Privacy Policy

1. Introduction

1.1 This is the Privacy Policy for TVG Translegal Limited (‘Policy’).

1.2 In this policy, “we”, “us” and “our” refer to TVG Translegal Limited.

1.3 In this Policy we use terminology and abbreviation used in the Terms and Conditions of TVG Translegal Limited.

1.4 We are committed to safeguarding the privacy of our Clients and this website’s visitors. We only use your personal data in connection with the translation and/ or interpreting services we provide and do not sell it, rent it, etc.

1.5 We act as a Data Controller for data provided to us and as a Data Processor for any Personal Data included with any information provided to us in connection with translation/ interpreting services (for example: documents sent to us for translation).

1.6 The purpose of this Policy is to inform you as to how we look after your Personal Data when you visit our website, including any data you may provide through this website or send to us in correspondence.

1.7 This website is not intended for children and we do not knowingly collect data relating to children.

1.8 We will also tell you about your privacy rights and how the data protection law protects you.

1.9 We may use cookies on our website. Insofar as those cookies are not strictly necessary, we will ask you to consent to our use of cookies when you first visit our website.

1.10 This website may include links to Third Parties’ websites, plug-ins and applications. Clicking on those links or enabling those connections may allow Third Parties to collect or share data about you. We do not control these Third Parties’ websites and are not responsible for their privacy statements. If you leave our website via a link, we encourage you to read the privacy notice of every website you visit.

2. Personal Data that we collect

2.1 Personal Data, or personal information, means any information about an individual from which that person can be identified. More information about Personal Data can be found from the Information Commissioner’s Office website.

2.2 The following Personal Data may be collected, used, stored and transferred:

• Name/ Company name and number

• Job title

• Address details

• Email address

• Telephone numbers

• Payment/ Financial Data including VAT details

• Website details

• IP Addresses

• Any information contained in CV and any other information related to contractor

• Documents and messages provided to us (and therefore this includes any Personal Data stored in the “properties” of a document).

2.3 We may also collect, use and share aggregated data such as statistical data. 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: by way of example, aggregate usage data to calculate the percentage of users accessing a specific website feature. However, any aggregated data, that in combination with personal data may directly or indirectly identify an individual, will be treated with necessary safeguards and in accordance with this Policy.

2.4 No specific Special Categories of Personal Data is intended for collection.

3. Reason for Collection of Personal Data

3.1 We may collect data related to an identity and contact details of an individual, which are required in order to process the request and conduct our everyday business when forms and requests are completed and/ or by way of corresponding with us by post, phone, email or otherwise, including collection of Personal Data when we make necessary enquiries:

  • to provide you, in respect of our translation and/ or interpreting services and/or any additional information necessary for a Quotation;

  • related to performance of our translation and/ or interpreting services;

  • related to our marketing information.

4. How we might use your Personal Data

4.1 We may process your data related to usage of our website and services. This may include details of your IP address, geographical location, length of visit, page views and website navigation paths, etc. This data may be processed for the purposes of analysing the use of the website. The legal basis for this processing is our legitimate interests in monitoring and improving our website and services.

4.2 Any information relating to our Staff, including contact information, name and contact details, employment and previous employment, and other information contained in such communications may be subject to processing. The source of this data is a Staff member. The purpose of processing this data is keeping our records in proper order and administering our business activities.

4.3 We may process information contained in any enquiry submitted to us to us regarding our translation and/ or interpreting services and any communication that you send to us. We may process this data in order to offer the requested services to you. Consent is the legal basis for this processing.

4.4 We may process your Personal Data that are provided in the course of the use of our services, and might include: contact information, specific information regarding Translation Task, Source Material and/ or any other documents supplied by you. This data may be processed for the purposes of providing our translation and/ or interpreting services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is the performance of an agreement between you and us and/ or taking steps, at your request, to enter into such an agreement.

4.5 Any information relating to our customer relationships, including customer contact information, customer’s name and contact details, company’s name and details, job title or role, information contained in communications may be subject to processing. The source of this data is a customer. The purpose of processing this data is communication with customers, keeping records of those communications and promoting our products and services to customers. The legal basis for this processing is proper management of our customer relationships.

4.6 We may process information that relates to our customers’ transactions, including purchases of our translation and/ or interpreting services. This data may include customer’s name and contact details and the transaction details. The purpose of processing this data is supplying our translation and/ or interpreting services and the keeping of proper transaction records. The legal basis for this processing is the performance of an agreement and/ or taking steps, at your request, to enter into such an agreement and proper administration of the business.

4.7 We may process Personal Data identified in this policy if and when necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedures. The legal basis for this processing is protection and assertion of our legal rights, our customers’ legal rights and the legal rights of the Third Parties.

4.8 We may also process any of the Personal Data provided to us where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect our legal rights, our customers’ legal rights and the legal rights of the Third Parties.

4.9 We may process your Personal Data for more than one lawful basis depending on the specific purpose for which we are using data supplied by you.

4.10 We will only use Personal Data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

4.11 We may process your Personal Data without your knowledge or consent, in compliance with the above rules, where there are no direct restrictions imposed by law.

4.12 We do not require the supply of any other Personal Data, unless we specifically request this from you.

5. Providing your Personal Data to others

5.1 We will not provide Personal Data to others, with the exception of the circumstances specified in this Policy.

5.2 It may be necessary to share your Personal Data among the Staff to be able to provide our translation and/ or interpreting services and/ or to properly run our business. The Staff is not permitted to use your Personal Data for their own purposes.

