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OVERVIEW

Our Privacy Notice has been updated to help you understand in-depth which Personal Data is processed through our systems, why we process it, how we use it and who we disclose it to. It also outlines your rights over your Personal Data and how to contact us.

PRIVACY NOTICE of EXPERTRANSLATORS LTD trading as CERTIFIED UK TRANSLATION

The following is the Privacy Notice of EXPERTRANSLATORS LTD as a firm promise with regards to how we treat your personal information that we collect or that you supply to us when you use our translation service (either online through our website or offline at our office). In this Privacy Notice, EXPERTRANSLATORS LTD is also referred to as "we", "us", "our".

THE COMPANY

Our company name is EXPERTRANSLATORS LTD, registered company number 04279604, VAT number 782722119

Registered office: 31A Crawford Place, W1H4LL

Phone Number: 02081338131

Email: to contact us, please fill out the form in the Contact page of https://www.certifieduktransl.net/ (if your query is to do with any privacy aspect of your personal data, request that your email be directed personally to the Privacy Protection Controller who will personally deal with your data protection query).

THIS IS OUR PRIVACY COMMITMENT TO YOU

  • We commit to collect, use and save your personal data in a secure and safe way.
  • We commit to use your personal information only for the specific purpose of processing your translation transaction.
  • We commit to inform you about how we use your information.

Why a privacy notice? As well as compliance with the General Data Protection Regulation (GDPR), we are really not interested in using your personal information in any other way than fitting the purpose for which it was collected, which is the legitimate business interest to serve you as a customer. Also please note that any client personal information stored on our website database in the course of translation transaction is not Public Content and as such is not viewed by the public. It is only accessible by you and us through login details.

This privacy notice outlines what to expect when EXPERTRANSLATORS LTD collects personal information about you when you visit https://www.certifieduktransl.net or when you call, email or visit our office. EXPERTRANSLATORS LTD is committed to safeguard your personal data when you use our Services. Every time you provide such personal information we will only use it in compliance with UK and European data protection laws, including the General Data Protection Regulation (GDPR). Your information will be treated in the strictest confidence and secure environment and access to it will be restricted according to the 'need to know' basis.

WHAT AND HOW INFORMATION IS COLLECTED ABOUT YOU, OUR AND YOUR RESPONSIBILITIES.

When you use Certified UK Translation websitet or when you call, email or visit us, this is what information we collect about you:

  • Name*
  • Title* (Mr. Mrs. Miss. Dr. for courtesy addressing)
  • Phone number* (for notification of translation transaction update and in case of any issues)
  • Email* (for notification of translation transaction update and sending of soft copy of translation)
  • Address (only when you have completed the address fields on our website when you choose postal delivery of hard copy translation, we store your address on our system so we are able to post the documents to you, but when you choose to collect the documents from our office, then we do not retain your address information, also, if you pay by debit or credit card, we collect your card billing address on behalf of our card merchant provider and the address is not stored on our system)
  • IP address (when you visit our website, this is used internally to improve our analytical geolocation services).
  • Type of device used when visiting our website (this is used to improve our analytical research services).

* denotes a mandatory field necessary to progress your translation transaction further.

When you use the online services of Certified UK Translation or when you call, email or visit us, this is how we collect the information about you:

  1. Consensual information:
  2. Your personal information is gathered by agreement with you as a client when you complete the contact details form on our website (name, title, phone, email, address) and through other media such as when you call us (call recording) or email us or when you visit our office (necessary for example to receive a translation quote, to get general information, customer service, for identification purpose, when you place a translation order and when you receive the completed translation transaction, to inform you of any marketing offers and discounts which may be of interest to you (after you have given us clear consent to do so), to respond to your queries and complaints, to abide by any regulation and law, including the communication of personal information to regulatory authorities, including assisting authorities in their investigation in illegal activities, to make the translation journey more efficient and enjoyable for you). We will be regularly undergoing an evaluation to ensure that both parties, us and you benefit equally from this translation transaction.
  3. Your Personal Information is also gathered via third parties to provide our services in which case those third parties will have obtained your consent or be able to rely on the “legal basis” lawful justification. Those third parties may include but not limited to: public sources, such as Companies House, Land Registry etc.; third party referral, such as another client, solicitor, accountant, etc.
  4. And vice versa, when you disclose Third Party Personal Information to us, you acknowledge that you have the authority to do so. You are responsible for ensuring that that Personal Information complies with GDPR and other relevant laws. This also applies to personal data involving children. As such, when providing child personal information, the third party must have obtained consent from the parent/guardian.

We only collect that personal information when it is given by you by consent or transmitted to us by third parties as outlined above. We do not share or sell our client information to anyone in any capacity other than as outlined in this privacy notice.

  1. Indirect information:

Other personal information is gathered indirectly as outlined above (IP address and type of device used to improve our service and for analytical purposes).

  1. Sensitive translation content:

Other personal information is also gathered by consent given by you as a client when you submit to us documents for translation that contain sensitive information about you or your family entourage (such as criminal record, ethnicity, parents’ and children’s names, identity information, Financial data, date of birth, etc.). This information is transferred through the translation process to an MS Word document as part of the service provided to the client and is not stored as field information anywhere else on our system. It remains on the Word document which is saved in our archives for 6 years (see below How long will we keep your information). We do not share or sell this client information to anyone in any capacity other than outlined in this privacy notice.

