The EU’s General Data Protection Regulations (GDPR) begins on 25 May 2018.

We’ve been busy making sure we are fully compliant, transparent and adhere to all necessary changes. Although these changes have been prompted by European law, we want to protect the privacy of all our customers, vendors, translators and associates around the world and wherever you’re located.

This privacy policy sets out how Lingua Translations Ltd uses and protects any information that you give when you use this website. Lingua Translations Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Lingua Translations Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 25/06/2018.

What We Are Doing

We’re not collecting more data or using your personal data any differently. All we’re doing is complying with the GDPR.

Really, there’s very little change regarding how we do things, because we have always taken data privacy, processing, sharing and storage extremely seriously at Lingua Translations.

We are completely transparent on how we use the information we collect, how long we keep that data, and the rights you have regarding it.

GDPR gives businesses around the world a chance to update how they manage their communications to customers, how they comply with the new laws and how they can improve customer services. By using Lingua Translations on or after 25 May 2018, you’re agreeing to the changes following GDPR.

If you have questions about these changes, feel free to get in touch with us at: info@lingua-translations.com


Why We Are GDPR Compliant

How did we get to GDPR compliance? How have we got there? This is what we’ve been doing.

Accessing all our data sources through traditional data warehouses, structured and unstructured data, data at rest and data in motion to establish what personal data is being stored by us. GDPR requires organizations to prove that they know where all personal data is – and where it isn’t.

Inspecting all data resources to establish what personal data can be found. This includes extracting, categorizing and cataloguing personal data elements such as first names and last names, email addresses and company names.

Documenting and sharing new GDPR/privacy rules across all areas of the business. Strict governance ensures personal data can only be accessed by those with proper rights, based on the nature of the personal data, the rights associated with user groups and the usage context.

Establishing the correct levels and techniques to protect data: through either encryption, pseudonymization and anonymization based on the user’s rights and the usage context.

Producing reports for independent auditors to verify what personal data we have, where it’s located, that we properly manage the process for getting consent from individuals who are involved; proof of how personal data is used, who uses it and for what purpose; and that all appropriate processes are in place to manage data breaches and security issues.


The Information We Collect

In the course of its business Lingua Translations Limited processes personal data of its:

– Clients
– Prospective Clients
– Employees
– Suppliers
and personal data contained in documents for translation.

For our clients, the information we collect may include, but not be limited to; usernames, email addresses, any messages, images or other content you send via the chat feature.

For our suppliers, the information we collect may include, but not be limited to; usernames, email addresses, any messages, images, qualifications, experience levels and specialisms.

When you interact with us through our services, we receive and store certain information such as an IP address, device ID, and your activities within the services. We may store such information or such information may be included in databases owned and maintained by us.

Our services may use such information and pool it with other information to track, for example, the total number of visitors to our websites.

Documents for translation present a particular challenge as the content may contain personal data. We routinely treat all documents for translation as confidential and have various safeguards and processes to ensure confidentiality and to protect your content.

In order for us to provide you with the best quality translations in the shortest timescales, our translators may be based abroad, including in countries outside the EEA and those not deemed to have adequate Data Privacy laws under the GDPR.

This situation is common to all Language Service Providers in the EU and is a fundamental feature of our industry. We are working on practical solutions to address this issue and expect to provide a GDPR compliant pathway for translation content in due course.

We do not sell your information to third-parties under any circumstances.

3rd party representatives working on our behalf or in association with:

In order to respond to your enquiries, deliver products and services or to send your newsletters, we may need to pass your information to our 3rd party service providers. In all circumstances, we will remain the controller of your data and our 3rd party service providers will be processors of your data.

When we use third party service providers, we disclose only the personal information that is absolutely necessary in order to deliver the service. We also have contracts in place with all ‘3rd Party Service Providers’ that requires them to keep your information secure and not to use it for their own direct marketing purposes.

Your Rights

As a data subject, you have the following rights under Data Protection Legislation and we, as Data Controller in respect of Your Data, will comply with such rights in respect of Your Data:

– The right of access to Personal Data relating to you
– The right to ask us to stop contacting you with direct marketing
– The right to correct any mistakes in your Personal Data
– Rights in relation to automated decision taking
– The right to restrict or prevent your Personal Data being processed
– The right to have your Personal Data ported to another data controller
– The right to erasure

The right to complain to any Digital Preservation Coalition or agency appropriate to the country or region in which you or your business is transacting, if you believe we have not handled your Personal Data in accordance with Data Protection Legislation

If you have any comments, concerns or complaints about our use of your Personal Data, please contact us: info@lingua-translations.com.

