PLEASE READ THIS POLICY CAREFULLY. IF YOU DO NOT ACCEPT THESE TERMS, YOU ARE ADVISED NOT TO USE THE WEBSITE.
This policy was last updated: 10th December 2018
Use of this website, www.gmgtranslations.com, constitutes your legal agreement to the terms within this policy and your acceptance of this policy is deemed to occur upon your first use of the website.
GMG Translations may change this policy from time to time by updating this page. You should check this page before using the website to ensure that you are aware of and accept any changes.
GMG Translations is a translation and language consultancy business run by Gloria Meneses González and based in Swindon. Our work may involve translating documents or processing (verbally or digitally) information that contains personal information about our clients.
We pride ourselves on upholding utmost transparency in the translation process for all parties and only collect and use personal data in the ways that are described here, and in ways that are consistent with our obligations and your rights under UK law.
By providing us with your data, you warrant that you are over 13 years of age.
GMG Translations is registered with the Information Commissioner’s Office (ICO) under reference number ZA412321.
Where we manage personal data, we identify as a Data Controller and recognise and act on our obligations under applicable data protection law. We may also process data as a Data Processor and the terms of this policy equally apply to our processing of personal data.
For issues relating to data protection, the person responsible at GMG Translations is Mrs Gloria María Meneses González.
WHAT PERSONAL DATA DO WE COLLECT?
Information that you provide to us is retained and processed in accordance with UK data protection legislation. This includes data given to us from the following:
Details of phone calls to us may be recorded in writing and any data may be retained and processed on the basis of being for our legitimate business needs or in order to fulfil our contractual obligations if you are a client of ours.
Translations and language services
We collect information about you through the documents we translate and process as part of our language services. All data is treated as confidential.
We do not currently process personal data for email marketing communications.
We may also use web beacons, software development kits, and other automated tracking methods on our website, in communications with you, and in our products and services, to measure performance and engagement.
We use social media to engage with users and link to our Facebook, LinkedIn and Twitter pages. We do not keep any specific data that identifies you as an individual user but record details of our followers on these platforms. You should refer to the Privacy Policies of these channels to understand how they treat your data in relation to linking to our site.
We may ask you for a testimonial in relation to our services that may be used on our website or social media. Your full name and company may be used. Data is only published on the basis of valid consent obtained from you and may be withdrawn at any time.
SPECIAL CATEGORIES OF DATA
Some of the information you provide to us may be considered sensitive personal data, which includes information about a data subject’s ethnic or racial origin, political opinions, religious beliefs, trade union membership, physical or mental health, sexual life or criminal record.
We do not market this website or our services at those under 18 years old. Consistent with the GDPR, we will never knowingly request personally identifiable information from anyone under the age of 16 years old.
We will take appropriate steps to delete any personal data of individuals less than 16 years of age that has been collected on our website upon learning of the existence of such data.
INFORMATION WE GET FROM OTHER SOURCES
From time to time, we may need to obtain information from third parties about you. This will only apply where it is necessary to provide our services and as permitted by law.
How do we use your data?
We may use the information we collect from you in the following ways:
Users contacting this website, and/or its owner, do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use.
We occasionally use third party data processors to enable us to provide our services and where work is subcontracted to other language professionals you will be made aware of this. All third parties must adhere to applicable data protection laws and regulations. We will ensure that any Data Processors used only operate on our written instructions and comply with their obligations under the GDPR.
We do not currently process personal data for email marketing communications.
Social media platforms
Communication, engagement and actions taken through external social media platforms that this website and its owner participate on are subject to our terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate and/or engage with them with due care and caution in regard to their own privacy and personal details. This website nor its owner will not ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
GMG Translations uses social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised that before using such social sharing buttons, that they do so at their own discretion, and should consider that the social media platform may track and save requests to share a web page, through the users’ social media platform account.
This website does not process any client payments directly. Where payment is taken for our services by bank transfer we take appropriate steps to ensure that your personal information is kept secure and is protected to the highest standards. Copies of invoices are stored securely and backed up in an external hard drive.
