1. Introduction and Who We Are
1.1. Policy Statement
This Privacy Policy explains how
Language Interpreters Ltd (“Language Interpreters”, “we”, “us” or
“our”) collects, uses, stores, shares and protects personal data in connection with our services, website, online
platforms, mobile applications and business operations.
We are committed to respecting and protecting your privacy and handling personal data lawfully, fairly, transparently
and securely.
This Policy, together with our Terms and Conditions, Terms of Use, Cookies Policy and any other documents referred to
in this Policy, explains the basis on which personal data collected from you, provided by you, or received from
third parties in connection with our services will be processed.
For the purposes of this Policy, personal data means information relating to an identified or identifiable living
individual. We recognise our responsibilities under applicable data protection legislation and take appropriate
steps to ensure that personal data is collected, processed, stored, disclosed and retained appropriately and
securely.
1.2 Who We Are and Our Role Under Data Protection Law
Language Interpreters Ltd(“Language Interpreters”, “we”, “us” or “our”) is committed to protecting
the privacy,
confidentiality and security of personal data entrusted to us by our clients, linguists, service users, website
visitors, employees, contractors and other individuals.
For the purposes of applicable UK data protection legislation, including the UK General Data Protection Regulation
(UK GDPR) and the Data Protection Act 2018, Language Interpreters may act as a Data Controller or Data Processor,
depending on the nature of the services provided and the circumstances in which personal data is processed.
Where we determine the purposes and means of processing personal data, we act as a Data Controller. Where we process
personal data on behalf of a client in accordance with that client’s documented instructions, we may act as a Data
Processor.
Where we act as a Data Processor, we will process personal data only in accordance with the client’s documented
instructions, the applicable contractual arrangements and the requirements of applicable UK data protection
legislation.
We maintain appropriate technical and organisational measures, policies and procedures designed to protect personal
data and support compliance with the principles of data protection, confidentiality, information security and
accountability.
1.3. How and why we collect information?
The Company will collect individual information about you to meet its obligations to supply a service, respond to an
inquiry or satisfy a Client request. If you do not provide this data, we will not be able to supply you with the
information or respond to your inquiry.
We act as an Information Controller as characterized by the Common Information Assurance Control, General Data
Protection Regulation (GDPR). We will gather data and information from you in case you:
- 1.3.1 Enlist to use our website; this will consolidate your title, address, mail address, and
phone number. We may require you to furnish additional data about your company and services as a mandatory
requirement.
- 1.3.2 Put a request for one of our services on our website; this will incorporate your title
(including business name and details), address, contact information (phone number, and e-mail address), and your
payment information.
- 1.3.3 Take part in surveys, complete online forms (including call back requests), write posts
on message boards and blogs, enter prize draws and competitions, participate in any of the interactive areas
that appear on our website or which we offer you from time to time or download information.
- 1.3.4 Provide your contact details to us at registration and to use or access any product or
service we provide (including any Apps we may offer); and contact us offline, for example, by telephone, fax,
email, social media, or post.
- 1.3.5 If you make payments or modify your account details; when you visit our websites (for
example, by the cookies, your IP address, and other browser-generated information). For further information,
please refer our Cookies Policy.
1.4. Lawful Basis for Processing Personal Data
We will only collect, use, store or otherwise process personal data where we have an appropriate lawful basis to do
so under applicable data protection legislation.
Depending on the circumstances and purpose of the processing, the lawful basis may include:
- 1.4.1. Contract: Where processing is necessary to enter into or perform a contract or to
provide
services requested by an individual or organisation.
- 1.4.2. Legal obligation: Where processing is necessary for us to comply with a legal or
regulatory obligation to which we are subject.
- 1.4.3. Legitimate interests: Where processing is necessary for our legitimate business
interests, or those of a third party, provided that such interests are not overridden by the rights and freedoms
of the individual. Our legitimate interests may include providing and managing our services, maintaining client
and linguist relationships, administering our business, protecting our systems and services, preventing fraud or
misuse, maintaining security, improving our services and defending or exercising legal rights.
- 1.4.4. Consent: Where consent is required or is the most appropriate lawful basis, we will seek
consent in accordance with applicable data protection requirements. Where processing is based on consent,
individuals may withdraw their consent at any time, although this will not affect processing already carried out
before consent was withdrawn.
- 1.4.5. Vital interests: Where processing is necessary to protect the vital interests of an
individual or another person in circumstances permitted by law.