The lawful justification for the storage of your personal information and sending communication to you (marketing or otherwise) is that you have given clear consent for your personal data and we have a legitimate business interest for the personal data to be used for the specific purposes outlined above. You control your data stored with us. You can opt out of the storing of your personal data or receipt of communication after completion of translation transaction during the registration process. You can also unsubscribe from any email communication received by us by clicking ‘Unsubscribe’ on the footer of the email and all your data will be permanently deleted.

We retain and store some your personal information for the convenience of returning customers who need to place further translation orders, order copies of past translated documents, and to improve customer retention.

DISCLOSURE OF YOUR PERSONAL DATA TO THIRD PARTIES AND STORAGE

In the process of your translation transaction, or if you have a query, file a complaint, report a technical fault, we will use your personal data for a number of reasons including the following:

  • To provide feedback on the translation transaction, query, complaint or fault.
  • To manage the translation transaction, query, complaint or fault.
  • To store the translation transaction database information.
  • To share the data within relevant personnel to finalize the translation transaction, query, complaint or fault.
  • To share the data with third party providers for marketing purpose (with your consent).

Your data will be processed or held by the following trusted third party service providers in order to deliver the above services and for the purposes set out in this privacy notice:

  • Our office staff and systems.
  • Professionals instructed on your behalf for example solicitor, notary, accountant, bank, insurance company.
  • IT and website maintenance provider.
  • External translators.
  • Embassies and consulates instructed on your behalf
  • HM Revenue and Customs, Ministry of Justice, etc.;
  • Web hosting and Data Center (Iceland).
  • Email provider (USA).
  • Marketing provider.
  • Our business partners to allow them to offer their services to you, but only upon your request and consent.

It may also be disclosed as necessary to the police and other authorities, as required by law, or in a life, death, health or safety situation, or as part of our terms and conditions, or in case of serious breach of our online or offline networks, ; 

We hold separate data protection agreements with those third party service providers to ensure the confidentiality of your Personal Information.

On a wider long-term scale, it is also possible that we may sell or buy all or part of our or another business, as such we may disclose client Personal Information held by us to any seller or buyer, who will also be bound by confidential data protection agreement.

We do not disclose analytical information either for individual clients or group of clients to third parties for any reason other than outlined in this privacy notice.

We do not apply any automatic decision making or profiling to your personal data.

HOW LONG WILL WE KEEP YOUR INFORMATION?

We keep your personal details including the documents you have provided us for translation indefinitely for your convenience as you may request another translation transaction from us or a reprint of existing translated documents. This happens a lot with our customers and it allows us to keep our prices down for such purpose.

You can request to delete your information entirely at any time: see below Access to your personal data with us

HOW SECURE IS YOUR PERSONAL DATA WITH US?

We take privacy and security issues very seriously. Over the years, we have implemented processes to help maintain the privacy and security of our offline computer systems, as well as online presence (website) to prevent unauthorized access, accidental loss, of client information.

Whilst we strive hard to protect the privacy and security of your personal information, no electronic communication over the web can be totally guaranteed to be secure and any information you transmit to us or we transmit to you online is totally safe.

COOKIES

Cookies are small text files which are stored on your computer or mobile when you visit certain web pages. EXPERTRANSLATORS LTD uses cookies to understand how our website is being used which in turn helps us to improve clients’ overall online experience.

The Cookies we set:

We use two categories of cookies:

  1. Strictly Essential Cookies. Our website offers e-commerce and payment facilities and some cookies are essential to ensure that your translation order is remembered between pages so that we can process it properly. When you submit data through a form such as those found on step 2 of the translation order and on the contact page, cookies may be set to remember your user details for future correspondence. It allows a website to remember things like your preferences or what’s in your shopping basket. Without these cookies some services you have asked for cannot be provided. Unfortunately in most cases there are no industry standard options for disabling these cookies without completely disabling the functionality and features they add to our website. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a process that you use. You can prevent these cookies from being stored (see your browser Help for how to do this) however this may downgrade or 'break' certain elements of the site’s functionality.
  2. Third Party Cookies. In some cases we also use cookies provided by trusted third parties. Our website uses Google Analytics for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as the time you spend on the site and the pages that you visit so we can continue to improve content. For more information on Google Analytics cookies, search for the official Google Analytics page.

We do not use any other type of cookies including the provision of advertising for third parties.

Hopefully we have clarified our cookies to you and you can always contact us at the details above if there is something that you aren't sure about or visit www.aboutcookies.org to find out more.

ACCESS TO YOUR PERSONAL DATA WITH US

It is your full right to request a full transcript of all the information we (the Controller) hold about you free of charge. You may request to have that information rectified, completely erased, or restricted.

In compliance with the GDPR, you are entitled to:

  • Access your personal data by making a subject access request
  • Rectify, erase, or restrict your personal information held with us.
  • Refuse to have your personal information processed.
  • Transfer your personal data somewhere else (Data portability)

You have the right to any of the above, which you can request by contacting us at the above contact details.

And additionally, if you decide you don’t want us to contact you ever again, just let us know by contacting us at the above contact details.

HOW TO COMPLAIN

We aim to provide a flawless service and always respect your privacy. If you have any query (including personal information query) or would like to complain, please contact us at the above details. Your query or complaint will be given full attention and careful attempt to resolve any issues, and if you are not satisfied with our response, you can raise the issue with the UK Information Commissioner's Office. Further information is available on the ICO website or by telephone on 0303 123 1113.

CHANGES TO THIS PRIVACY NOTICE

This privacy notice may be reviewed regularly and updated on this page, particularly to comply with best practice guidance issued by the Information Commissioner's Office (ICO).

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