Why do I process personal data?
Visitors to my website are not obliged to provide personal data. Nevertheless, anyone interested in my services can get in touch via my contact form, and some personal data has to be collected in order to establish communication.
Under the General Data Protection Regulation (GDPR), the lawful basis I rely on for processing this information is legitimate interest: to perform the services you request or to take necessary steps prior to fulfilling that request and to comply with legal requirements. This is in compliance with the UK General Data Protection Regulation and the EU General Data Protection Regulation.
I collect, store and use such personal data in order to issue quotes, provide the services requested, issue invoices or comply with legal requirements.
I do not use your personal data for marketing purposes, nor do I disclose it to unauthorised third parties.
What data do I collect?
I hold data on clients, suppliers, collaborators, data processors and potential clients for legitimate interests.
Personal data collected may include your name, postal address, email address, telephone number, ID/tax number, payment and delivery conditions, financial and bank account details. The data in question will be retained throughout the business relationship only, or for the length of time stipulated to comply with legal and tax obligations.
How long do I keep this data?
Data relating to quotes will be retained for up to six months. In cases of work carried out, your personal data will be retained for up to five completed tax years to comply with tax obligations. I will also delete email communication after this period. Should you ask me to delete translations before this period has expired, I cannot be held responsible for queries or claims relating to the content, as I have no way of verifying the accuracy of the original content.
Who else may have access to your personal data?
If I need to send a text for revision or editing to a colleague, that text will be anonymised, so that your personal data will not appear, or the colleague will be asked to sign a confidentiality agreement if necessary. They will be advised of their legal obligations in relation to confidentiality and professional secrecy.
Other parties may have access to your personal data for administrative purposes, including my website and email hosting services. All these parties are also compliant with the UK General Data Protection Regulation and the EU General Data Protection Regulation, or in the case of US companies, are self-certified under the US Privacy Shield framework.
What security measures do I take?
Your information is securely stored on electronic devices. The equipment used for storing and processing personal data is updated as frequently as possible. Anti-virus software is installed to prevent the theft or destruction of this information and is regularly updated.
Personal data is periodically backed up on a device other than that used on a day-to-day basis. The copy is stored in a secure place, separate from the computer containing the original files, so that personal data can be recovered in the event of loss or damage. All electronic systems in use for storing or processing personal information are password protected.
What are your rights?
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com if you wish to make a request.
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If you have concerns:
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk