Lawful basis and what we collect

As part of our duties as interpreters and translators, we collect, process and store personal information. The lawful basis for this is for the performance of a contract. Personal information refers to details about you which may be contained in any documents that we are required to translate or proofread, or any contact details such as your address or telephone number that we may ask you to provide in order for us to deliver the job to you, or to contact you regarding the translation or interpretation. This also includes emails regarding the translation, interpretation and proofreading work undertaken.  We do not engage third parties to collect personal information on our behalf, nor do we collect personal information that we do not need.  We are the data controller for all personal information provided and the sole data collectors and processor for Lingua Vera Limited.

How we use personal information 

Any personal information that is provided to us, which forms part of a document to be translated or proofread will only be used for that specific purpose.

Personal information and client contact details will also be used for internal record keeping and will not be shared with any third parties, except for use in accountancy or tax purposes, if necessary.

We not use any automated decision making processes.

How we store personal information

All jobs will be kept for 6 years, in accordance with the UK limitation period for claims, and will be stored electronically on a secure and encrypted computer, which only we have access to with a printed hard copy also kept in a locked cabinet.  For non-certified translations an electronic copy only will be stored on a secure and encrypted computer.  During this time, the translations cannot be erased, and after this time, all electronic copies will be deleted and any hard copies shredded.

Client contact details will be stored securely in a password protected file on a secure and encrypted computer, which only we have access to and will only be used by us to contact you during the translation, proofreading and interpretation process and upon completion to deliver the final job electronically. After the translations have been removed from our system, in accordance with the timescale indicated above, the respective client details will be deleted from our system.

Any documents sent to us as part of an enquiry for potential work will be kept for a period of 30 days and will then be deleted from our system if the job does not proceed.

We do not use unsecure public Wi-Fi whilst carrying out our work.

Your rights

You have the right to contact us regarding the collection, processing and storage of your personal information and to request the following:

1. Access to your personal information
2. Correction of your personal information
3. Erasure of your personal information
4. Objection to processing of your personal information
5. Restriction of the processing of your personal information
6. The transfer of personal information (portability of personal information)
7. The right to withdraw consent

If we agree to your request, in accordance with legal requirements, we can provide the information orally in writing.  You also have the right to complain to The Information Commissioner’s Office (https://ico.org.uk) if you feel that we are not handling your personal information correctly.

Consequences of not providing personal information

Failure to provide any personal information requested would mean we would be unable to fulfil a contract with you.