Better Worlds Translation Privacy Policy
Introduction
This Privacy Policy explains what personal information I hold, why I hold it and how I protect it.
This Privacy Policy was last updated on 26 September 2023. I reserve the right to modify this Privacy Policy at any time, so please ensure you review it regularly. Changes and clarifications will take effect immediately upon their posting on the website. If I make material changes to this policy, I will notify you here that it has been updated so that you are aware of what personal information I collect, how I use it, and under what circumstances, if any, I use and/or disclose it.
Contact details
Name David Stockings, t/a Better Worlds Translation
Address Cedar Avenue, Chelmsford, Essex, CM1 2QH
Phone number +44 (0) 7534 034 595
Email: david@bwtranslation.co.uk
The types of personal information I collect
I currently collect and process the following information:
Always: information (about clients) required to provide services:
Name
Contact details
Some of which is essential: postal address, email address
And some of which is optional: phone number, other electronic contact information, company and/or tax details and other legal information, where this is required for invoices, etc.
Sometimes: information (about clients or third parties) that may be contained within the documents I am commissioned to work on.
How I obtain the personal information and why I have it
The personal information I hold is normally provided directly to enable me to perform the service requested. Some of this information is not essential but can help me to perform the service (e.g. phone numbers). However, some of it is information that I am legally required to store (e.g. for tax purposes) or to process as part of business operations (e.g. invoicing). The holding and processing this information are therefore based on contractual and legal obligations.
On rare occasions, I may receive personal information indirectly in documents that clients (with whom I have a contractual relationship) ask me to work on (‘working documents’). The legal basis for holding and processing this information is therefore a contractual obligation. Under my terms of business, my clients must obtain the permission and/or legal authority necessary from any third parties to allow me to process that information.
How I store the personal information
Personal information is stored securely, with all reasonable IT security measures being taken. The information is received by email or a file-transfer service to an email account that is protected with two-factor authentication. Once received, it is stored on a password-protected computer with encrypted hard drives. The files are backed up to an external hard drive that is also encrypted. Deliverable files are returned by the same means. I very rarely print out any working documents, but if I do, they are shredded as soon as they are no longer required.
Information received directly
Personal information provided directly and stored for the purposes of fulfilling my contractual obligations will be deleted once the contract is terminated. The only exception to this is where I have a legal obligation to retain the information for longer, e.g. for tax purposes. Where this information is also contained within working documents (e.g. where your address also appears in a document that you ask me to translate or edit), it will be handled as per the following section on information held in working documents.
This information will never be shared with third parties without your explicit written consent.
Information contained in working documents
Where personal information is contained in working documents, it will be deleted once the client confirms delivery. This means deleting the files themselves (original and deliverable) from the hard drive (and file-transfer services, if used) and deleting the information from any computer-assisted translation (CAT) or translation memory software (TMS) that may have been used when working on the files. Email and file-transfer services are the only forms of online service that will be used to process the information.
This information will only ever be shared with third parties where this is necessary in order to perform a service. For example, if a client requests that I arrange for a working document to be revised by another translator, then that translator will need access to the entire document, including any personal information contained within it.
Cloud storage
Your information is not normally stored in any cloud-based service. The only exception to this is when a deliverable file containing personal information is too large to send by email. In these cases, the file may be temporarily stored in a secure cloud storage service until the client can download it. Once they confirm that they have downloaded the file, it will be deleted from the cloud storage. I can arrange for the file to be encrypted first, if preferred.
I may store a pseudonymised backup of my work history in a cloud-based service that is protected with two-factor authentication. This is to ensure that I can continue to meet my legal obligations to tax authorities in the event of a catastrophic hardware failure and my obligations under my professional indemnity insurance policy. Client names will be replaced with a pseudonym that does not reveal anything about the client’s identity (e.g. ‘Client 1’, ‘Client 2’, etc.), and all personal details will be deleted before this file is uploaded to the cloud-based service.
Websites and other online presences
Privacy Policies of other websites
My website contains links to other websites. My Privacy Policy and Cookie Policy apply only to my website, so you should read a website's privacy policy before clicking on a link to another website. When you leave this website by clicking on those links, please note that I have no control over the other websites, their content, their privacy policies, or how they might use your personal information. You click on links to other websites at your own risk.
Webhosting and cookies
My website is hosted by Squarespace, which collects certain data and uses cookies for the purposes of website functionality and analytics. The types of data collected and cookies used are detailed here. You will be presented with the option to opt out of analytical cookies the first time you open my website.
Any other personal information that I receive from you (for example, if you contact me using the details provided on my website) is covered by this Privacy Policy.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask me for copies of your personal information.
Your right to rectification – You have the right to ask me to rectify personal information you think is inaccurate. You also have the right to ask me to complete information you think is incomplete.
Your right to erasure – You have the right to ask me to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask me 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 I transfer the personal information you gave me to another organisation, or to you, in certain circumstances.
If you would like to exercise any of these rights, please contact me at david@bwtranslation.co.uk. I must respond to your request within one month.
How to complain
If you have any concerns about the use of your personal information, you can contact me at david@bwtranslation.co.uk.
You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how I 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