This policy covers Geo's use of information that we collect when you use www.geolanguages.co.uk.

This is the privacy notice for Geo Language Services Ltd. We act as a data controller for any data you provide us and as a data processor for any Personal Data included in media sent to us in connection with our translation/interpreting services (for example: documents sent to us for translation).

Firstly, we would like to state that we respect your privacy and are determined to protect your personal data. We only use your personal data in connection with the language services we provide and do not sell it, rent it, write it on walls for comic effect, etc.

The purpose of this privacy notice is to inform you as to how we look after your personal data when you visit our website, when you enter data into forms on our website and in any subsequent dealings with us.
We’ll also tell you about your privacy rights and how the data protection law protects you.

1. WHO WE ARE AND IMPORTANT INFORMATION
2. THE PERSONAL DATA WE COLLECT ABOUT YOU
3. HOW WE COLLECT YOUR PERSONAL DATA
4. HOW WE USE YOUR PERSONAL DATA
5. WHO WE SHARE YOUR PERSONAL DATA WITH
6. INTERNATIONAL TRANSFERS
7. DATA SECURITY
8. DATA RETENTION
9. YOUR LEGAL RIGHTS
10. CHANGES TO THIS NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
11. QUERIES, REQUESTS OR CONCERNS

1. WHO WE ARE AND IMPORTANT INFORMATION

What is the purpose of this privacy notice?
This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website or send to us.

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

You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Data controller(s)
Geo Language Services Ltd is the controller and responsible for your personal data (collectively referred to as “the company”, “we”, “us” or “our” in this privacy notice). We also act as a data processor for any Personal Data included in media sent to us in connection with our translation/interpreting services.

Our contact details are:
Milestone House, Millbrook
Guildford GU1 3YA
United Kingdom

Tel: +44 1483 577750
Email: help@geolanguages.co.uk
Email for data protection queries:

For all data matters contact the data protection representative.

Third-party links outside of our control
This website may include links to third-party 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-party 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. THE PERSONAL DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. You can find out more about personal data from the Information Commissioners Office.

We may collect, use, store and transfer different kinds of personal data about you including:
• Name
• Email address
• Company name
• Job title
• Address details
• Telephone numbers
• Payment/Financial Data
• VAT numbers
• Website details
• IP Addresses
• Any information contained in your CV and related contractor documentation, if you submit this to us.
• Documents and messages submitted by you, (and therefore this includes any personal data stored in the “properties” of a document)

We also collect, use and share aggregated data such as statistical or demographic data for any purpose. 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. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature.

However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not knowingly/willingly collect any Special Categories of Personal Data.

3. WHY WE COLLECT YOUR PERSONAL DATA

We collect data from you directly when you give us your identity and contact data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

• Request our products or services, or a quote;
• Apply to work for us;
• Subscribe to our service or publications;
• Request marketing information to be sent to you.

We need your personal data simply to process such requests.

4. HOW WE USE YOUR PERSONAL DATA

Below is a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us at dataprotection@geolanguages.co.uk if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the list below.

Purpose/Activity, Type of data, Lawful basis for processing including basis of legitimate interest

To register you as a new or potential customer, send a quote, carry out requested language services such as translation, interpreting, voice-overs etc.
• Identity
• Contact
• Performance of a contract with you

To register you as a linguist or applicant
• Identity
• Contact
• CV data
• Evidence of qualifications, tests, references, performance feedback
• Financial Data
• Performance of a contract with you

Feedback surveys
• Contact
• Performance of a contract with you/ Legitimate Interest

Marketing Activities
• Identity
• Contact
• Performance of a contract with you

Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please email the data protection representative at dataprotection@geolanguages.co.uk at any time.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Opting out of Marketing Emails
We know how it feels to receive lots of unnecessary and unwanted marketing emails, consequently we limit such communications from us to a maximum of 3-4 per year. If you feel this is too much, you can and should, ask us to stop. Don’t be shy. Follow the opt-out links on any marketing message sent to you or by emailing the data protection representative at unsubscribe@geolanguages.co.uk at any time.

