Confidential? Not at all! Why does your translation tool secretly store your data?

Have you ever wondered where exactly your translations go when you start a project in a cloud-based tool? 

You press “save,” “send,” and “share,” and your work instantly vanishes into the web! But apart from you, who else can access it? Is your work safe from prying eyes, hacker attacks, or data leaks?

Cloud services are an indispensable aid for translators—but they are not necessarily secure. Every uploaded element carries risks, such as data leaks, ransomware, and unauthorized access. The question that arises is: which ones exactly? And how can you protect yourself against them?

This article aims to get you thinking about cloud services. It suggests some modern technology solutions, explains how protected data really are and provides basic tips on how to manage and use cloud data safely.

Issues in cloud usage for translators

Data security: who has access to my data and how?

The main advantage of cloud services is the automatic storage of files in the cloud. Unfortunately, the use of these services raises significant data protection concerns, especially regarding machine translation tools, as this means that the files are in data centers in different countries with different legal systems. The digital world today is very complex and, therefore, the protection of personal data is becoming increasingly difficult and the GDPR, the European General Data Protection Regulation, increasingly demanding. The French Agency for the Security of Information Systems (ANSSI) considers the situation to be very dangerous. The likelihood of unauthorized access is constantly increasing. It is difficult to know where and how data are stored or transmitted, especially if the user in question is inexperienced in using tools that facilitate interaction between people and technology. According to France Num, the French government initiative to promote small and medium-sized enterprises, there are cloud service providers that do not comply with the legal restrictions of the country or region in which the data were generated. As a result, they pose a security risk to users. In addition, the British translation agency The Translation People noted in an analysis from 2022 that many free translation tools do not offer important security features, such as encryption or protection of user data. It is, therefore, important to be careful when choosing cloud services for translation. It is best to use services that comply with cybersecurity standards and applicable legal requirements.

Data leaks: loss of confidential information

Translators deal with extremely sensitive information, such as legal contracts, personal files, and corporate documents. According to Lionbridge, it is inevitable that data stored in insecure locations will suffer irrevocable loss as a result of this exposure. Such a loss can have legal and financial consequences for companies. Similarly, LanguageWire points out that cyberattacks on machine translation services are on the rise as hackers attempt to steal confidential data. Therefore, the use of secure, compliant translation solutions is crucial to reduce the threat of data leaks and respect the confidentiality of information.

Ransomware: when your files are held hostage

Cybercriminals are increasingly targeting businesses and freelancers to install malware that encrypts sensitive files. According to Lionbridge, the consequences can be dramatic if these files are stored on insecure cloud servers, giving hackers the opportunity to demand a ransom to release the data.

Unauthorized access: when strangers invade your cloud

Another major risk, according to LanguageWire, is unauthorized access to cloud accounts. The real danger is that every time a malicious user penetrates deeper into sensitive areas, the likelihood of document manipulation, theft, or data destruction increases. Such attacks can cause serious disruption and jeopardize both data security and smooth business operations. Therefore, additional security measures, such as data encryption and the use of secure cloud platforms are necessary to protect sensitive information from these growing threats.

What needs protection?

Now that we have analyzed the biggest risks of cloud usage for translators, the crucial question is: which elements require special protection? Not all data are equally sensitive, but for some information, clients and especially international companies that require translation, the level of confidentiality is very high. Inadequate protection of this information can lead to financial or legal consequences when data are transferred. It is, therefore, necessary to carefully consider which tools and documents need to be protected by special security measures.

Tools and software: practical, but secure?

Cloud-based CAT tools, such as Memsource, Smartcat, or Trados Studio Cloud, facilitate the upload of centralized translation memories, glossaries, and terminology databases. However, these tools tend to store sensitive customer information that is at risk due to inadequate security measures. This is why platforms that have a strict data retention policy should not be used for certain translation jobs.

There are also risks associated with project management software, such as Asana, Trello, or even when accessing specialized platforms, such as ProZ.com and TranslatorsCafe. As these programs enable the sharing of sensitive documents and client data, access rights and encryption requirements must be clearly defined and implemented.

Sensitive documents: what’s most at risk?

Legal contracts, business reports, or even medical files often contain very sensitive information. This information is highly susceptible to data leaks and misuse, which is why it should only be stored and shared via extremely secure channels. For example, medical translations containing patient data must be protected by regulations, such as GDPR in Europe and HIPAA in the US.

In addition, personal information, such as addresses, bank details, or even an organization’s confidential business plans, pose a serious threat to security. It is easy to counteract this misuse if appropriate precautions are taken, such as preventing unauthorized storage or disclosure of data.

Client data: translators’ invisible treasure

Translators often receive a lot of confidential information from their clients — from internal company communications to strategic business plans. It is, therefore, extremely important to have good security measures in place, such as end-to-end encryption and secure access controls for cloud-based file sharing and management.

How to secure cloud tools and documents?

What to look out for when choosing a provider?

When choosing a cloud service provider, the security of the stored data must be an important selection criterion. Special attention should be paid to three aspects in particular: secure storage of the data as well as the location, access rights and underlying data encryption. Service providers such as Sync.com or Tresorit guarantee the highest level of security for data integrity not only during data transfer, but also when the data is at rest thanks to end-to-end encryption. Two-factor authentication (2FA) is also an important security feature, in particular by making it possible to prevent unauthorized access if passwords are compromised. In this respect, Smartcat is already taking decisive steps towards these additional protective measures. Finally, great importance should be attached to where the data are stored. Cloud servers should be located in regions that comply with the relevant data protection laws. It is important that such service providers for European companies comply with the rules of the GDPR.

Raise cybersecurity awareness

As a freelancer or employee in a company, it is crucial to understand the risks of using cloud services. Attending lectures on password security, phishing scams, and the use of virtual private networks (VPNs) is essential. Freelance translators and companies must implement a non-disclosure agreement (NDA) to legally protect themselves from data leaks. For secure projects, the rule is not to share sensitive information via insecure channels.

Use the right tools

Translators should use highly secure tools. MateCat, Smartcat, and Memsource use encryption and store data in accordance with GDPR requirements. DeepL Pro, on the other hand, does not store any user data and is, therefore, also compliant.

In addition to translation tools, it is worth using secure storage services, such as Tresorit or Sync.com, which have been specially developed to protect sensitive data. Through a combination of secure cloud services and strict security practices, translators can protect their data in the best possible way.

Conclusion

The cloud can be a great relief for translators, but only if it is used consciously and responsibly. With the right protective measures, risks can be minimized so that data leaks, cyberattacks and unauthorized access do not pose a threat. Security should always be a top priority because confidentiality is essential in the translation industry.