- 1.4.6. Public task or recognised legitimate interests: Where applicable and where the relevant
legal requirements are met.
- 1.4.7. We may rely on different lawful bases for different processing activities. The lawful
basis will depend on the nature, purpose and circumstances of the processing. We will not rely on consent where
another lawful basis is more appropriate.
- 1.4.8. Where we process personal data on behalf of a client acting as Data Controller, the
relevant client will generally determine the lawful basis and purposes of the processing, and Language
Interpreters will process the data in accordance with the client’s documented instructions and applicable
contractual arrangements.
2. What is your information used for?
- 2.1 We will use your personal data:
-
- for providing any information or services that you request from us
- dealing with your enquiry or
- using card payment services over the phone or by means of the website.
- 2.2 We will use your information to provide services or information that you have requested or
booked via the
website, email, or phone. We may moreover contact you for feedback on your use of our services or our website.
- 2.3 We may use your information for marketing purposes with your consent as described below in
paragraph
12.
- 2.4 The provision of your personal data is voluntary. Nevertheless, if you request information
from us via an inquiry, we will not be able to provide you with the required information or respond to your
inquiry, without obtaining some mandatory information from you, such as your name and contact details, and
details i in connection to the query. If you do not provide this information, we will not be able to provide you
with the information or respond to your inquiry.
- 2.5 We may also analyse and use the information that you provide so that we can administer,
support, improve and develop our website and the products and services we offer.
- 2.6 We may use your information to contact you concerning any research if there are grounds of
appropriate legitimate interest.
-
2.7 Special Category and Criminal Offence Data
- 2.7.1 Due to the nature of the interpreting and translation services we provide, including
services for legal,
court,
police, healthcare, immigration, asylum, social services, government and other public-sector matters, we may
process
information that falls within the definition of special category personal data under the UK GDPR.
- 2.7.2 Special category data may include information relating to health, racial or ethnic
origin, religious or
philosophical beliefs, sexual orientation, biometric or genetic information and other categories protected under
applicable data protection legislation.
- 2.7.3 Where special category data is processed, we will identify an appropriate lawful basis
under Article 6 of
the
UK GDPR and, where required, an additional condition under Article 9 and the Data Protection Act 2018.
- 2.7.4 We may also process personal data relating to criminal allegations, proceedings,
convictions or offences
where
this is necessary for the services we provide, our legal or regulatory obligations, client requirements or other
lawful purposes. Such information will only be processed where the applicable legal requirements for criminal
offence data are satisfied.
- 2.7.5 We will take additional care when processing sensitive or high-risk information and will
apply appropriate
safeguards, access controls, confidentiality requirements and security measures.
- 2.7.6 Where required, we will carry out a Data Protection Impact Assessment (DPIA) or other
appropriate risk
assessment before commencing processing that is likely to result in a high risk to individuals.
3. How we use your personal data?
- 3.1 If you are looking to use one or all our services by using our website, you may be directed
to complete the
online forms that may require mandatory information such as your name, contact information and e-mail address.
Without this information, we will not be able to provide services to you or your company.
- 3.2 We may utilise your personal details to handle any input from you to make strides and
improvements to our
Website(s) and/or the administrations we offer.
- 3.3 It is in our true interface to handle your individual information in this way, because it
is essential to
reply
to your queries or requests, to supply and provide our services and to also assist or take steps to improvise
our
Website(s) and our services.
- 3.4 We may use your data to supply information about our services that we think may be of
interest to you.
- 3.5 You can ask us to discontinue using your private information for promotional purposes at
any time, by
contacting
us using the three options provided at the bottom of this Privacy Policy.
-
3.6 Data Minimisation, Accuracy and Accountability
Language Interpreters is committed to ensuring that personal data is:
-
- processed lawfully, fairly and transparently;
- collected for specified, explicit and legitimate purposes;
- adequate, relevant and limited to what is necessary for those purposes;
- accurate and, where necessary, kept up to date;
- retained only for as long as necessary or as required by applicable legal, contractual or regulatory
requirements; and
- processed in a manner that ensures appropriate security and protection against unauthorised or unlawful
processing, accidental loss, destruction or damage.
- We will take reasonable steps to ensure that personal data held by us is accurate and, where necessary,
corrected or updated.
- We will not routinely collect personal information that is unnecessary for the purpose for which it is
being
processed.