Cookies
We collect information directly from you in a number of ways. One way is through the use of ‘cookies’. Like most websites, we use cookies in order to make the website work, or to work more efficiently, as well as to provide information to the owners of the website (that’s us). 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. Cookies are small text files that are placed on your computer’s hard drive by websites that you visit. They save and retrieve pieces of information about your visit to the website – for example, how you entered the site, how you navigated through the site and what information and documentation was of interest to you. This means that when you go back to a website, it can give you tailored options based on the information it has stored about you on your last visit.

Some of our cookies are used to simply collect information about how visitors use our website and these types of cookies collect the information in an anonymous form.
Where there is a login process relating to our services we also use cookies to store personal registration information so that you do not necessarily have to provide it to us again on subsequent visits.

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. However, please be aware that if you do delete and block all cookies from our website, parts of the site may subsequently not work. This is because some of the cookies we use are essential for parts of our website to operate. Likewise, you may not be able to use some products and services on other websites without cookies.

To find out more about cookies, including seeing what cookies have been set and how to manage and delete them, visit http://www.youronlinechoices.com/
If you do not wish to accept cookies from our website, please leave this site immediately and then delete and block all cookies from this site.

5. WHO WE SHARE YOUR PERSONAL DATA WITH

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
• Internal Parties, e.g. staff.
• External Third Parties Service, for example:
• Linguists, who can be based worldwide, where such personal data exists in documents provided for translation or other language services.
• Professional advisers including accountants, lawyers, bankers, auditors and insurers within the EEA area.
• HM Revenue & Customs, regulators and other authorities.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We may use the following third-party service providers to process and store your data, only where applicable, depending on your use of Geo’s services:

Name, Link to privacy statement, Why Used
• Wetransfer, https://wetransfer.com/legal/privacy, Used for sending and receiving files via our website
• Sumo, https://help.sumo.com/hc/en-us/articles/218958727-Privacy-Policy, Used for subscribing to our mailing list
• WordPress, https://en-gb.wordpress.org/about/privacy/, Used for filling in forms on our website
• Surveymonkey, https://www.surveymonkey.com/mp/legal/privacy-policy/, Used for satisfaction surveys
• Webstat, https://www.webstat.com/tpl_privacy.php, Used for website data analysis
• Online Project Management Tool, Used for storing client and supplier details for quoting, orders, purchase orders, invoicing. Please contact us if you require further details on this. We do not make this information publicly available as we consider that doing so will only present an increased security risk. Our online project management tool is GDPR compliant and its servers are based in the EEA.

6. INTERNATIONAL TRANSFERS

If you have submitted documents for the purposes of quotation or translation and these contain personal information, we may share this personal data with our linguists. This may involve transferring your data outside the European economic area (EEA) to third countries that are deemed “not adequate” under GDPR.

At the time of publication the only adequate countries outside the EEA area are: Andorra, Argentina, Canada (commercial organisations), Faroe Islands, Guernsey, Israel, Isle of Man, Jersey, New Zealand, Switzerland, Uruguay and the US.

It goes without saying that many of our linguists are based outside these countries, so processing of your documents and any personal data therein may involve a transfer of personal data outside the EEA/adequate countries.

Whenever we transfer your personal data out of the EEA, we strive to ensure a similar degree of protection is afforded to it by implementing safeguards, including redaction of any personal information (where possible and reasonably practical), confidentiality agreements, standard contractual clauses and agreed deletion periods.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

7. DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see Your legal rights below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

9. YOUR LEGAL RIGHTS

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:
• The right to request a copy of the personal data which we hold about you;
• The right to request that we correct any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary to retain such data;
• The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
• The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), 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);
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).

If you wish to exercise any of the rights set out above, please contact our Data Protection Representative at dataprotection@geolanguages.co.uk

No fee required – with some exceptions
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond
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.

10. CHANGES TO THIS NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

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.

11. QUERIES, REQUESTS OR CONCERNS

To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact our data protection representative on +44 1483 577750 or dataprotection@geolanguages.co.uk.

If this does not resolve your complaint to your satisfaction, you have the right to lodge a complaint with the Information Commissioners Office on 03031231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.

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