We will only retain your personal information for as long as necessary to provide services to you as contracted and also as required to meet legal, statutory and regulatory obligations. We are required under UK tax law to keep your basic personal information (name, address and contact details) for a minimum of six years. We may also keep a copy of the original source document and our translation in order to deal with any queries or complaints about the services we have provided. In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
The need to hold information is regularly reviewed and data will be disposed of safely when no longer required.
Your personal data is contained behind secured networks and is only accessible by a limited number of persons who have special access rights to such systems and are required to keep the information confidential.
We take appropriate steps to ensure a safe processing of personal data, however, we cannot guarantee the security of data transmitted through our website or by email. Any transmission is at your own risk.
Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so the GDPR has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.
GMG Translations will only transfer your personal data in accordance with relevant data protection law and if this is to a country outside of the EEA it will be to a country where there are adequate or appropriate safeguards in place. The circumstances of this are:
RIGHTS OF DATA SUBJECTS
GMG Translations recognises a data subject’s rights and will uphold these in accordance with data protection laws. You are entitled to see the information held about you and you may ask us about any of the following:
Subject access requests
Data subjects have the right to access personal data that is held by submitting a subject access request (SAR) to GMG Translations. We will endeavour to respond quickly to any such requests, which legally require us to respond within one month of receiving the request and necessary information. A subject access request can be made by emailing us at firstname.lastname@example.org
Right to rectification
Data subjects have the right to request that we amend or change personal information that is inaccurate or incorrect.
Right to erasure
Data subjects have the right to ask us to delete personal information from our systems without giving any reason and at any time. We will act on any such request without delay.
Right to restrict processing
Data subjects have the right to rectification or erasure of personal data if:
Right to data portability
Data subjects have the right to obtain and request the transfer of their data to different service providers.
Right to object
Data subjects have the right to object to the processing of data at any time based on their particular situation. This includes objecting to profiling unless it is in the ‘public interest’ or exercised lawfully by an official authority. We will only process data under lawful grounds.
Right not to be subject to decisions based on automated processing
We do not use personal data that results in any automated decision.
Using your rights
If you wish to invoke any of these rights, you should contact us without delay. See below for contact details.
We will report any unlawful breach of data as required by the GDPR within 72 hours of the breach occurring, if it is considered that there is an actual, or possibility, that data within our control including the control of our data processors, has been compromised. If the breach is classified as ‘high risk’ we will notify all data subjects concerned using an appropriate means of communication. We will report any relevant breaches to the ICO, see below.
WHAT ARE COOKIES
Cookies are small files saved to the user’s computer hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server, to provide the user with a tailored experience when navigating the website. Session cookies may be used to validate your access to different parts of the website.
To the extent that cookies data constitutes personally identifiable information, we process such data on the basis of your consent.
TYPES OF COOKIES
The types of Cookies we use are:
Other Cookies may be placed by third parties, which are out of our control.
GMG Translations uses tracking software provided by Google Analytics to monitor usage of the website and to better understand how it is used. The software saves a Cookie to a user’s device in order to track and monitor engagement. The Cookie does not store, save or collect personal data. The data collected is only viewable by selected employees of GMG Translations and by Google.
OTHER THIRD PARTY COOKIES
CONSENT TO COOKIES
Information is also available at www.ec.europa.eu/ipg/basics/legal/cookies/index_en.html
Questions and queries
If you have any concerns about how we handle your data, our contact details are:
6 Quarry Road, Swindon, Wiltshire, SN1 4EN
Tel: 07709 566795
ICO Register Contact Details: Mrs Gloria María Meneses González
(07709 566795 / email@example.com)
Changes to this policy
If you want to raise a concern about the use of your data, you can contact us by email at firstname.lastname@example.org. Alternatively, you can formally raise a concern or complaint to the Information Commissioner’s Office (ICO) directly on 0303 123 1113, or see the options for reporting issues on https://ico.org.uk/concerns/
Jurisdiction and Governing Law
The terms of this Policy and all disputes, whether contractual or otherwise, arising out of or in connection with the policy are governed by and shall be construed in accordance with the laws of England and Wales and each party submits to the exclusive jurisdiction of the English courts.