCE

How We Catch Errors Before You See Them

Every project follows a two-pass workflow. The first linguist translates and self-reviews. A second linguist independently reviews terminology, accuracy, formatting, and certification completeness. Discrepancies are reconciled and a final QA reviewer signs off before delivery. Average pass-through rate on the second-linguist review is ~12%, meaning roughly one in eight projects gets at least one revision before reaching you.

For high-stakes documents (USCIS petitions, court evidence, medical consent forms), we add a third-pass compliance review focused on regulatory checklist conformance.

CREDENTIALS

Who Actually Does Your Translation

Our linguists are vetted on three criteria: native fluency in the target language, 5+ years of professional translation experience, and domain specialization in the document type. Many hold credentials from one or more of:

• American Translators Association (ATA) — certified translator status
• Institute of Translation & Interpreting (ITI, UK)
• Chartered Institute of Linguists (CIOL, UK)
• Colegio Mexicano de Intérpretes de Conferencias (CMIC) for Mexico-based interpreters
• Federation of International Translation (FIT) affiliated bodies
• National Association of Judiciary Interpreters and Translators (NAJIT) for legal work
• Healthcare interpreter certification (CCHI or NBCMI) for medical work

Linguist credentials are verified annually. The translator’s name and credentials appear on every Certificate of Accuracy.

GUARANTEES

What We Owe You If We Get It Wrong

USCIS Rejection Pledge. If USCIS rejects a translation we produced, we fix it free and pay your resubmission fee (typically $535 for I-130 or equivalent). Conditions: the rejection must cite the translation specifically, and you must notify us within 30 days of receiving the Request for Evidence.

100% Satisfaction Guarantee. Free corrections for any error attributable to us within 30 days of delivery. If we cannot resolve your concern, we refund the project in full. No fine print, no disputes.

On-time Guarantee. Standard turnaround is 24-48 hours. If we miss the agreed deadline through our fault, the project is free.

Privacy Guarantee. If we ever expose your document to a third party in violation of the NDA or BAA, we will refund the project, notify you within 24 hours, and cover any documented direct damages up to the project value.

INCIDENT RESPONSE

What Happens If Something Goes Wrong

We maintain a written incident response plan covering data breach, mistranslation discovered post-delivery, and regulatory inquiry. The plan includes a 24-hour client notification commitment for any breach involving PHI or NDA-bound content, root-cause analysis, and a public post-mortem for any incident affecting more than one client.

Since 2018 we have had zero data breaches and zero NDA violations. The first such event will be disclosed on this page.

VERIFY US

How to Verify These Claims Yourself

• Request our most recent independent security audit summary by emailing trust@translationhelpdesk.com
• Request a sample Certificate of Accuracy from our intake portal
• Ask any linguist to share their credentialing documentation (with name)
• Cross-check our regulatory citations against the official USCIS, HHS, and Federal Rules of Evidence text
• Read 30+ verified client reviews at /reviews

Last updated: May 2026. Reviewed quarterly. Material changes are noted in the page history.