The Language Corner Limited (also referred to in this Policy as “we”, “us” and “our” understands that your privacy is important to you and that you care about how your information is used and shared online. We respect and value the privacy of everyone who visits our website www.certified-translation.info (also referred to in this Policy as “our site”) and will only collect and use information in ways that are useful to you and in a manner consistent with your rights and our obligations under the law.
b) Scope – what does this Policy cover?
c) Information about us
The website owner, operator and data controller is The Language Corner Limited, the contact details for which are shown below:
Address: 33,West Bank Road, Allestree, Derby, DE22 2FY
Telephone: +44 (0)1332 229514
Mobile: +44 (0)7766 760198
Company number: 06659763
d) Types of data collected, purpose of the processing and legal basis
Under the EU General Data Protection Regulation (Regulation (EU) 2015/679) (GDPR) we will ensure that your personal data is processed lawfully, fairly, and transparently, without adversely affecting your rights.
Our legal basis for processing your personal data is that of contractual performance, i.e. processing is necessary for the performance of a contract (verbal or written) to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract (e.g. you or someone acting on your behalf have requested that we assess your document(s) in order to provide a quotation for certified translation).
The Language Corner Limited processes personal data for the following purposes:
The role of The Language Corner Limited is to provide a certified translation service. As such, we need a copy of the document(s), which may contain personal information about the sender or about a person represented by the sender, to be forwarded by email for the purposes of providing a quotation and subsequently the service, should the client decide to proceed. In addition, we will need the following details to be provided, for the purposes of effective communication with the enquirer or service user:
- forename and surname
- email address
- telephone number(s)
- postal address (only essential if the client agrees to proceed to payment, for invoicing purposes and so that the completed document(s) can be sent by post)
- job title (where applicable and relevant)
- profession (where applicable and relevant)
- financial information such as credit / debit card numbers (financial information is not currently gathered or retained, but this may change in the future, should we start to take payments over the phone)
- IP address (automatically collected)
- web browser type and version (automatically collected)
In some cases, the collection of data may be a statutory requirement.
e) Special categories of personal data
Article 9 of The General Data Protection Regulation (GDPR) refers to sensitive personal data as “special categories of personal data”. It states that the processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation shall be prohibited.
However, the above rule shall not apply if one of the following applies: (see Article 9 GDPR for full list)
- the data subject has given explicit consent to the processing of those personal data for one or more specified purposes;
- processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;
- processing relates to personal data which are manifestly made public by the data subject;
The Language Corner Limited shall process special categories of personal data in accordance with one of the three rules listed above.
When data are not obtained directly from the data subject, the sender shall be informed about the personal data category at the time of receipt of the document(s) sent for quotation.
f) Recipients or categories of recipients of the personal data
The Language Corner Limited may need to forward a document/documents sent to us for quotation to a selected third party or parties, namely an accredited translator (or translators) providing his/her (or their) professional services to The Language Corner Limited, for the purposes of obtaining a quotation or for the effective performance of the translation service requested by the client.
Translators whose services are used are almost exclusively members of a reputable institute for professional linguists and translators, so they follow a strict code of conduct. In addition, our suppliers will have agreed to the terms and conditions set out by The Language Corner Limited with regards applying reasonable data protections measures. The Language Corner Limited shall only forward documents to professional translators who have signed and returned a written contract agreeing the following (list not exhaustive):
-not to forward the document to a third party, unless specific authorisation has been received from The Language Corner Limited for the sole purpose of effective performance of the translation;
– to use the personal data (in the form of the document(s) forwarded) only for the purpose of quoting for or carrying out translation services;
-to take reasonable, up-to-date measures to safeguard material kept on file electronically;
-to ensure safe disposal of confidential material in whatever format it has been held (i.e. electronically or printed out);
-to report any accidental breaches, in the unlikely event that these should occur, within 24 hours.
g) Details of transfers to third country and safeguards
The Language Corner Limited endeavours whenever possible to use the services of professional translators accredited and physically based in the United Kingdom. We may very occasionally use the services of professional U.K. accredited translators residing temporarily or permanently in countries other than the United Kingdom. Such translators would usually be located within the European Economic Area. On rare occasions, translators may reside temporarily or permanently outside the EEA. By submitting your personal data, you agree to this.
Countries outside the EEA do not have the same level of data protection.
Art. 49 GDPR lists “Derogations for specific situations”. Should we need, on very rare occasions, to forward your data (in the form of your document(s) for quotation or translation, provided to us by you or by a person acting on your behalf) to a translator based in a third country (i.e. outside the EEA), this shall be done on the basis of one of the derogations listed below (Art. 49 GDPR):
- the data subject has explicitly consented to the proposed transfer, after having been informed of the possible risks of such transfers for the data subject due to the absence of an adequacy decision and appropriate safeguards;
- the transfer is necessary for the performance of a contract between the data subject and the controller or the implementation of pre-contractual measures taken at the data subject’s request;
- the transfer is necessary for the conclusion or performance of a contract concluded in the interest of the data subject between the controller and another natural or legal person.
i) Retention period or criteria used to determine the retention period
The Language Corner Limited retains personal data and documents sent for as long as is deemed necessary for the purpose(s) stated in (d). On completion of the translation and after approval by the data subject or client authorising The Language Corner Limited to undertake the translation, the source file and the translated file shall be securely removed from our workstation within a period of 60 working days, a copy having been transferred to secured AE5256 Media for archiving, which is not accessible from the internet or by any external parties. These archives shall be securely deleted after 7 years. Suppliers of The Language Corner Limited shall agree to take similar reasonable measures to minimise risk with regards personal data.
j) The data subject’s rights
The data subject has the right to request from the controller access to (a small fee may be applicable) and rectification or erasure of personal data or restriction of processing concerning the data subject or to object to processing as well as the right to data portability. The data subject also has the right not to be evaluated through automated processing, the right to withdraw consent at any time (where relevant) and the right to lodge a complaint with a supervisory authority.
k) Failure to provide the personal data
The provision of the personal data is part of a contractual requirement necessary to perform the service requested. The consequences of failing to provide the personal data are that neither the quotation nor the certified translation can be provided.
l) Automated decision making
The Language Corner Limited does not currently employ the strategy of automated decision making, including profiling and information about how decisions are made, the significance and the consequences.
m) Further processing of personal data
The Language Corner Limited does not process personal data for reasons other than to ensure effective communication with the data subject or client providing the document(s) for translation and to ensure the efficient translation of the documents provided. We will not share your information with any other organisations for marketing, market research or commercial purposes, and we will not pass on your details to any third party, apart from for the purpose stated in (d).
n) I.T. specific details
Your I.P. address and details of which web browser you use may be collected via Google Analytics to improve our website presence and therefore our service.
Our data storage is compliant with EEA regulations.
o) Keeping your data secure
Sending information over the internet is generally not completely secure, and we can’t guarantee the security of your data while it’s in transit.
Any data you send is at your own risk.
© The Language Corner Limited, 2018