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Privacy and data protection

The aim of this document is to explain the different types of personal data handled by Vis Verborum and your rights regarding that data. Vis Verborum is registered as a data controller with the UK Information Commissioner’s Office pursuant to Part III of the Data Protection Act 1988 c. 29: registration number ZA039177.

Visitors to the website

The Vis Verborum website uses “cookies”: these are small files, typically consisting of letters and numbers, downloaded onto a device when the user accesses certain websites. The Vis Verborum website uses them to control which language version of a page the user sees, and for other adjustments to the appearance of the website. If you do not want cookies to be downloaded to your device, you can configure your web browser to refuse cookies: however this site and other sites that you visit may not work correctly if you do this.

As with all websites, your IP address is recorded when you visit the Vis Verborum website. Your IP address may give information about the city or country in which your computer or other device is located. The page which “referred” you to the website (e.g. google.co.uk) may also be recorded. This data is only used for website management. It is accessible to our contractors, Gandi International s.a.r.l. (hosting) and Semiocity Communication Services (website management), but is not shared with other third parties.

In all cases

You have a right to access any of your personal data held by us. You may also have a right to prevent processing of your data and to have any inaccurate personal data rectified, blocked, erased or destroyed. These rights may be exercised by writing to Nigel Wheatley, Vis Verborum Translation Services, 34 Newland Street, WAKEFIELD, WF1 5AH, United Kingdom, or by sending an email to nigel@visverborum.com.

We may occasionally contact clients with information we feel might be of interest to them but which would fall under the legal definition of “direct marketing”. You have the right to prevent your personal data being processed for direct marketing so, if you only want to hear from us regarding the specific translation(s) you have commissioned, please let us know at the address above. We will never share your personal data with other businesses or organisations for direct marketing purposes.

For more information about your rights under the Data Protection Act, please see the Information Commissioner’s Office website at www.ico.org.uk.

Clients

Vis Verborum will store and process your personal data solely for the purposes of providing you with translation services or other language services or responding to your enquiry about such services. If you are an individual enquiring about language services and you choose not to commission such services from us, any personal data concerning you will be deleted after three months. If you commission language services from us, the following personal data will be stored and processed for a period not exceeding seven years from the date on which our last invoice was paid in full:

  • Your name and address;
  • Your telephone number and/or fax number (if applicable);
  • Your email address (if applicable);
  • Your VAT number or similar fiscal identification number (if applicable);
  • Summary details of the translation project(s) undertaken or other services provided;
  • The source document(s) and translation(s), unless we have agreed separately that these should be destroyed sooner and you have signed the corresponding waiver of rights of action. If the source document(s) and translation(s) contain personal data concerning you, they will be handled as described in the “Third parties” section below.

Your personal data will only be shared with third parties in accordance with Part IV of the Data Protection Act 1988 c. 29, and s. 35 in particular.

Translators

If you are a freelance translator and you send your personal data to Vis Verborum, we will store it and process it solely for the purposes of providing our clients with language services. If we do not commission language services from you, your personal data will be deleted after two years. If we commission language services from you, the following personal data will be stored and processed for a period not exceeding seven years from the date on which your last invoice was settled:

  • Your name and address;
  • Your telephone number and/or fax number (if applicable);
  • Your email address (if applicable);
  • Your VAT number or similar fiscal identification number (if applicable);
  • Your bank details;
  • Details of your educational qualifications, memberships of professional bodies, etc.;
  • Any further personal information that you provide to us (e.g. your CV).

Your personal data will only be shared with third parties in accordance with Part IV of the Data Protection Act 1988 c. 29, and s. 35 in particular.

Third parties

Documents to be translated can sometimes contain personal data, including sensitive personal data about the data subject’s physical or mental health, racial or ethnic origins, religious beliefs or trade union membership. If you commission the translation of a document containing personal data, you are confirming that the data subject’s has consented for his/her personal data to be processed to the extent that is strictly necessary for the translation to be made.

As far as possible, the document (and the translation, if applicable) will be anonymised before being sent to an external translator or reviser. This means that any information that could readily identify the data subject, such as their name, address, date of birth, telephone number or National Insurance or social security number, will be blacked out or deleted. It should be remembered though that it is not always possible to make a document completely anonymous: please contact us if you have any questions about the anonymisation of your document.

Documents and translations will not be sent outside the European Economic Area (EEA), except to countries recognised as having a level of data protection equivalent to that in the EEA (see http://ec.europa.eu/justice/data-protection/document/international-transfers/adequacy/index_en.htm for a list of these countries) and to your home country if you live or are located outside the EEA. In particular, documents and translations will not be sent to the United Sates unless the person commissioning the translation lives or is located in the United States. The servers hosting the visverborum.com domain and email addresses are located in Luxembourg.

Vis Verborum will store documents and translations containing personal data in accordance with best professional practice and any recommendations from the Information Commissioner’s Office. Documents and translations will be anonymised as soon as possible after the corresponding invoice has been paid in full.