- We maintain appropriate policies, procedures, records and controls to demonstrate our compliance with
applicable
data protection requirements. These may include records of processing activities, data protection risk
assessments, data retention arrangements, supplier and processor due diligence, staff training, data
breach
records and data protection reviews.
4. CONFIDENTIALITY
- 4.1 While providing interpreting and/or translating services to your firm Language Interpreters
undertakes to treat
all information concerning your company including name, employees and business information details of your
company
and your clients file matters and information, as confidential.
- 4.2 Language Interpreters undertakes that, both during and after the expiration of the
interpreting
and/or
translation services, we will keep such information confidential and will not reveal or use the same except in
the
proper performance of your services in accordance with this agreement and/or upon the written authorization.
- 4.3 Any legal case-related material (documents, interviews, discussion note, photographs,
diagram,
reports or any
other information pertaining to a case) that you provide for us to review, generate, translate and/or interpret
or
used in the course of the Interpreting / translating work is treated strictly confidential to Language
Interpreters
and its clients.
- 4.4 The Client shall not disclose any interpreter’s contact details to any third party without
the written permission of Language Interpreters.
- 4.5 The Client shall not, either directly or via an agent, sub-contractor, advisor,
intermediary or associated business, directly instruct and/or retain any of Language Interpreters Linguist
(interpreters or translators.)
without written agreement in place with Language Interpreters.
- 4.6 Clients will not be in direct contact with the Linguists unless specified or as agreed with
Language Interpreters for the purpose of a telephone or video call booking.
5. OBLIGATIONS UNDER THE UK DATA PROTECTION LAWS INCLUDING GDPR
- 5.1 Language Interpreters understands that in the course of the work undertaken for and on
behalf of your
company
Language Interpreters will process personal data of your company and your clients in a secure and confidential
manner. Some of that information may be sensitive personal information.
- 5.2 Language Interpreters understands that in processing such information on behalf of your
company and your
clients,
Language Interpreters are required to comply with the principles and requirements of the Data Protection
legislation. Language Interpreters will only act on instruction by your company.
- 5.3 Language Interpreters will not use the personal data that its clients transfer for any
purpose other than
to
fulfil its client’s instructions with prior consent and approval.
- 5.4 Language Interpreters will take appropriate security measures to ensure personal data of
its clients and
their
clients is protected against unauthorised and unlawful processing, accidental loss, destruction and/or damage.
- 5.5 Language Interpreters will notify your company promptly and without undue delay as soon as
becoming aware
of any unauthorised/unlawful processing, loss, destruction and/or damage to personal data. When Language
Interpreters
has
fulfilled the client’s instructions, and no longer needs their client’s personal information or documentation,
Language Interpreters will destroy and discard such information confidentially.
-
5.6 Technical and Organisational Security Measures
- Language Interpreters takes the security and confidentiality of personal data seriously and maintains
appropriate
technical and organisational measures designed to protect personal data against unauthorised or unlawful access,
processing, disclosure, alteration, accidental loss, destruction or damage.
- Depending on the nature and risk of the processing, our measures may include:
-
- access controls and user authentication;
- role-based access and appropriate permissions;
- least-privilege access to personal data;
- password and account security controls;
- secure cloud-based systems and hosting arrangements;
- encryption and other appropriate protections for data in transit and, where supported by the relevant
system,
data at rest;
- secure electronic communication and document handling;
- appropriate backup and recovery arrangements;
- malware and security protections;
- monitoring and logging where appropriate;
- secure disposal and deletion procedures;
- confidentiality obligations for employees, contractors, linguists and other authorised persons;
- data protection and information security training;
- procedures for identifying, reporting and responding to information security incidents; and
- periodic review of our technical and organisational security measures.
- Access to personal data is restricted to authorised individuals who require access for legitimate business,
contractual or service-delivery purposes.
- Where we appoint third-party suppliers or processors to process personal data on our behalf, we will take
reasonable
steps to assess their suitability and require appropriate contractual and security protections.
-
5.7 Data Breach and Incident Management
- Language Interpreters maintains procedures for identifying, managing, investigating and responding to suspected
or
confirmed personal data breaches and information security incidents.
- A personal data breach may include the accidental or unlawful destruction, loss, alteration, unauthorised
disclosure
of, or unauthorised access to, personal data.
