AI & NDA Policy
Effective date: from May 2026
At Verbavox Group, we combine human expertise with technology in a way that is transparent, safe and respectful of our clients' confidential information. This policy explains when and how we use AI tools, and how we protect every project through Non-Disclosure Agreements (NDAs).
Our position on AI
AI is a tool, never a replacement for qualified linguists. Every translation we deliver is reviewed, edited and validated by professional human translators specialized in the relevant subject matter. AI is used only where it genuinely helps speed, consistency or quality, and never to make autonomous decisions on your content.
When we may use AI
We may use AI tools only upon a specific written request from the client, for the following purposes:
- Pre-processing of large, low-sensitivity content (e.g. internal documentation)
- Terminology consistency checks across long projects
- Quality assurance and automated linguistic checks
- Draft generation that is then fully revised by human linguists (MTPE)
When we never use AI
Some content is always handled exclusively by qualified humans, with no AI involvement:
- Sworn, certified and legal translations
- Medical, pharmaceutical and clinical content
- Confidential corporate documents (M&A, financial statements, contracts)
- Personal data, identity documents and any content marked as sensitive
- Marketing, transcreation and brand voice work
Data protection in AI workflows
When AI tools are used, we work exclusively with enterprise-grade providers that contractually guarantee no training on customer data, EU/secure data centers where required, and full deletion of inputs after processing. We never paste client content into free or public AI tools.
Non-Disclosure Agreements (NDA)
Confidentiality is a core part of our service. All Verbavox Group team members and external collaborators are bound by signed NDAs before accessing any client material. On request, we are happy to sign your NDA template — or provide ours — before receiving any documents or quotes.
Our standard confidentiality commitments
- All documents and communications are treated as strictly confidential
- Access to client files is limited to the linguists and project managers actually assigned
- Files are stored on secure, access-controlled systems and deleted after the agreed retention period
- Subcontractors and freelancers sign individual NDAs covering each project
- We never disclose client names or content as references without explicit written permission
Your rights
You can ask us at any time to: confirm whether AI was used in your project, exclude AI entirely from your workflow, sign a custom NDA, or request early deletion of your files. To exercise any of these rights, contact hello@verbavoxgroup.com.
Updates
AI technologies evolve rapidly. We may update this policy to reflect new tools, new safeguards or new regulations. The latest version will always be published on this page.