We will respond to any rights that you exercise as soon as possible in receipt of your request, unless the request is particularly complex or cumbersome, in which case we will respond within six months (we will inform you within the first month if it will take longer than one month for us to respond).

Where a response is required from us within a particular time period pursuant to Data Protection Legislation, we will respond within that time period.

Data Submission, Storage, User Uploads and Services

If you no longer consent to our processing of Your Data (in respect of any matter referred to in this Privacy Policy as requiring your consent), you may request that we cease such processing by contacting us via the info@lingua-translations.com email facility referred to below.

Please note that if you withdraw your consent to such processing, for example in respect of the use of cookies, it may not be possible for us to provide all/part of the Service to you.

In the case of User Uploaded Data, Lingua Translations is the data processor – withdrawals of consent in respect of User Uploaded Data must be made by the relevant data subject to the data controller, and the data controller can then instruct Lingua Translations to take action in relation to the processing of such User Uploaded Data. This can mean that it may not be possible to continue to use the Service in respect of such User Uploaded Data.

Lingua Translations will not share Your Data without your consent or unless required by law (except as set out in this Privacy Policy).

Withdrawal of Consent

By the nature of our Service, Lingua Translations may gather statistical information and store that information. This may include information that does not identify you individually.

If Lingua Translations becomes involved in a merger, acquisition, or any form of sale of some of all of its assets, we will provide notice before Your Data is transferred to any third-party. This may include information that does not identify you individually.

As Lingua Translations is a Data Processor in respect of User Uploaded Data, we will only process such User Uploaded Data in accordance with our instructions from the relevant Data Controller in accordance with the Terms of Service or Services Agreement in place between Lingua Translations and such Data Controller.

We may share with third-parties certain pieces of aggregated, non-personal information such as the number of sites, devices accessed while using Lingua Translations, for example. This may include information that does not identify you individually.

We restrict access to personal information to employees, vendors and associates who need to know that information in order to operate, develop, or improve our Service. These individuals are bound by confidentiality obligations and may be subject to discipline, including termination civil litigation and/or criminal prosecution, if they fail to meet these obligations.

Your Data may be transferred to, stored at, or accessed from a destination outside the European Economic Area (EEA) for the purposes of us providing the Service. It may also be processed by staff operating outside the EEA who work for us, another corporate entity within our group, or any of our suppliers.

By submitting Your Data, you explicitly consent to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that Your Data is treated securely and in accordance with this Policy.

The safeguards in place with regard to the transfer of Your Data outside of the EEA are the entry by us into appropriate contracts with all transferees of such data.

All information you provide to us is stored in our (or contracted third-party) secure servers. Where we have given you (or where you have chosen) a password which enables you to access the Service, you are responsible for keeping this password confidential. We ask you not to share a password with any person not authorized to use the Service.

The sources and organizations to which we share information are also GDPR compliant. The information we share may include first name, last name and email address. If you want to delete this information we can contact the source on your behalf.

Archiving and Previous Translations

Our system automatically archives all Source, Supporting and Translated Files five years after the job status is set to ‘Completed’. All Source, Supporting and Translated Files are then securely destroyed a further two years after this time.

Legal Information

Lingua Translations respects the privacy of our visitors and customers. We recognise the need for protecting appropriate personal information that you provide to us as per the Data Protection Act (1998). We have therefore established this Privacy Policy to assist you to understand what information we collect and how that information is used.

What personal information does Lingua Translations collect?

The type of information we will collect about you, but not exclusively, includes:

– Name and job title
– Contact information including email address
– Demographic information such as postcode, preferences and interests
– Other information relevant to customer surveys and/or offers

On Lingua Translations website you can request information about our services, download marketing or support materials, chat online with an expert, and request pricing quotes. The types of personal information you provide to us on our websites may include names, employer, addresses, phone numbers, and e-mail addresses.

Secure Industry-Recognized Controls

Lingua Translations is committed to taking reasonable efforts to secure the personal information you choose to provide to us. To protect the privacy of any personal information you may have provided, Lingua Translations employ industry-standard controls including physical access controls and internet firewalls.

