Edinburgh University degree qualified translator, MA & MSc, with 22 years freelance experience in wide range of fields. Fast, accurate work of high standard. Highly accomplished in user documentation, marketing, manuals, websites, market research and tourism, as well as quality assurance and audio transcription/translation.

Supporter of the Institute of Translation & Interpreting.

            
                                                                            *** PRIVACY NOTICE***

1. What personal data do I process?

Contact Details: I store the following types of contact details from clients, suppliers and other business contacts:

•    name
•    e-mail address
•    organisation (company)
•    postal address

These are mostly details of companies or business entities, although some are sole traders identifiable by name. If I accept assignments from individuals, I am prepared to delete their contact details on request once their assignment is completed and payment received.

Client Material: in the course of my work, I receive content in the form of source text files, sound files, reference materials and related Translation Memories (TMs) from my clients. Based on this content, I produce files for delivery to the client. In most cases, this material contains no personal or sensitive data. As per 25th May 2018, I will expect each client to supply me with a Data Processing Agreement (DPA) that sets out how to handle any personal data in their Client Material and instructions with regard to retention.

For more specific information on the data I collect and which purposes I use them for, please read on for the sections that apply to you.

 
2. Why do I need this data?

Contact Details: I store contact details from clients, suppliers and other business contacts in order to receive orders, provide my services and communicate about ongoing assignments, and to invoice and collect payments.

Client Material: in order to provide the required professional standards of service, I often retain Client Material as well as my output (e.g. target text files and TMs) to be used for reference in future assignments for the same client. This is to ensure that I can deliver further assignments of the expected quality, at a faster rate or at a lower price.

The majority of the data I receive and process in the course of my work is not personal or sensitive. I may receive documents containing personal information and details that can identify individuals by their name, mainly in their business capacity. In many cases, these details will also be available in the public domain, e.g. names of directors or employees of companies along with telephone numbers, mail addresses etc.

I keep copies of my invoices, as this is a legal obligation for tax purposes.
 

3. How and where do I process data?

I treat as confidential all material and data entrusted to me as part of providing a business service, and I do not pass it on to any third parties. I will not use any personal Contact Details for marketing purposes.

Contact Details: I store these in email applications on personal, password-protected devices. Backup devices such as external hard disks are stored securely.

For invoicing not conducted through clients’ own platforms, I process Contact Details through a third-party platform on www.proz.com. This complies with the GDPR – see www.proz.com/gdpr. Usually, these Contact Details contain only non-personal data. As per 25th May 2018, if any client requires me to use their personal data for invoicing, I will only use this third-party platform with their consent. If consent is not given, I will invoice these clients through email communication only.

Client Material: this is stored on personal, password-protected devices. Backup devices such as external hard disks are stored securely. As per 25th May 2018, if my clients provide me with any material containing personal data in order to carry out their assignment, I expect them to inform me of this at the time. If my clients require me to delete such data upon delivery of their assignment, I expect them to include instructions on this at the time or in their Data Processing Agreement.

Copies of my invoices processed through ProZ.com are stored electronically on their platform and on my personal, password-protected devices. Paper copies are stored securely.
 

4. How long do I keep data?

Contact Details: unless otherwise agreed, the retention period will be for as long as you, the client, have an ongoing business relationship with me, the service provider. Personal Contact Details will be deleted upon request or, at the latest, six years after our last business communications.

Client Material: unless otherwise agreed, the retention period will be for as long as I am in business. This is to ensure the quality of services provided and to produce evidence of such services in case of legal disputes. If you wish your Client Material to be deleted sooner, I expect that you instruct me accordingly, either through a DPA or at the time of placing an assignment.

In general: current HMRC legislation requires me to keep business records for at least six years. In order to prove my self-employed status to the British authorities, I currently keep business records for as long as I intend to be in business. I expect this to be maximum 16 years from the date of this Privacy Notice.
 

5. What are your rights?

You – as an individual – have the right to find out what personal data I have about you, to opt out from the data processing described above and to request that your personal data is removed from my records. If you represent an organisation, you are kindly asked to provide alternative contact and invoicing details, or the data of another consenting representative to be the contact for your organisation.
 
Original version published 24th May 2018