- Where a breach occurs, we will take appropriate steps to:
-
- identify and contain the incident;
- assess the nature and potential impact of the incident;
- protect affected systems and information;
- investigate the circumstances and extent of the incident;
- take appropriate remedial and preventative measures;
- maintain appropriate records of the incident; and
- where legally required, notify the Information Commissioner’s Office (ICO), affected individuals,
clients or
other relevant parties within the applicable statutory or contractual timescales.
- Where Language Interpreters acts as a Data Processor and becomes aware of a personal data breach affecting data
processed on behalf of a client, we will notify the relevant Data Controller without undue delay in accordance
with
applicable law and the relevant contractual arrangements.
- We will cooperate with clients and relevant authorities where required and will take reasonable steps to prevent
recurrence.
6. Independent and Freelance Language Specialists / Linguists (Not employed by Language Interpreters)
Mechanized decision-making – We do not handle any enrolment based on computerized decision-making.
-
6.1 What in case you are not supplying your personal information?
-
- You are not generally under an obligation to provide personal information to Language Interpreters Ltd
during
the application and enrolment process. However, where certain personal information is required for us to
assess
your application, verify your qualifications, complete our onboarding and compliance checks, or engage
you as an
independent or freelance language specialist, you will need to provide that information.
- If you are unable or unwilling to provide the personal information requested, Language Interpreters Ltd
may be
unable to process your application, complete the necessary checks, engage you as a language specialist,
or
provide you with assignments.
- Where the provision of personal information is required by law or is necessary for us to enter into or
perform a
contract with you, we will explain this where appropriate and the consequences of not providing the
information.
-
6.2 Why do we collect personal data about you?
The Company will collect individual information to advance the Language specialist engagement process.
-
6.3 What personal data do we collect about you and how?
- As part of the enrolment process Language Interpreters will collect your personal data and this might
incorporate (and is not restricted to):
- your full name, address details and contact data, including email address and telephone number.
- your photograph for the application.
- information to verify your identity and entitlement to work in the United Kingdom.
- details of your capabilities, rates of pay, dialect specializations, tongues, sexual orientation, formal
deciphering and interpretation capabilities, deciphering work experience and employment history.
- We collect this information through our recruitment application forms, CVs, obtained from your passport
or other
identity documents.
- Personal information may be sourced through data you have posted on social media locales, job boards
such as
Gumtree or other jobsites where you have stated that you are right now accessible for work or where
you’ve got
drawn to look for work.
- We may moreover collect individual information about you from third parties, to carry out foundation
checks.
Foundation checks (such as CRB/ DBS checks), individual ID confirmation (such as copy passport, passport
number,
termination dates and country of residence, driving license or other identification cards), verification
of
address, bank details and references. The background checks and distinguish confirmation checks we carry
out
(unless subject to particular Client prerequisites, as clarified underneath), get composed references
from your
current or past place of work.
- We are required to carry out these checks as we work frequently with government bodies who need them to
be
carried out and it is legally obliged to do so.
- You are beneath no commitment to supply information to Language Interpreters amid the recruitment
process.
However, in the event that you are unable to do so or do not provide this data, Language Interpreters
may not be
able to handle your application legitimately or at all.
-
6.4 Automated Decision-Making
Language Interpreters Ltd does not currently make solely automated decisions, including profiling, that
produce legal
effects or similarly significant effects on individuals. Where technology or automated systems are used to
support
the administration, matching or allocation of assignments, such processes do not replace appropriate human
oversight
and decision-making.
7. Sharing your information
- 7.1 third parties that supply services to us or which prepare data on our behalf (for
illustration, payment suppliers and website hosts where significant). These third parties may have coincidental
method or requisite to use your data, but we will guarantee that they keep your data secure and do not utilise
it for their purposes.
- 7.2 another association if we offer or purchase (or arrange to offer or purchase) any business,
resources or assets.
- 7.3 another organisation to whom we transfer or exchange our agreement with you.
- 7.4 we may pass collective data about the utilisation of our website or our products or
services to third parties but this will not incorporate data that can be utilised to identify you.
- 7.5 we will reveal your data if we are required to by law. We may disclose your data to
requirement experts or enforcement authorities in case they require us to do so, or to a third party within the
context of genuine or undermined lawful procedures, given we are able do so without breaching information
assurance laws or data protection guidelines.
