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PRIVACY POLICY
At Give Me Your Word Ltd., we consider the privacy of our clients and everyone who works with us to be of the greatest importance and are committed to safeguarding it. We take great care to ensure that it is handled in accordance with all relevant laws and regulations, including the General Data Protection Regulation (GDPR).
This is the Privacy Policy for Give Me Your Word Ltd. It applies to all personal information collected, used, and processed by Give Me Your Word Ltd. It explains how we collect, use, and protect your personal information, as well as your rights under the GDPR.
We act as a data controller for any data you provide us and as a data processor for any Personal Data included in media sent to us in connection with our translation and interpreting services (for example: documents sent to us for translation).
We only use your personal data in connection with the language services we provide and do not sell it, rent it, or otherwise use it.
The purpose of this Privacy Policy is to inform you as to how we look after your personal data when you visit our website, when you enter data into forms on our website and in any subsequent dealings with us.
1. WHO WE ARE AND IMPORTANT INFORMATION
2. THE PERSONAL DATA WE COLLECT ABOUT YOU
3. HOW WE COLLECT YOUR PERSONAL DATA
4. HOW WE USE YOUR PERSONAL DATA
5. WHO WE SHARE YOUR PERSONAL DATA WITH
6. INTERNATIONAL TRANSFERS
7. DATA SECURITY
8. DATA RETENTION
9. YOUR LEGAL RIGHTS
10.CHANGES TO THIS PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES
11. QUERIES, REQUESTS OR CONCERNS
1.WHO WE ARE AND IMPORTANT INFORMATION
What is the purpose of this Privacy Policy?
This Privacy Policy aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website or send to us.
This website is not intended for children and we do not knowingly collect data relating to children.
You must read this Privacy Policy together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Privacy Policy supplements the other notices and is not intended to override them.
Data controller(s)
Give Me Your Word Ltd. is the controller and responsible for your personal data (collectively referred to as “the company”, “we”, “us” or “our” in this Privacy Policy). We also act as a data processor for any Personal Data included in all media sent to us in connection with our translation/interpreting services.
Give Me Your Word Ltd. is the “data controller” of all personal information that is collected and used about Give Me Your Word Ltd. Clients for the purposes of the General Data Protection Regulation (GDPR).
Give Me Your Word Ltd. is registered in the UK with registration number _______.
Our Registered offices are at:
Brulimar House, Jubilee Road, Middleton, England, M24 2LX
Our contact details are:
Tel: +44 (0) 161 552 7382
Email: privacydata@givemeyourword.co.uk
For all data related matters please contact the data protection representative.
Third-party links outside of our control
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. This Privacy Notice applies only to Give Me Your Word Ltd. and our website‚ so we encourage you to read the privacy notices on any other websites you visit. We cannot be held responsible for the privacy policies and practices of other sites even if you access them using links from our website.
2. THE PERSONAL DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.
We may collect, use, store and transfer different kinds of personal data about you including:
• Name
• Email address
• Company name
• Job title
• Address details
• Telephone numbers
• Payment/Financial Data
• VAT numbers
• Website details
• IP Addresses
• Any information contained in your CV and related contractor documentation, where
submitted
• Documents and messages sent by you; these may include any personal data that is stored
in the “properties” of a document
We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature.
However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.
We do not knowingly/willingly collect any Special Categories of Personal Data.
3. WHY WE COLLECT YOUR PERSONAL DATA
We collect data from you directly when you give us your identity and contact data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
• Request our products or services, or a quote;
• Apply to work for us;
• Subscribe to our service or publications;
• Request marketing information to be sent to you.
We need your personal data simply to process such requests.
4. HOW WE USE YOUR PERSONAL DATA
Below is a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us at privacydata@givemeyourword.co.uk if you need details about the specific legal grounds upon which we are relying to process your personal data where more than one ground has been set out in the list below.
Purpose and Activity/ Type of data/Lawful basis for processing including basis of legitimate interest
This data is required to register you as a new or potential customer, send a quote, and to perform requested language services such as translation and interpreting.
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Verification of Identity
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Contact and communication purposes
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Performance of a contract with you
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Financial Data
To register you as a linguist or applicant
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Verification of identity
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Contact purposes and communication purposes
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CV data
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Evidence of qualifications, tests, references, performance feedback
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Financial Data
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Performance of a contract with you
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General communication
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Legitimate interest, feedback surveys etc.
Marketing Activities
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Verification of identity
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Contact and communication purposes
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Performance of a contract with you
We will not sell or rent your information to any third parties for marketing purposes.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please email the data protection representative at privacydata@givemeyourword.co.uk at any time.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Cookies
We acquire data from you in a variety of ways, including the usage of 'cookies'. As is the case with many websites, we employ cookies for the purpose of ensuring that the website works properly or more efficiently, as well as to supply data to the site owners (Give Me Your Word Ltd.) These cookies help us to understand how our customers and potential customers utilise our website in order to design its layout, content and improve features. Cookies are tiny text files that are installed on your computer's hard drive when you visit certain websites. They store and retrieve information related to your visit on the website, such as how you entered, how you navigated and what content and documents were of interest to you. This makes it possible for the website to give you tailored options when you revisit, based on the data stored in the cookies from your last visit.
