2017-Mar 10: Use of online translation tools

Visa Pak 301: Advice for staff that Immigration Officers should not be using online translation tools to translate an applicant's documents, as this has potential privacy risks.

Visa Paks

10 March 2017

Use of online translation tools

This item is to remind staff of immigration instructions A13.5 regarding translations and what this means for the use of online translation tools.

When submitting an application with supporting documents, applicants must provide a certified translation for all documents not written in English. In the event where a translation is not provided an immigration officer can request the applicant to provide an English translation document, or the officer may translate documents (other than police and medical certificates) themselves where they have the appropriate language skills.

Translations can be prepared by:
1.The Translation Service of the Department of Internal Affairs
2.Reputable people within the community who are known to translate documents accurately, with the exception of those listed in immigration instructions A13.5(e)(i)
3.Embassies or High Commissions (if the translation is endorsed with the appropriate Embassy or High Commission seal)
4.Any other private or official translation business.

It is important that officers are made aware that using online translation tools such as Google Translate or Bing can result in the following:

•a potential breach of privacy, as many translation tools keep copies of what is translated and the translation tool provider can then use this information for other purposes
•a poor quality translation.

Work is currently underway to look at translation solutions that balance privacy and quality issues while maintaining productivity. While officers may use these online translation tools to make translations not related to personal information (such as information contained in dates or place names, or standard conditions printed on a foreign visa label), officers should not use these tools to translate any personal and/or sensitive information which may breach a person’s privacy.