-
7.6 Sub-Processors and Third-Party Service Providers
-
- Language Interpreters may use carefully selected third-party service providers to support the delivery,
administration and security of our services.These may include providers of:
- cloud hosting and storage;
- website hosting and infrastructure;
- email and communications services;
- booking and scheduling systems;
- interpreter and linguist management platforms;
- mobile applications;
- payment and banking services;
- accounting and financial services;
- IT, cybersecurity and technical support;
- document management and electronic systems; and
- website analytics and other technology services.
- Where a third party processes personal data on our behalf, we will take appropriate steps to ensure that
the
relevant provider is subject to appropriate contractual, confidentiality and security requirements.
- Where required by applicable data protection legislation, we will maintain appropriate arrangements
governing
the use of sub-processors and will ensure that they provide an appropriate level of protection for
personal
data.
- Third parties will only be permitted to access or process personal data to the extent necessary for the
purposes
for which they have been engaged or where otherwise permitted or required by law.
8. Safeguarding your personal data
- 8.1 To guarantee that your personal information is treated safely in understanding with this
Policy, we will
take all
essential and sensible steps and do our best to secure your private information, however we cannot assure the
security of your information transmitted to our Website. Such kind of transmission is at your own risk.
- 8.2 Third parties treat your personal information in understanding with data protection laws
and keep it
private. In
line with our arrangements and policies, all our third-party suppliers are required to take suitable security
measures to ensure your private information is safe and secured.
- 8.3 We only grant authorization to handle your individual information for particular purposes
only.
- 8.4 We have our inside approaches and controls in place to guarantee that your information
isn’t misplaced,
incidentally crushed, abused or unveiled, and is only available to our employees to perform their obligations.
The
Company guarantees to defend the security of your information at all times.
-
8.5 Remote Working and Access to Personal Data
-
- As Language Interpreters operates a digitally enabled and, where appropriate, remote-working service,
authorised
employees, contractors and linguists may access company systems and information remotely.
- Remote access to personal data must be carried out through authorised systems, accounts and
communication
channels and in accordance with our information security, confidentiality and data protection
requirements.
- Personnel who access personal data remotely are required to take reasonable precautions to prevent
unauthorised
access, disclosure, copying, loss or destruction of personal data.
- Confidential client, case or service-user information must not be knowingly stored, copied, transferred
or
disclosed through unauthorised systems, personal accounts or unapproved third-party applications.
- Where documents or information are no longer required, they must be securely deleted, returned or
destroyed in
accordance with applicable retention requirements and our procedures.
9. Data Protection and your Rights
Data protection laws offer you rights, to:
- 9.1 to be able to request and receive, your personal data, known as “person or individual
information “. This licenses you to be able to claim a copy of the data we hold about you and to check that we
are taking care of it legitimately.
- 9.2 request and ask for adjustments of the private or personal information that we hold of you.
This empowers you to have any inadequate or wrong data that we hold about you, to be corrected.
- 9.3 you can ask deletion of your individual data. This authorizes you to inquire with us to
erase or expel personal information where there is no reason for us in retaining or proceeding to process it.
You also have appropriate grounds to ask us to delete, amend or remove your private data where you have used
your rights to restrict us to process it (see underneath);
- 9.4 you can ask the extent and limitation of processing your individual data. This empowers you
to inquire or suspend the preparing of individual data about you, for example in case you need us to set up its
exactness or the explanation for processing this personal information.
- 9.5 and you can ask for a duplicate copy of your individual information that you have provided
in an organised, commonly utilised, and machine-readable format or you can request us to swap or exchange it
with another controller.
- 9.6 You also could question the processing of your individual data where we are reliant on a
genuine faction (or those of a third party) and there’s something around your specific circumstance that makes
you need to question us about handling your data.
- 9.7 You will not be compelled to pay a charge to get to your individual data (or to work out
any of the other rights). However, we may charge a sensible charge if you wish to access your data if it is
clearly unjustified or unreasonable. On the other hand, we may deny complying with the inquiry under such
circumstances.
- 9.8 We may have to ask for certain data from you to assist us in affirming your identity and
guarantee your right to get to the data (or to work out any of your other rights). Normally, we may carry out
another appropriate security degree to guarantee that your individual data is not disclosed to any individual
who has no right to get it.
- 9.9 Our website may, from time to time, contain join to / from other websites, which are able
to have their own protection arrangements for which we do not acknowledge any duty or obligation. It would be
ideal if you check these approaches before you offer any personal information to these websites.
