Translation100 needs to gather and use certain information about individuals.
This can include clients, business contacts, employees and other people Translation100 has a relationship with or may need to contact.
This policy describes how this personal data must be collected, handled and stored to meet the company’s data protection standards – and to comply with the law.
Why this policy exists
This data protection policy ensures Translation100:
Complies with data protection law and follow good practice
Protects the rights of staff, customers and partners
Is open about how it stores and processes individuals’ data
Protects itself from the risks of data breach
Data protection law
The Data Protection Act 1998 describes how organizations – including Translation100 – must collect, handle and store personal information.
These rules apply regardless of whether data is stored electronically, on paper or on other materials.
To comply with the law, personal information must be collected and used fairly, stored safely and not disclosed unlawfully.
The Data Protection Act is underpinned by eight important principles. These say that personal data must:
Be processed fairly and lawfully
Be obtained only for specific, lawful purposes
Be adequate, relevant and not excessive
Be accurate and kept up to date
Not be held for any longer than necessary
Processed in accordance with the rights of data subjects
Be protected in appropriate ways
Not be transferred outside the European Economic Area (EEA), unless that country or territory also ensures an adequate level of protection
PEOPLE, RISKS AND RESPONSIBILITIES Policy scope:
This policy applies to:
The head office of Translation100
All branches of Translation100
All staff and employees of Translation100
All contractors, clients and other people working on behalf of Translations 100
It applies to all data that the company holds relating to identifiable individuals, even if that information technically falls outside of the Data Protection Act 1998. This can include:
Name of individuals
Data protections risks
This policy helps to protect Translation100 from data security risks, including:
Breaches of confidentiality. For instance, information being given out inappropriately
Failing to offer choice. For instance, all individuals should be free to choose how the company uses data relating to them.
Reputational damage. For instance, the company could suffer if hackers successfully gained access to sensitive data.
General staff guidelines
The only people able to access data covered by this policy should be those who need it for their work.
Data should not be shared informally. When access to confidential information is required, employees can request it from their line managers.
Translation100 will provide training to all employees to help them understand their responsibilities when handling data.
Employees should keep all data secure, by taking sensible precautions and following the guidelines below.
Personal data should not be disclosed to unauthorized people, either within the company or externally
Data should be regularly reviewed and updated if it is found to be out of date. If no longer required, it should be deleted and disposed of.
Employees should request help from their line manager or the data protection officer if they are unsure about any aspect of data protection.
Personal data collected by Translation100 will not be sold to anyone under no circumstances. The only use of the collected data is of maintaining account of demographic information, employment information, and contact information. This information’s purpose is to enable us to offer our users better quality services.
Translation100 wants to make sure that the data we keep is accurate and up to date.
The more important it is that the personal data is accurate, the greater the effort Translation100 should put into ensuring its accuracy.
It is the responsibility of all employees who work with data to take reasonable steps to ensure it is kept as accurate and up to date as possible.
Data will be held in as few places as necessary. Staff should not create any unnecessary additional data sets.
Staff should take every opportunity to ensure data is updated. For instance, by confirming a customer’s details when they contact us.
Translation100 will make it easy for data subjects to update the information Translation100 holds about them. For instance, via the company website.
Data should be updated as inaccuracies are discovered. For instance, if a client can no longer be reached on their stored phone number or email address, it should be removed from the data base.
Subject access requests
All individuals who are the subject of personal data held by Translation100 are entitled to:
– Ask what information the company holds about them and why.
– Ask how to gain access to it.
– Be informed how to keep it up to date.
Be informed how the company is meeting its data protection obligations.
Translation100 uses the “cookies” feature in order to record content usage and traffic on the website. The only purpose of the information collected via “cookies” is to improve the user experience of the Site, according to our data. This information will not be sold to any other party for commercial purposes.
Translation100 aims to ensure that individuals are aware that their data is being processed, and they understand:
– How the data is being used
– How to exercise their rights