This privacy notice provides you with details of how we collect and process your personal data through your use of our site www.thelanguagefactory.co.uk.
By providing us with your data, you warrant to us that you are over 16 years of age.
The Language Factory is the data controller and we are responsible for your personal data (referred to as “we”, “us” or “our” in this privacy notice).
Our full details are:
The Language Factory Ltd.
Email address: [email protected]
Postal address: Suite 7, Phoenix House, 63 Campfield Road, St Albans, AL1 5FL, UK
Telephone number: +44 (0)1727 862722
It is very important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes.
Personal data means any information capable of identifying an individual. It does not include anonymised data.
We may process the following categories of personal data about you:
Communication Data that includes any communication that is sent to us whether that be through the contact form on our website, through email, text, social media messaging, social media posting or any other communication we are sent. We process this data for the purposes of communicating with individuals, for record keeping and for the establishment, pursuance or defence of legal claims.
Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
Client Data that includes data relating to any purchases of services such as name, title, billing address, delivery address, email address, phone number, contact details, purchase details and bank details. We process this data to supply the services purchased, to keep records of such transactions, to request feedback on our services and for the establishment, pursuance or defence of legal claims.
Our lawful ground for this processing is legitimate interests which in this case are to enable us to supply our services, keep a record of such services provided, to request feedback on our services and to establish, pursue or defend legal claims.
Prospective Client Data that includes data relating to potential purchases of services such as name, title, address, email address, phone number and service requirements. We process this data to discuss the supply of services and to keep records of such discussions. Our lawful ground for this processing is legitimate interests which in this case are to enable us to grow our business.
User Data that includes data about how you use our website. We process this data to operate our website and ensure relevant content is provided, to ensure the security of our website, to maintain back-ups of our website and/or databases and to enable publication and administration of our website.
Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
Technical Data that includes data about use of our website such as IP address, details about the browser used, length of visit to pages on our website, page views and navigation paths, details about the number of times the individual uses our website, time zone settings and other technology on the devices used to access our website.
The source of this data is from our analytics tracking system. We process this data to analyse use of our website and other online services, to administer and protect our business and website and to deliver relevant website content.
Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide on our marketing strategy.
Marketing Data that includes data about the individual’s preferences in receiving marketing from us and their communication preferences. We process this data to enable them to receive relevant information about our services and industry, to deliver relevant website content and measure or understand the effectiveness of our marketing.
Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our services, to develop them, to grow our business and to decide on our marketing strategy.
Supplier Data that includes data relating to anyone supplying us with services, including freelance translators, such as name, title, address, email address, phone number, purchase orders and bank details. We process this data to enable suppliers to supply us with their services and to keep records of such transactions.
Our lawful ground for processing this information is the performance of a contract between suppliers and us and/or taking steps to enter into such a contract.
Candidate data that includes data relating to anyone applying to join our team, such as name, title, address, email address, phone number and employment history. We process this data to enable them to be considered for a position with the company and to keep records of communication relating to the application process.
Our lawful ground for processing this information is performance of a contract between candidates and us and/or taking steps to enter into such a contract.
Project Data that includes personal data in content for translation. We process this data in the context of the services we provide.
Our lawful ground for this processing is legitimate interests which in this case are to carry out our business and fulfil our clients’ requirements, and to establish, pursue and defend legal claims.
We do not collect any Sensitive Data about you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract (for example, to deliver services to you). If you don’t provide us with the requested data, we may have to cancel a service you have ordered but if we do, we will notify you at the time.
We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary. In case we need to use your details for an unrelated new purpose we will let you know and explain the legal grounds for processing.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
We do not carry out automated decision making or any type of automated profiling.
We may collect data about you by you providing the data directly to us (for example by filling in forms on our site or by sending us emails). We may automatically collect certain data from you as you use our website by using cookies and similar technologies. Please see our cookies policy for more details about this.
We may receive data from third parties such as analytics providers, e.g. Google, based outside the EU.
Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).
Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since.
You can ask us to stop sending you marketing emails at any time by clicking on the Unsubscribe or Update preferences links present at the bottom of every marketing email or by emailing us at [email protected]
If you opt out of receiving marketing communications, this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, supplier registrations, etc.
We will not share your personal data with any third party for their own marketing purposes.
We may have to share your personal data with the parties set out below:
Service providers who provide IT and system administration services
Professional advisers including lawyers, bankers, auditors and insurers
Government bodies that require us to report processing activities
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.
Many of our third party service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.
Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is in place:
We will only transfer your personal data to countries that the European Commission have approved as providing an adequate level of protection for personal data by; or
Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe; or
If we use US-based providers that are part of EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place.
If none of the above safeguards are available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time. If the provision of our services requires transfer of personal data outside of the EEA or a similarly adequate country, unless otherwise informed, we will require confirmation that specific consent for this transfer has been obtained from the relevant data subject.
We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.
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.
When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.
For tax purposes the law requires us to keep basic information about our customers (including contact, identity, financial and transaction data) for six years after they stop being customers.
Under data protection laws you have rights in relation to your personal data that include the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data and (where the lawful ground of processing is consent) to withdraw consent.
You can see more about these rights at:
If you wish to exercise any of the rights set out above, please email us at [email protected]
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 fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.
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.
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.
If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
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. When you leave our website, we encourage you to read the privacy notice of every website you visit.
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