-
9.10 Data Protection Impact Assessments
-
- Language Interpreters will consider whether a Data Protection Impact Assessment (DPIA) is required where
proposed processing is likely to result in a high risk to the rights and freedoms of individuals.
- This consideration may be particularly relevant where processing involves sensitive or special category
data,
vulnerable individuals, large-scale processing, new technologies, systematic monitoring or other
processing
activities presenting a potentially high level of risk.
- Where a DPIA is required, we will assess the nature, scope, context and purposes of the processing,
identify and
assess potential risks to individuals, consider measures to reduce those risks and document the outcome.
- Where Language Interpreters is acting as a Data Processor, we will provide reasonable assistance to the
relevant
Data Controller where required under the applicable contractual arrangements and data protection
legislation.
10. Confidentiality
- 10.1 While providing interpreting and/or translating service on behalf of Language Interpreters
you will undertake to
treat all information concerning the clients of Language Interpreters (including their name, details of their
clients / file matters and information concerning Language Interpreters and its employees and business, as
confidential.
- 10.2 You will undertake that, both during and after the expiration of the interpreting and/or
translation services,
you will keep such information confidential and will not reveal or use the same except in the proper performance
of
your services to clients on behalf of Language Interpreters in accordance with this agreement and/or upon the
written authorisation by Language Interpreters.
- 10.3 Any legal case-related material (documents, interviews, discussion note, photographs,
diagram, reports or any
other information pertaining to a case) that you (Interpreter and/or translator) review, generate, translate
and/or
interpret in the course of the Interpreting /translating work on behalf of Language Interpreters is strictly
confidential to Language Interpreters and its clients.
- 10.4 The interpreter will pass to Language Interpreters or its clients otherwise securely
destroy any such material
which comes into your (the interpreter/translator’s) possession or which you (the Interpreter/translator)
creates
during the course of his/her work for the client on behalf of Language Interpreters , including the
Interpreter/translator’s own personal working notes.
11. Obligations under the UK Data Protection laws including GDPR
- 11.1 The Interpreter/translator understands that in the course of the work for and on behalf of
Language
Interpreters, he/she will process personal data on behalf of Language Interpreters and its clients and their
clients. Some of that information may be sensitive personal information.
- 11.2 The Interpreter/translator understands that in processing such information on behalf of
Language
Interpreters
and its clients, he/she is required to comply with the principles and requirements of the Data Protection
legislation. The Interpreter will only act on instruction from Language Interpreters.
- 11.3 The Interpreter/translator will not use the personal data that Language Interpreters or
its clients
transfers to
him/her for any purpose other than to fulfil Language Interpreters or its client’s instructions, save with
Language
Interpreters prior consent and approval.
- 11.4 The Interpreter/translator will take appropriate security measures to ensure personal data
is protected
against
unauthorised and unlawful processing, accidental loss, destruction and/or damage.
- 11.5 The Interpreter/translator will notify Language Interpreters promptly and without undue
delay as soon as
becoming aware of any unauthorised/unlawful processing, loss, destruction and/or damage to personal data.
- 11.6 When the interpreter has fulfilled Language Interpreters instructions, and no longer needs
the client’s
personal
information or documentation, the Interpreter should destroy it confidentially.
-
11.7 Data Retention and Secure Disposal
-
- Language Interpreters will retain personal data only for as long as is reasonably necessary for the
purpose
for
which it was collected or processed, unless a longer retention period is required or permitted by law,
regulation, contract or other legitimate business requirement.
- Retention periods may vary depending on the type and nature of the information and may take account of:
- contractual requirements;
- legal and regulatory obligations;
- accounting and taxation requirements;
- client requirements;
- safeguarding considerations;
- professional and operational requirements;
- the establishment, exercise or defence of legal claims;
- dispute resolution requirements; and
- other legitimate business requirements.
- We maintain appropriate data retention and disposal arrangements to ensure that personal data is not
retained
indefinitely where there is no legitimate reason for doing so.
- When personal data is no longer required, it will be securely deleted, destroyed, anonymised or
otherwise
disposed of in accordance with our applicable procedures.
- Where we act as a Data Processor, personal data will be returned, deleted or otherwise dealt with in
accordance
with the documented instructions of the relevant Data Controller and the applicable contractual
arrangements,
subject to any legal or regulatory requirement requiring continued retention.
