Privacy Notice & GDPR
We at FlashLight Translations Ltd. are committed to maintaining the trust and confidence of visitors to our website, our clients, colleagues and suppliers. This Privacy Notice outlines what personal data we collect, when, why and how we use it, the limited conditions under which we may disclose it to others, and how we keep it secure. We are based in the UK and as such subject to the requirements of the new General Data Protection Regulation (GDPR) which came into force on 25 May 2018.
You can contact us via email.
Website privacy
Cookies
Cookies are small data files which are placed on your computer (PCs, smart phones or tablets) as you browse. They are used to remember when your computer or device accesses this website, they help it operate effectively and improve your user experience. The data collected includes pages viewed and your journey around the website. These cookies are not used to collect or record your name, address or other contact details. You can disable the use of cookies by changing your browser settings to reject cookies.
Enquiry data
Any personal data you provide when you contact us will be processed to respond to your request.
Client, supplier and collaborator data
What personal data we collect
Personal data collected may include your name, postal address, email address, telephone number, details provided by my bank of payments you have made to us, your VAT registration details and personal information in documents sent for the express purpose of translation or editing. We take all reasonable measures to protect your data. All data is processed on password-protected computers equipped with antivirus software, a firewall and email encryption, backed up on cloud servers that are either GDPR-compliant or are self-certified under the US Privacy Shield framework and kept secure from access by unauthorised third parties. In the event of a data breach which is likely to be a risk to individuals, we will report the matter to the ICO within 72 hours and will inform those affected as quickly as possible.
Why we process your personal data
The legal basis for processing your data is to perform the services you request or to take necessary steps prior to performing those services. We will hold and use contact information in order to negotiate and perform a contract, and will retain it for compliance with any applicable laws after the contract is complete and for my records. We collect, store and use such personal data for the purposes of issuing a quote, provide translation, proofreading or website maintenance services that you request or to comply with legal requirements. We do not use your personal data for marketing or advertising purposes and we do not pass on your contact information without asking you.
Who else receives your personal data
If we send a text for revision or editing to a colleague, we will make sure that the colleague in question is also GDPR-compliant and ask them to process the document accordingly. For administrative purposes, other parties may have access to your personal data, including our website and email hosting services, and the hosting service of our accounting software. All these parties are GDPR-compliant.
How long we keep your personal data
If we have carried out work for you, we are obliged to retain your personal data for seven years to comply with legal obligations. Further to our legal obligations, our Data Retention Policy is to keep your billing details, emails and all documents about your business transactions with us as long as they are useful and pertinent until we cease to trade. These documents include quotes, purchase orders, invoices, agreements, correspondence from our bank regarding payments for work carried out, and support communication. Any personal data held by us for the purposes of fulfilling potential future orders will be kept until you notify us that our business relationship has ended. The legal basis for this policy is our legitimate interests, namely the proper administration of our business.
Your data access rights
You have the right to contact us at any time to request a copy of the personal data we collect and use, or to ask us to rectify or remove the information that we hold.
Please email your request directly to us, and we will take action as soon as possible, within one month of receipt of your request.
Your right to complain
Should you have any concerns about how we process your personal data, please contact u.s You also have the right to lodge a complaint with the supervisory body in the United Kingdom or in the country where you live.
This Privacy Notice was updated on 25 May 2018 and will be reviewed as and when necessary.