Privacy Policy - Linguistica Language Services - Certified Translation Serv

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At Linguistica Language Services, we take the privacy of our clients and everyone who works with us very seriously. We are committed to safeguarding your personal information and ensuring that it is handled in compliance with all relevant laws and regulations, including the General Data Protection Regulation (GDPR).

This is the Privacy Policy for Linguistica Language Services. It applies to all personal information collected, used, and processed by Linguistica Language Services. It explains how we collect, use, and protect your personal information, as well as your rights under the GDPR.

We act as a data controller for any data you provide us and as a data processor for any personal data included in media sent to us in connection with our services, such as interpreting, certified translation, proofreading, transcription, and consultations.

We only use your personal data in connection with the language services we provide and do not sell it, rent it, or otherwise use it for any unrelated purposes.

The purpose of this Privacy Policy is to inform you how we look after your personal data when you interact with us, whether through our website, email, or other means.

Purpose of this Privacy PolicyThis Privacy Policy provides information on how we collect and process your personal data through your interactions with us, including data provided through our website or during the provision of our services. This website is not intended for children, and we do not knowingly collect data relating to children.

You should read this Privacy Policy together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data so that you are fully aware of how and why we are using your data.

Data ControllerLinguistica Language Services is the controller responsible for your personal data (referred to as "we," "us," or "our" in this Privacy Policy). We are registered in the United Kingdom, and our registered office is located at:

6 Grosvenor Street, W1K 4PZ, Mayfair, London

Contact DetailsEmail: admin@linguisticaservices.com.

If you have any questions about this Privacy Policy or our data practices, please contact our Data Protection Officer at the above email address.

Third-party linksOur website may include links to third-party websites, plug-ins, and applications. Clicking on those links may allow third parties to collect or share data about you. We are not responsible for the privacy practices of these third parties, and we encourage you to read their privacy policies.

Personal DataWe may collect, use, store, and transfer different kinds of personal data about you, including:

• Name
• Email address
• Telephone number
• Postal address
• Payment/financial data
• Documents you provide for translation or other services (which may include personal data contained in those documents)
• IP address (if you use our website)

We may also collect, use, and share aggregated data, such as statistical or demographic data, for any purpose. Aggregated data is not considered personal data under the law as it does not directly identify you.

Special Categories of Personal DataWe do not intentionally collect special categories of personal data (e.g., health data, racial/ethnic information) unless required to perform our services.

We collect data directly from you when you:

• Request our services or a quote.
• Provide documents for translation, transcription, or consultation services.
• Contact us via email, phone, or other means.

We use your personal data only for purposes related to our language services, such as:

• Processing your requests and providing services.
• Managing payments and invoices.
• Communicating with you regarding projects.
• Complying with legal obligations.

We rely on the following legal grounds for processing your data:

• Performance of a contract with you.
• Compliance with a legal obligation.
• Legitimate interests (e.g., improving our services).

We do not use your data for marketing purposes unless you have explicitly consented.

We may share your data with:

• Linguists and interpreters, including those based outside the UK or EEA, for service delivery.
• Professional advisers such as accountants or legal representatives.
• HMRC and regulatory authorities, where required by law.
• Third-party service providers for secure file transfers (e.g., WeTransfer) or project management.

We require all third parties to treat your data securely and in compliance with the law.

If your documents or data need to be shared with linguists outside the UK/EEA, we ensure appropriate safeguards, such as:

• Redaction of personal information, where possible.
• Confidentiality agreements.
• Standard contractual clauses for data transfers.

We have implemented security measures to prevent unauthorized access, alteration, or disclosure of your personal data. These include:

• Encryption of files.
• Restricted access to authorized personnel.
• Regular audits and compliance checks.

In the event of a data breach, we will notify affected individuals and report the incident to the Information Commissioner’s Office (ICO) within 72 hours, where required.

We retain your personal data only as long as necessary to fulfill the purposes for which it was collected. This includes meeting legal, accounting, or reporting obligations.

You may request the deletion of your personal data at any time, subject to legal requirements.

You have the following rights regarding your personal data:

• Access: Request a copy of the data we hold about you.
• Rectification: Request correction of inaccurate data.
• Erasure: Request deletion of your data where appropriate.
• Restriction: Request limitation of data processing in certain circumstances.
• Portability: Request transfer of your data to another party.
• Objection: Object to data processing in certain scenarios.

To exercise any of these rights, contact us at admin@linguisticaservices.com. 

We may update this policy periodically. The latest version will always be available on our website. Please check regularly for updates.

For questions, requests, or complaints regarding this Privacy Policy or our data practices, please contact our Data Protection Officer:

Email: admin@linguisticaservices.com
Address: 6 Grosvenor Street, W1K 4PZ, Mayfair, London

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) via their website at https://ico.org.uk or by phone at 0303 123 1113.