Certain cookies are employed for the sole purpose of obtaining data on how our visitors make use of our website and these types of cookies collect the information in an anonymous form.
We utilise cookies to store personal registration details when a user is logging into our services, to spare them from needing to provide the same information on subsequent visits. If you are not comfortable with the utilisation of cookies, you can change the settings in the preferences or options menu of your browser to disable them. You can also delete any cookies that are presently stored on your device's hard drive. However, please be aware that some areas of our website may not work properly if all cookies are blocked and deleted, since some of the cookies we use are essential for certain sections to function. Additionally, you may be unable to access a few products and services on other websites without cookies.
Where there is a login process relating to our services we also use cookies to store personal registration information so that you do not necessarily have to provide it to us again on subsequent visits.
If you wish to acquire more information about cookies, including what cookies have been set and methods to manage and remove them, please visit http://www.youronlinechoices.com/. If you don't wish to accept cookies from our website, kindly exit this site right away and then delete and block all cookies from this site.
5. WHO WE SHARE YOUR PERSONAL DATA WITH
We may have to share your personal data with the parties set out below for the purposes set out in Paragraph 4 above.
• Internal Parties, e.g. staff.
• External Third Parties Service, for example:
• Linguists, who can be based worldwide, where such personal data exists in documents provided for translation or other language services.
• Professional advisers including, lawyers, accountants, bankers, auditors and insurers
within the EEA area.
• HM Revenue & Customs, regulatory and other authorities.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
We may use the following third-party service providers to process and store your data, only where applicable, depending on your use of Give Me Your Word Ltd.’s services:
Name/Link to Privacy Statement/ Reason for Use
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Wetransfer: https://wetransfer.com/legal/privacy Used for the purpose of
sending and receiving files
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Phrase (Formerly Memsource): https://phrase.com/privacy/ Cloud-based translation management system used to manage translation projects and workflows
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Online project management tools. We use these systems for storing client and provider information regarding quoting, orders, purchase orders and invoicing. We do not make this information publicly available as we consider that doing so may present an increased security risk. All our management tools are GDPR compliant and are located in the EEA. Please contact us if you require further details.
6. INTERNATIONAL DATA TRANSFER
If you have submitted documents for the purposes of quotation or translation and these contain personal information, we may share this personal data with our linguists. This may involve transferring your data outside the European economic area (EEA) to third countries that are deemed “not adequate” under GDPR.
At the time of publication, the only adequate countries outside the EEA area are: Andorra, Argentina, Canada (commercial organisations), Faroe Islands, Guernsey, Israel, Isle of Man, Jersey, New Zealand, Switzerland, Uruguay and the US.
Where linguists are based outside these countries, any processing of your documents and any personal data therein may involve a transfer of personal data outside the EEA/adequate countries. We require all services providers to process your information in a secure manner and utilise standard means under EU law to legitimise data transfers outside the EEA. While countries outside the EEA do not always have strong data protection laws, we strive to ensure a similar degree of protection is afforded to it by implementing safeguards. These include:
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the redaction of any personal information (where possible and reasonably practical)
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confidentiality agreements
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standard contractual clauses
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agreed deletion periods.
Please contact us if you require further information on the specific mechanisms used by us when transferring your personal data out of the EEA.
7. DATA SECURITY
We have implemented the necessary measures to protect your personal information from being unintentionally lost, used, accessed without permission, changed, or exposed. We have also restricted access to your personal data to those employees, representatives, subcontractors, and other external parties who have a legitimate business need to know. These individuals can only process your personal data in accordance with our specific instructions, and are subject to a duty of confidentiality.
We have established processes to manage any potential personal data infringement. In the event of a breach, for example due to burglary, loss or theft, all contacts will be informed and the incident reported to the Information Commissioner’s Office (ICO) within 72 hours; guidance on further action will then be provided by the ICO.
8. DATA RETENTION
We will only retain your personal data for the period necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we assess the amount, type, and sensitivity of the personal data, the potential damage that could be caused by unauthorised use or disclosure, the reasons for which we process your personal data, and if those purposes can be fulfilled in another way, as well as the applicable legal requirements.
In some circumstances, you can ask us to delete your data: see Your legal rights in Paragraph 9 for more information.
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
9. YOUR LEGAL RIGHTS
Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:
• The right to request a copy of the personal data which we hold about you;
• The right to request that we correct any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary to retain such data;
• The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
• The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).
If you wish to exercise any of the rights set out above, please contact our data protection representative at privacydata@givemeyourword.co.uk.
No fee required (with some exceptions)
You will not need to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable administration fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may require from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to hasten our response.
Response time limit
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
10. CHANGES TO THIS POLICY AND YOUR DUTY TO INFORM US OF CHANGES
Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is current and accurate.
11. QUERIES, REQUESTS OR CONCERNS
To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our data protection representative at privacydata@givemeyourword.co.uk.
Should your complaint not be resolved to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email at https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.
This Privacy Policy is effective as of 25th January 2023.