12. Marketing
- 12.1 From time to time, we may use your information to contact you with details about our
services which we feel may
be of interest to you.
- 12.2 You have the right at any time to prevent and stop us from contacting you for marketing
purposes. If you wish to
exercise these rights, you can do so by sending us an email to dataprotection@language-interpreters.com or by
clicking the unsubscribe link in any emails we may send to you.
13. Cookies and Traffic Data
- 13.1 Cookies are small text files, that are transferred from our website, product or online
service that are stored
on your computer’s hard drive. We use a combination of cookies to help us provide you with a personalised and
distinguished service, and to help improve our websites and services for you. You can always select your cookie
preferences when you visit our website www.language-interprters.com. If you decide not to accept all
the
cookies,
you will still be able to use the website, but some things might not function properly. For this reason, we use
different types of cookies for our website.
- 13.2 Session Cookies are temporary cookies, that are deleted when you close your browser or
leave your session in the
service. We use these session cookies on our websites or in some of our services to track and identify the users
and
to also remember what is in your shopping basket (where applicable). Our session cookies may also contain your
company name and customer account number, contact details and email address. We may also use session cookies and
similar technologies in our services from time to time where this allows us to offer you certain features of our
service or where it may help us to improve our services.
- 13.3 Persistent Cookies enable our website or services to “remember” who you are and your
preferences on our website.
Persistent cookies will stay on your computer or device after you have closed your browser or leave your session
whilst on our website.
- 13.4 Our websites, services use several web analytics cookies. Web analytics cookies and
similar technologies allow
us to recognise and count the number of visitors and see how they move around the website or service. These
cookies
help make our service better.
- 13.5 These cookies and similar software’s known as web beacons are used to count users who have
visited our website
after clicking on/from one of our pages to another website or via emails and to collect details of any services
offered or purchased. These web beacons effectively collect partial data, that does not identify individuals or
persons. It may not be possible to refuse the use of these web beacons. Because they are used with the cookies,
you
can effectively disable them by setting your browser to restrict or block the cookies.
- 13.6 We keep a record of traffic data, which is logged automatically by the server, such as
your Internet Protocol
(IP) address, the website that you visited before ours, the website you visit after leaving our site. We may
also
collect some site and service statistics such as page hits / page views and access rates. We cannot identify any
individual from these traffic data or site statistics.
- 13.7 We sometimes use the technology of a third-party service provider to collect information
about browsing activity
on certain pages of our website, by tracking the IP address that you use when you access those pages. We can
only
track your IP address whilst you are using our website and do not track your IP address when you leave our
website.
These third-party cookies are temporary session cookies, which will expire after you close your browser or leave
your session in the service. This tracking is used by our third-party service providers to collect information
about
organisations that access our website, and we may use that information to contact those organisations and offer
our
services that may be of interest to them.
- 13.8 You may be able to configure your browser to restrict cookies or block all cookies if you
wish, however if you
disable cookies you may find that this may affect your ability to use certain parts of our services on the
website.
For more information about cookies and instructions or how to adjust your browser settings and to accept, delete
or
reject cookies, please refer the Internet Advertising Bureau website www.youronlinechoices.com.
14. Accessing your information
Requests to access your individual data or cancellation from our frameworks must be sent to
dataprotection@language-interpreters.com. It would be
ideal if you note, that elimination from our systems may
restrict the use of the site entirely.
15. Security and storage of information
- 15.1 We will keep your information secure by taking appropriate technical and organisational
measures against
unauthorised or unlawful processing and its accidental loss, destruction, or damage. Unfortunately, as the
internet
is not always considered secure enough therefore, we will do our best to protect your personal data. We cannot
guarantee the security of your data, that is transmitted, to our website or services by the internet or via
similar
platforms and any such transmission will be at your own risk.
- 15.2 If we have given you (or you have chosen) a password to access certain areas of our
website or service
please
keep this password safe – we will not share this password with anyone.
16. Transfers outside UK and Europe
Personal information in the European Union is entirely protected by the Data Protection laws however other countries
do not essentially protect your personal data in the same manner. Our website and some of our services or parts of
them may be hosted in the United States and Germany and this means that we may transfer any information submitted by
you via the website outside the European Economic Area (which means all the EU countries plus Norway, Iceland and
Liechtenstein) (“EEA”) to the United States/ Germany. When you send an email to us, this will also be stored on our
email servers that are hosted in Germany/ United States. We have taken steps to ensure that our hosting providers
use the necessary level of protection for your information but if you do not want your information to be transferred
outside the EEA you should not use our website or service or contact us via email.
