Privacy and cookie notice
Last updated 31 July 2020
At Inbox Translation (that’s us!), we respect and take protecting your information seriously. This Privacy Notice covers the type of information we collect about you, how we use it and who we share it with. It also describes how you can access and update this information. The information we collect is strictly limited to the purpose of providing the service we have been contracted for and it is never sold to other parties.
We have always handled all data with care (well before GDPR) and have never used it for purposes other than what we had agreed on, but the new regulations say we need a new notice, so here it is. For any questions about it, please contact us via email at firstname.lastname@example.org.
In a nutshell:
- We keep the information we hold about you to a minimum (need-to-know basis)
- We collect and use your data to provide our services to you, respond to your enquiries, meet our legal obligations, and/or improve our services and website
- We delete your data when it is no longer needed for these things
- We do not share your information with third parties (with exceptions – please see the relevant section)
- You have the right to access and amend the information we hold about you
- We take security seriously
Who we are
Inbox Translation Ltd is a company registered in England and Wales (company no: 08477802), with a registered address at 86-90 Paul Street, London, UK, EC2A 4NE.
We are registered with the Information Commissioners Office in the UK with reference number ZA067866.
Information we collect and what we do with it
The type of data we collect about you depends on the relationship we have with you and how you interact with or use our services. Please read the relevant section that applies to your situation
You are a client
In order to provide you with translation/interpreting or related services, we collect personal data such as: your name, email, company (if applicable), phone number, address, sometimes financial details.
The legal basis for collecting this information is to fulfil our contractual obligations to you (i.e. provide services) or because you have asked for a quote before entering into a contract. Sometimes, due to the nature of the service we provide to you, we may also come across various personal data such as date of birth (for example, when translating medical records, birth certificates, etc). Any information about you is treated with confidentiality.
Some of this information may be shared with: accounts (external accountant, billing software, bank), suppliers on a need to know basis (e.g. interpreters if they need to meet you, data on documents they are working on, etc.), employees as necessary (e.g. project managers). All these parties are GDPR-compliant.
We do not sell your personal information to other parties.
You are a supplier
If you are a translator or interpreter, we may collect and/or hold information about you, such as name, email, company (if applicable), phone number, address, financial details (for payments), CV.
This data is collected for operational purposes, in order to enter into a contract of supplying services. Some of this information may be shared with: accounts (external accountant, billing software, bank), clients on a need to know basis (e.g. you are an interpreter and need to meet client), employees as necessary (e.g. project managers). All these parties are GDPR-compliant.
We do not sell your personal information to other parties.
You are a visitor to the website
Our website uses third-party cookies, which serve several purposes. Cookies allow pieces amounts of information to be collected from your internet browser. All data from cookies is depersonalised and displayed as numbers, meaning it cannot be tracked back to individuals and it contains no personal data. This helps to protect your privacy.
If you do not want to accept cookies, you can disable them from your browser settings. Please note that disabling cookies may affect some of the functionality of the website. You can read more information about cookies and how to disable them at https://www.aboutcookies.org/how-to-control-cookies/ or https://www.allaboutcookies.org/manage-cookies/.
We reserve the right to disclose your personal information as required by law, when we believe that disclosure is necessary to protect our rights, or the rights of others, or to comply with a judicial proceeding, court order, or legal process served on us.
Should Inbox Translation go through a business transition (merger, acquisition by another company, or sale), your personal information will likely be among the assets transferred. You acknowledge that such transfers may occur. You will be notified via email or a prominent notice on our website for 30 days of any such change.
Access to personal information
Upon request, we will provide you with information about whether we hold any personal information about you. If your personal information changes, or if you no longer desire our service, you may correct, update or delete it by emailing us on email@example.com. We will respond to your request within 30 days.
We will keep your information for as long as needed to provide you with services, as well as necessary to comply with our legal obligations, resolve disputes, and/or enforce our agreements.
The security of your personal information is important to us. When you provide personal information, such as your name and email (for instance by filling in our contact form), we encrypt the transmission of that information using secure socket layer technology (SSL).
We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once we receive it. However, no method of transmission of data over the internet, or method of electronic storage of data is 100% secure. Therefore, we cannot guarantee its absolute security. If you have any questions about security on our website, you can contact us.
We post customer testimonials on our website, which may contain personal information. We obtain our clients’ consent to post their name and other information (e.g. company name, role etc.) along with their testimonial prior to posting the testimonial on our website. However, if you wish to request the removal of your testimonial, please contact us.
Social media features
Changes to this privacy notice
Links to other sites
Our website offers a publicly accessible blog. You should be aware that any information you provide in these areas may be read, collected, and used by others who access them. To request removal of your personal information from our blog or community forum, contact us. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why.
If you are unhappy about something in this policy, have any queries about our data protection procedures or wish to file a complaint, please contact us first. After that, you have the right to send a complaint to the Supervisory Authority, the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow Cheshire SK9 5AF.