1. Which Data Do We Require

Due to nature of business in order to perform translation of personal documents LingvoHouse requires copies of documents and basic personal data of individuals requiring translation, namely:

  • Full names
  • Billing and delivery addresses
  • Contact number
  • Electronic copy of document requiring translation
  • Payment details

A Customer must provide the above data to be able to proceed with the order.

 

  1. Confidentiality of Data

 

  • LingvoHouse shall keep confidential all information and documents delivered to it by the client and shall not disclose any such information or the contents of such documents to any third party unless compelled to do so by law or required to perform the service.
  • For example, we may securely share the copy of your document with a sub-contractor translator performing the translation, such translator will also comply with our Confidentiality and Data protection policy.

 

  1. Keeping Record of Payment Details

 

  • We do not store payment details in our systems. When you pay online, you enter your payment details on Worldpay’s website and these details are not being shared with us.
  • When you pay over the phone, we do not write down or register on any paper or media any details you communicate to us.

 

  1. Data and Record Keeping

 

  • In line with HMRC requirements, we will keep record of your name, email & postal address, and fact of placing order for seven years period of time on a secure data source (secured cloud service such as Dropbox), after which the data will be deleted.
  • We will keep a copy of our email correspondence with you for up to 6 months after which it will be deleted.
  • We will keep a copy of the document you provide to us for a quote only for the purposes of quotation & translation, and delete it due to mailbox limitations after one month irrespective of whether you place the order or not.
  • If you place the order, we will keep a copy of translation up to 1 month after it’s delivery by email, after which it will be deleted and therefore, if you require a copy of purchased translation in the future, you will have to pay for the service again.

 

  1. Compliance with GDPR Requirements

 

  • LingvoHouse has adopted a privacy-by-design approach to data protection and has appointed Tatiana Lapteva as the data protection officer within the framework of the EU General Data Protection Regulation(GDPR), who will oversee LingvoHouse’s data protection strategies and compliance programme.
  • LingvoHouse can process data without explicit consent from the customer because it’s necessary for a contract with the individual.
  • LingvoHouse do not carry out large-scale systematic monitoring of individuals and those that carry out large-scale processing of special categories of data or data related to criminal offenses.
  • Any breach that results in a risk to the rights and freedoms of individuals needs to be reported to the relevant supervisory authority within 72 hours of its discovery.
  • When collecting personal data from staff, clients or service users, LingvoHouse will inform them of their rights.

 

  1. Where do we store the data?

 

  • The data we collect to be able to process the order is stored securely on our Web-store & the external cloud portals & payment systems which are Salesforce, Mailchimp, WorldPay, Paypal & Clearbooks & Dropbox, which are in turn GDPR compliant.

 

  • We delete it from these systems as per Clause 4, apart from where it’s mandatory to keep it in line with HMRC requirements (see 4.1.)

 

  1. Your request to delete the data

 

  • If you wish to see what data we hold/request to delete your data, you can request so at any time by sending us email to info@lingvohouse.com
  • We will process your enquiry in line with the GDPR regulations.