-
16.1 International Data Transfers – Additional Information
-
- Where personal data is transferred, accessed or made available outside the United Kingdom, Language
Interpreters
will take appropriate steps to ensure that the transfer is carried out in accordance with applicable UK
data
protection legislation.
- Depending on the destination and circumstances, transfers may be supported by:
- UK adequacy regulations;
- appropriate safeguards recognised under applicable data protection legislation, including
relevant
contractual safeguards; or
- another lawful mechanism or exception where applicable.
- Where required, we will assess the circumstances of the transfer and implement appropriate supplementary
measures to protect personal data.
- Our service providers may operate infrastructure, systems or support services in different
jurisdictions. We
will take reasonable steps to ensure that appropriate contractual and security arrangements are in place
where
personal data is transferred internationally.
- The current location and processing arrangements of our key service providers may change from time to
time as
systems and technology develop. Where required, we will update our contractual and data protection
arrangements
to reflect such changes.
17. Other Sites
If you are directed to follow a link from our website or service to another website or service, this policy will not
apply. We are not responsible for the information handling practices of any third-party sites or services and we
recommend you read the privacy policies appearing on those websites or services.
18. Further Information
If you require further information about data protection or would like to view the register of Data Controllers, feel
free to visit the Information Commissioner’s site at
www.ico.org.uk.
-
18.1 Data Protection Governance and Compliance
- Language Interpreters maintains internal policies, procedures and controls designed to support compliance with
UK
data protection and information security requirements.
- Our data protection governance may include:
-
- maintaining appropriate records of processing activities;
- assessing data protection risks;
- reviewing suppliers and data processors;
- maintaining confidentiality arrangements;
- providing relevant data protection and information security guidance or training to personnel;
- maintaining procedures for responding to data subject requests;
- maintaining procedures for reporting and managing data breaches;
- maintaining data retention and secure disposal arrangements;
- carrying out Data Protection Impact Assessments where required;
- reviewing technical and organisational security measures;
- monitoring compliance with contractual and legal requirements; and
- periodically reviewing and updating our policies and procedures.
- We seek to maintain a culture of confidentiality, security and responsible handling of personal data across our
organisation and throughout our service-delivery arrangements.
19. Complaints Procedure
Our aim is to ensure that all aspects of our services are dealt with expeditiously, productively, and reasonably. At
all times we are committed to providing with the most elevated standard of assistance. If you have any concerns
about your account, booking, registration or the handling of a compliant you should, in the first instance, contact
Language Interpreters by email to
dataprotection@language-interpreters.com.
Click here for the
Complaints Policy.
-
19.1 Data Protection Requests and Response Times
-
- Individuals may contact us using the details provided in Section 19 to exercise their applicable data
protection
rights or to raise a concern regarding the processing of their personal data.
- We will take reasonable steps to verify the identity of the person making a request where this is
necessary to
protect personal information from unauthorised disclosure.
- We will respond to valid data protection requests within the timescales required by applicable data
protection
legislation. Where permitted by law, the response period may be extended where a request is particularly
complex
or where multiple requests have been made.
- Where we are unable to comply fully with a request, we will explain the reasons where we are legally
permitted
to do so.
- Individuals may also raise a concern directly with the Information Commissioner’s Office (ICO) where
they
believe their personal data has not been handled in accordance with applicable data protection
legislation.
20. Changes to This Privacy Policy
- Language Interpreters may review and update this Privacy Policy from time to time to reflect changes in our
services, systems, technology, legal or regulatory requirements or data protection practices.
- Where appropriate, material changes will be communicated through our Website or other suitable communication
channels.
- The most recent version of this Privacy Policy will apply from the date it is published on our Website.
- We recommend that users periodically review this Privacy Policy to remain informed about how we collect, use,
protect and manage personal data.
Policy Review Date: June 2026
Next Review Date: June 2027
Policy Owner: Language Interpreters Ltd
Data Protection Contact:
dataprotection@language-interpreters.com
21. Contacting Us
If you have an inquiry, suggestions or requests regarding this Privacy Policy or would like to exercise any of your
rights that are outlined above, you can contact us by :
You can access a copy of the
Privacy Policy and
Customer Conduct Policy here.
