Privacy Notice

Swain Language Services Privacy Policy (5.11.2021)

 

My contact details

Name: David Swain

E-mail: info@swainlanguageservices.com

 

The type of personal information I collect

I currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Financial information

 

How I get the personal information and why I have it

Most of the personal information I process is provided to me directly by you for one of the following reasons:

  • For marketing purposes
  • For the purposes of conducting business relationships with my suppliers, clients and colleagues
  • For payment of my suppliers’ invoices
  • For inclusion on my invoices to my clients

I also receive personal information indirectly, from the following sources in the following scenarios:

  • Personal data included in files that I have been sent by my clients to translate or edit
  • Personal data included in translation memories that I have been sent by my clients for use in the translation process
  • Personal data included in emails sent to me by clients, suppliers and colleagues

I use the information that you have given me in order to:

  • Send marketing materials
  • Send invoices
  • Send purchase orders
  • Conduct business relationships with my suppliers, clients and colleagues

I will never share this information with anyone.

Under the General Data Protection Regulation (GDPR), the lawful bases I rely on for processing this information are:

(a) Your consent. You are able to withdraw your consent at any time. You can do this by sending an email to info@swainlanguageservices.com

(b) I have a contractual obligation.

(c) I have a legal obligation.

(f) I have a legitimate interest.

 

How I store your personal information

Your information is securely stored in:

  • Contact details: Tutao GmbH’s secure, encrypted cloud, which has its datacentre in Germany; a fingerprint-/code-locked and encrypted Apple smartphone
  • Emails: Tutao GmbH’s secure, encrypted cloud, which has its datacentre in Germany
  • Digital copies of financial information and contracts with clients: PIN-protected desktop PC backed up to an encrypted additional hard drive and, encrypted, to the German datacentre of Acronis Cyber Protect Home Office
  • Hard copies of financial information and contracts: kept in a code-locked filing cabinet in my key-locked office
  • Customers’ files that I have worked on and translation memories: PIN-protected desktop PC backed up to an encrypted additional hard drive and, encrypted, to the German datacentre of Acronis Cyber Protect Home Office

 

How long I store your personal information

I keep your information for the following durations:

  • Contact details: I keep your contact details for 30 years or until you ask me to delete them. I will then dispose of your information using Tutao GmbH’s secure deletion process and Apple’s secure deletion process.
  • Emails: I keep your emails for 2 years or until you ask me to delete them. I will then dispose of your information using Tutao GmbH’s secure deletion process.
  • Financial information: I keep financial information for the seven years required to ensure I comply with UK legislation, after which I delete the digital files using CCleaner secure deletion and shred the hard copies.
  • Contracts with clients: I keep my copy of my contract with you for 30 years, or until 5 years after the end of our business relationship, after which I delete the digital files using CCleaner secure deletion and shred the hard copies.
  • Customers’ files that I have worked on and translation memories: I keep your files that I have worked on and translation memories that you have provided for translation purposes for 2 years or until you ask me to delete them, after which I delete them using CCleaner secure deletion.

 

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 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.

You are not required to pay any charge for exercising your rights. If you make a request, I have one month to respond to you.

Please contact me at info@swainlanguageservices.com if you wish to make a request.

 

How to complain

If you have any concerns about my use of your personal information, you can make a complaint to me at info@swainlanguageservices.com.

You can also complain to the 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: +44(0)303 123 1113

ICO website: https://www.ico.org.uk