Privacy Notice

My contact details

Ken The Translator Ltd
England and Wales Company Registration Number 14516295
Registered office address: Brookfield Court, Selby Road, Garforth, Leeds, West Yorkshire, LS25 1NB, UK
Trading address: 32 Sidford Close, Hemel Hempstead, Hertfordshire, HP1 2LF, UK
Phone Number: +44 (0)7442 381251
E-mail: privacy@kenthetranslator.co.uk

The type of personal information I collect

Personal data that I collect may include your name, job title, contact information (postal address, e-mail address and phone number), tax number, payment and delivery conditions, banking details, other information voluntarily supplied by you, and information that may appear in source documents and reference material sent for the express purposes of translation or revision.

How I get the personal information and why I have it

Most of the personal information I process is provided to me directly by you for one of the following reasons:
– Issuing quotes and invoices
– Providing service(s) that you have requested
– Responding to your queries
– Keeping business records for internal administrative use, for tax purposes and to comply with legal requirements
– Customer relations (such as keeping you informed of any changes in my services or availability)

Under the UK General Data Protection Regulation (UK GDPR), the legal bases I rely on for processing your data are:
– to perform the translation or review services you request or take necessary steps prior to fulfilling that request (“contract”), and
– to comply with legal requirements (“legal obligation”).
The legal basis for processing special categories of data, where contained in documents that you send to me for translation or revision, is your consent for me to translate or review that information (“consent”). You are able to remove your consent at any time. You can do this by contacting me at privacy@kenthetranslator.co.uk.

I do not use your data for marketing purposes.

How I store your personal information

Information sent to me is securely stored on my personal computer, which is appropriately secured at all times, is password protected, is encrypted, is updated when updates become available, and cannot be accessed by third parties. My personal computer includes antivirus software to prevent theft or destruction of the information stored thereon, and a firewall to prevent unlawful remote third-party access. Data on my personal computer is backed up to an encrypted local hard drive and to a cloud storage service daily so that personal data can be recovered in the event of loss or damage.

To comply with UK tax law, I will store your personal data for up to seven years, unless you ask me to delete it sooner (subject to my tax and accounting requirements). If you ask me to delete translations prior to the expiry of the seven-year period, I can no longer be held responsible for any queries or issues arising from the content of those translations.

After the expiry of the seven-year period, I will dispose of your information by deleting all copies that I hold.

Who may have access to your personal data

Some information may be shared with third parties for administrative purposes only, including the providers of my cloud backup and website and e-mail hosting services. These parties are GDPR-compliant or, in the case of US companies, are self-certified under the EU-US Privacy Shield framework.

I will never sell or lease your personal data to third parties.

I will not outsource work to other translators or revisers unless agreed directly with you, for example in the case of a very large project or a project with varied content. If I do outsource to other translators or revisers, I will ensure that they are also GDPR compliant and I will confirm this to you.

Unless explicitly requested by you for the purposes of post-editing, I will not use online machine translation tools to translate your documents. Any personal data contained within documents entrusted to me for translation therefore will not be at risk of being leaked online by such tools.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask me for copies of your personal information.

Your right to rectification – You have the right to ask me to rectify personal information you think is inaccurate. You also have the right to ask me to complete information you think is incomplete.

Your right to erasure – You have the right to ask me to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask me to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that I transfer the personal information you gave me to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, I have one month to respond to you.

Contact me at privacy@kenthetranslator.co.uk if you wish to make a request.

How to complain

If you have any concerns about my use of your personal information, you can contact me at privacy@kenthetranslator.co.uk.

You can also complain to the ICO if you are unhappy with how I have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
UK

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Links to other websites

This privacy notice does not cover links on this site that lead to other websites. You are advised to read the privacy notices on any external websites that you visit.

Google Analytics

This website uses cookies to analyse traffic using Google Analytics, a service that sends web traffic data to Google servers in the United States. You are not required to accept these cookies to use this website, and you may refuse them using the options provided on the website’s cookie banner. Google Analytics does not identify individual users or associate your IP address with other data held by Google. Reports provided by Google Analytics are used only for the purposes of improving the website, and I do not combine this information with any personal data. Detailed cookie information can be found on the cookie banner itself.

Changes to this privacy notice

This privacy notice will be reviewed as necessary. Any changes made will become effective as soon as they are published on my website.

Last updated: 1st February 2023