1. Introduction
Perfect Language Services (“PLS”) is committed to protecting and respecting your privacy. This Privacy Policy explains how PLS collects, uses, and shares personal data when providing interpretation and translation services to organisations, firms, or individuals (“Company”) and introduces interpreters and translators (“Language Provider”) to Company. This Policy complies with the UK General Data Protection Regulation (UK GDPR) and other relevant UK data protection laws.
2. Definitions
- “Personal Data”: Refers to any information relating to an identified or identifiable individual.
- “PLS”: Refers to Perfect Language Services, Company providing interpretation and translation services.
- “Company”: Refers to the organisation, firm, or person to whom an interpreter or translator is introduced by PLS.
- “Language Provider”: Refers to interpreters and translators introduced to Company by PLS.
3. Data Collection
3.1 Information Collected from Company
PLS may collect the following Personal Data from Company:
- Contact details, including name, address, telephone number, and email address.
- Information related to the nature of the services required, including the subject matter, language pairs, project requirements, deadlines, and specific instructions.
- Any other information Company voluntarily provides to PLS.
3.2 Information Collected from Language Provider
PLS may collect the following Personal Data from Language Provider:
- Contact details, including name, address, telephone number, and email address.
- Professional qualifications, certifications, and experience.
- Employment history and references.
- Availability and preferences regarding assignments.
- Payment details for processing fees.
- Any other information Language Provider voluntarily provides to PLS.
3.3 Methods of Data Collection
Personal data may be collected through:
- Direct interactions, such as emails, phone calls, or in-person meetings.
- Forms submitted via PLS’s website.
- Automatic data collection tools, such as cookies on our website.
- Third-party sources, including references and background checks.
4. Purpose of Data Processing
4.1 For Company
PLS processes the personal data of Company for the following purposes:
- To provide translation and interpretation services.
- To manage the business relationship, including communication and project coordination.
- To fulfill legal and contractual obligations.
4.2 For Language Provider
PLS processes the personal data of Language Provider for the following purposes:
- To assess and verify qualifications for assignments.
- To manage and assign translation and interpretation projects.
- To process payments and manage financial records.
- To ensure compliance with legal requirements.
- To maintain records of work performance and feedback.
5. Legal Basis for Processing
PLS processes Personal Data under the following legal bases:
- Contractual Necessity: Processing is necessary for the performance of a contract with Company or Language Provider, or to take steps to enter into a contract.
- Legitimate Interests: Processing is necessary for the legitimate interests of PLS, such as managing and improving services, provided that these interests are not overridden by the rights of the data subjects.
- Legal Obligation: Processing is necessary for compliance with a legal obligation to which PLS is subject.
- Consent: Where consent is required by law, PLS will seek explicit consent before processing the relevant Personal Data.
6. Data Sharing and Disclosure
PLS may share Personal Data with the following third parties:
- Company: PLS may share relevant Personal Data of Language Provider with Company for the purpose of service delivery.
- Service Providers: PLS may share Personal Data with third-party service providers who assist in the provision of services, such as IT support, payment processing, and accounting services.
- Legal Authorities: PLS may disclose Personal Data to law enforcement or other governmental authorities if required by law or to protect the rights, property, or safety of PLS, its clients, or others.
7. Data Retention
PLS will retain Personal Data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
- Personal Data related to Company will typically be retained for 7 years following the conclusion of the service agreement, unless a longer retention period is required by law.
- Personal Data related to Language Provider will typically be retained for 7 years following the end of the professional relationship, unless a longer retention period is required by law.
8. Data Security
PLS is committed to ensuring the security of Personal Data. PLS implements appropriate technical and organisational measures to protect Personal Data against unauthorised access, loss, destruction, or alteration. These measures include:
- Secure storage systems and databases.
- Encryption of sensitive data.
- Access controls and authentication procedures.
- Regular review and updating of security practices.
9. Data Subject Rights
Under UK data protection law, data subjects have the following rights:
- Right to Access: The right to request access to the Personal Data PLS holds about them.
- Right to Rectification: The right to request correction of inaccurate or incomplete Personal Data.
- Right to Erasure: The right to request the deletion of Personal Data where there is no lawful reason for its continued processing.
- Right to Restrict Processing: The right to request the restriction of processing of Personal Data in certain circumstances.
- Right to Data Portability: The right to receive a copy of their Personal Data in a structured, commonly used, and machine-readable format and to transfer it to another controller.
- Right to Object: The right to object to the processing of Personal Data where PLS is relying on legitimate interests as the legal basis.
- Right to Withdraw Consent: Where PLS processes data based on consent, Company or Language Provider has the right to withdraw their consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.
- Right to Lodge a Complaint: If Company or Language Provider believes their data protection rights have been violated, they have the right to lodge a complaint with the Information Commissioner’s Office (ICO) in the UK.
To exercise these rights, data subjects can contact PLS using the contact details provided in Section 14 of this Policy.
10. Cookies and Website Usage
PLS may use cookies on its website to enhance user experience and analyse website traffic. Cookies are small data files stored on a user’s device. Users can manage or disable cookies through their browser settings. Detailed information on the use of cookies can be found in PLS’s Cookie Policy
11. Complaints
If you believe that PLS has not complied with your data protection rights, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s supervisory authority for data protection issues.
12. Changes to this Privacy Policy
PLS may update this Privacy Policy from time to time to reflect changes in legal requirements or our data processing practices. PLS will notify Company and Language Provider of any significant changes to this Policy.
13. Contact Information
For any questions or concerns about this Privacy Policy or PLS’s data protection practices, please contact:
Perfect Language Services (PLS)
19 Margil House, Singapore Road, London, United Kingdom, W13 0FD
020 33 76 1314
info@perfectlanguageservices.com