We are certified to the International Standard: ISO 17100:2015 certification standards – which replaced the EN15038 standard in October 2015 and is the highest global quality standard for translation services. To comply with this certification, our document relay systems, internal processes and professional translators are stringently tested and evaluated.

We are also certified to the latest standard ISO 9001:2015.

These assessments act as a benchmark to gauge the quality of our business, and our certification demonstrates our ability to consistently provide a product that meets our customers’ needs, as well as all regulatory requirements.


Archiving and Previous Translations

Our system automatically archives all Source, Supporting and Translated Files five years after the job status is set to ‘Completed’. All Source, Supporting and Translated Files are then securely destroyed a further two years after this time.


Website Cookies and Third-Party Websites

Cookies

This site only uses Google Analytics cookies. These are small files inserted by a website on your hard drive when you visit a website. The Google Analytics cookies are used to track visits to our site and your journey through it. You may delete and block all cookies from this site, but parts of the site may not work if you do so. By using and/or registering on our site, you agree to the use of cookies by us.

Cookies set by Google Analytics (analytics.js)

Cookie Name: _ga
Description: Used to distinguish users.
Expiration Time: 2 years.
Cookie Name: _gid
Description: Used to distinguish users.
Expiration Time: 24 hours.
Cookie Name: _gat
Description: Used to throttle request rate.
Expiration Time: 1 minute.
Cookie Name: AMP_TOKEN
Description: Contains a token that can be used to retrieve a Client ID from AMP Client ID service. Other possible values indicate opt-out, inflight request or an error retrieving a Client ID from AMP Client ID service.
Expiration Time: 30 seconds to 1 year.
Cookie Name: _gac_
Description: Contains campaign related information for the user. If you have linked your Google Analytics and AdWords accounts, AdWords website conversion tags will read this cookie unless you opt-out.
Expiration Time: 90 days.
Cookies set by Google Analytics (ga.js)
Cookie Name: __utma
Description: Used to distinguish users and sessions. The cookie is created when the JavaScript library executes and no existing __utma cookies exists. The cookie is updated every time data is sent to Google Analytics.
Default Expiration Time: 2 years from set/update.
Cookie Name: __utmt
Description: Used to throttle request rate.
Default Expiration Time: 10 minutes.
Cookie Name: __utmb
Description: Used to determine new sessions/visits. The cookie is created when the JavaScript library executes and no existing __utmb cookies exists. The cookie is updated every time data is sent to Google Analytics.
Default Expiration Time: 30 mins from set/update.
Cookie Name: __utmc
Description: Not used in ga.js. Set for interoperability with urchin.js. Historically, this cookie operated in conjunction with the __utmb cookie to determine whether the user was in a new session/visit.
Default Expiration Time: End of browser session.
Cookie Name: __utmz
Description: Stores the traffic source or campaign that explains how the user reached your site. The cookie is created when the JavaScript library executes and is updated every time data is sent to Google Analytics.
Default Expiration Time: 6 months from set/update.
Cookie Name: __utmv
Description: Used to store visitor-level custom variable data. This cookie is created when a developer uses the _setCustomVar method with a visitor level custom variable. This cookie was also used for the deprecated _setVar method. The cookie is updated every time data is sent to Google Analytics.
Default Expiration Time: 2 years from set/update.
If you wish your visit to our site NOT to be tracked, send a “Do Not Track” request with your browsing traffic.

Lingua Translations does not use any other cookies on its website.
We may need to disclose your data to appropriate persons where required by law.
This website contains links to other sites. Please be aware that Lingua Translations is not responsible for the privacy policy of websites other than its own. This privacy statement applies solely to information collected by lingua-translations.com. If we decide to change our privacy policy we will post any changes to this web site.

Lingua Translations may provide links to third-party websites for your convenience and information. If you access those links, you will leave the Lingua Translations website. Lingua Translations does not control those sites or their privacy practices, which may differ from Straker’s. We do not endorse or make any representations about third-party websites. The personal data you choose to give to unrelated third-parties is not covered by the Lingua Translations Privacy Policy.


Contact Information

For more information on our current Privacy Policy and GDPR compliance, you may wish to contact us directly: data@lingua-translations.com

For more information on Lingua’s terms and conditions:

If you have any questions regarding the Privacy Policy or GDPR or believe that the privacy of your personal information has not been respected, you may submit a complaint in writing to the attention of info@lingua-translations.com or via mail attention of

The Operations Director
Suite 15, J-Shed
Kings Road
Swansea SA1 8PL
UK