5.3 It may also be necessary to share your Personal Data, in circumstances if a change happens to our business, i.e. if we sell, transfer, merge parts of our business or our assets or acquire other businesses or merge with them, with the new owner, who may use your Personal Data in the same way as set out in this Policy.

5.4 We may disclose Personal Data where such disclosure is necessary for compliance with the requests of authorities (i.e. HM Revenue & Customs, regulators and other authorities), court orders or other legal obligation to which we are subject, or in order to protect our customers’ legal rights and the legal rights of the Third Parties. We may also disclose Personal Data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

6. Retaining, Amending and Deleting Personal Data

6.1 Personal Data that we process for any purpose or purposes shall not be kept for longer than is necessary, including for the purposes of satisfying any legal, accounting or reporting requirements.

6.2 We may amend any provision of this Policy. We will publish a new version on our website. We encourage you to check our Policy on our website from time to time. We are not obliged to inform you when such amendments have taken place, although we retain the right to do so.

6.3 Notwithstanding the other provisions of this Policy, we may retain your Personal Data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your legal rights and the legal rights of the Third Parties.

7. International transfers

7.1 If, for the purposes of quotation or translation, you have provided documents that contain personal information, we may share this Personal Data with our linguists. This may involve transferring your data outside the United Kingdom (UK) and European economic area (EEA) to countries that are deemed “not adequate” under GDPR, save for: Andorra, Argentina, Brazil, Canada (commercial organisations), Faroe Islands, Guernsey, Israel, Isle of Man, Jersey, Japan, Kenya, Mauritius, Nigeria, New Zealand, South Africa, South Korea, Switzerland, Turkey, Uganda, Uruguay and the US (together - GDPR and alike Countries).

7.2 Whenever we transfer your Personal Data out of the GDPR and alike Countries, we strive to ensure a similar degree of protection is afforded to it by implementing technical safeguards, confidentiality agreements, processing arrangements and any other measures the clients may request, provided those (i) will enable us to provide our services and (ii) they will not contravene our Terms and Conditions and Policy as well as laws and regulations.

8. Your rights

8.1 We summarised the rights that you have under data protection laws, however, some of the rights are complex, and not all of the details of those have been included in the summary below. Accordingly, we strongly encourage you to read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

8.2 You have the following rights with respect to your Personal Data:

  • to request a copy of the Personal Data we hold about you;

  • to request to amend any Personal Data if it is found to be inaccurate or out of date;

  • to request your Personal Data is erased provided it is no longer necessary to retain such data;

  • to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;

  • to request that we provide you with your Personal Data and where possible, to transmit that data directly to another data controller, 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;

  • to request a restriction is placed on further processing your Personal Data;

  • to object to our processing of Personal Data, where applicable.

If you wish to exercise any of the rights set out above, please contact us per contact details provided below.

8.3 You may access your Personal Data (or to exercise any of the other rights stated above in paragraph 8.2) free of charge. However, we may charge a reasonable admin fee if your request is unfounded, repetitive or excessive, as well as we may refuse to comply with your request in these circumstances.

8.4 We may need to request specific information from you to help us to confirm your identity and ensure your right to access your Personal Data (or to exercise any of the other rights stated above in paragraph 8.2). It is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it.

8.5 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.

9. About cookies

9.1 We may collect information directly from you in a number of ways. One way is through the use of ‘cookies’. Cookies are small files sent to your browser from websites you visit. These files track and monitor the sites you visit and the items you click on these pages.

9.2 We may use cookies in order to make the website work, or to work more efficiently, as well as to collect statistical data. They help us to understand how our customers and potential customers use our website so we can develop and improve the design, layout, content and function of the site.

9.3 Cookies we use are used to simply collect information about how visitors use our website, and these types of cookies collect the information in an anonymous form. Therefore, such information normally does not personally identify a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

If you are uncomfortable with the use of cookies, you can disable cookies on your computer by changing the settings in the preferences or options menu in your browser. You can set your browser to reject or block cookies or to tell you when a website tries to put a cookie on your computer. You can also delete any cookies that are already stored on your computer’s hard drive. Although note, blocking all cookies will have a negative impact upon the usability of many websites, including it may affect usage of all the features on our website.

9.4 To find out more about cookies, including about blocking and deleting cookies via these links:

• support.google.com/chrome/answer/95647?hl=en (Chrome);

• support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox);

• www.opera.com/help/tutorials/security/cookies (Opera);

• support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer);

• support.apple.com/en-gb/guide/safari/sfri11471/mac (Safari);

• privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge).

10. Marketing Emails

10.1 We may occasionally send marketing emails. If you do not want to receive them, you can and should, ask us to stop sending them to you by contacting us per contact details provided below.

11. Informing us of changes to your personal data

11.1 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 accurate and current.

12. Queries, requests or concerns

12.1 To exercise all relevant rights, queries or complaints in relation to this Policy or any other data protection matters between you and us, please in the first instance contact us per contact details provided below.

12.2 If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 0303 123 1113 or via email ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, UK.

13. Our contact details

13.1 This website is owned and operated by TVG Translegal Limited.

13.2 TVG Translegal Limited – the company registered in England, No. 08046708, the registered office of which is at Wren House, 68 London Road, St Albans, Hertfordshire, AL1 1NG, UK.

13.3 TVG Translegal Limited contact details are:

• Postal address: Wren House, 68 London Road, St Albans, Hertfordshire, AL1 1NG, UK

• Email: tvg.translegal@ymail.com; translations@tvgtranslegal.co.uk.