MTT Privacy Policy and GDPR

Last updated 22.09.22

Please read our privacy policy carefully as it contains important details about the information we collect from you, how we use that data, how we store that data and how long we keep that data.

This policy applies to information we collect in our capacity as a data controller for:

  • Visitors to our website
  • People who request a quotation from us
  • People who are clients
  • People who opt-in to receive email marketing communications from us
  • People who register with us to supply services on a freelance/external basis

Your data is never shared with a third party without your express agreement. For example, if a client wishes to talk directly to a linguist to clarify a query, we would obtain express approval from both parties beforehand. Your privacy is of the utmost importance.

 

What happens when you contact MTT

The appropriate level of information will be taken over the phone dependent on the purpose of the call.  If an enquiry is taken over the phone then the following data will be collected, along with details of your enquiry:

  • name
  • company name
  • email
  • telephone numbers, landline and/or mobile
  • address, if relevant

The data is only used to satisfy the purpose of the call.  The data is not retained unless you make an enquiry with us, see below.

 

We collect the following information on the Contact form on our website or from emails you send to us regarding an enquiry:

  • name
  • email address
  • telephone numbers, landline and/or mobile (optional)
  • address, if relevant

This data is used to contact you about your enquiry and (if appropriate) to invite you to opt-in to our marketing database, see below.

 

We collect the following information from people who place an order with us for translation or interpreting services:

  • name
  • email address
  • telephone numbers, landline and/or mobile (optional)
  • address
  • financial and company data from the Customer Account Application form you complete and return to us

This data is used to process your assignment, provide an invoice once complete and so that we can provide you with a copy of your translations or any notes on the interpreting provided, should that be needed in the future. All paper based records are shredded securely after 7 years. Electronic copies of any translations provided are retained for 7 years.

NB: Personal information contained in any document for translation

This data is under your responsibility as a data controller. We act as a data processor (operating under your instructions) and also as a data controller (as we need to send the document for processing by external linguists).

We do not extract personal data from documents for translation for any external processing.

Our Information security policy oversees the effective and secure processing of data within documents for translation.

Documents are shared using secure means with approved, professional suppliers where necessary to provide you with a quote and to fulfil the translation service.

Documents are sometimes sent outside the EU list of Adequate Countries – this is because not all linguists live within the EU – for example we may need to send documents to Brazil for Brazilian Portuguese. If we are going to do this we will inform you.

If the data contained in the document is a special category of data, it is your responsibility to obtain the relevant consent and establish lawful grounds for processing of that data.

We may ask you to redact the data concerned before we process it.

 

We collect the following information from people who would like to work with us in the capacity of a freelance/external supplier:

  • name
  • email address
  • telephone numbers, landline and/or mobile (optional)
  • address
  • financial data, qualifications, CV and company data from the Supplier Application form you complete and return to us if applicable
  • financial data, qualifications, CV and company data from publicly available directories of professional linguists e.g. ITI website
  • references from 2 referees you nominate

This data is used to process your application and is entered onto our database if your application is successful. If your application is not successful for any reason your application form and any attachments are destroyed.

Data for successful applicants is held on our database system so that we may select you as a possible candidate to supply services if a suitable assignment arises.

 

We collect the following information from people who opt-in to receive marketing information from us by email:

  • name
  • company name
  • email address

This data is used for the purposes of occasional email marketing communications only.  People who opt-in to receive marketing information from us by email can unsubscribe at any time and the details will be deleted straight away.

 

Where is the data held

All data is stored securely on our own UK based servers and is also encrypted for storage and backup on EU Privacy Shield compliant servers.

All emails are encrypted by Microsoft Office.

 

Legal basis

Any information you submit to us, either through this website or through any other means such as email, telephone or letter, will be regarded as confidential. It will be used to process requests for quotations and to provide translation and interpreting services. It will not be passed to any third party for other reasons without your express prior permission.  

Information is collected to allow us to process any requests for services and to allow us to provide these services on the basis of Legitimate Interest.  Any such information will be stored and/or disposed of in accordance with applicable data protection legislation.

When you contact us through the contact form on the website or using our email address:

  • We will use all reasonable efforts to safeguard your personal information and to protect your details against third party access or modification – we do not rent, sell or share personal information about you with any other organisations.  You should be aware though that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of your personal information which is transferred from you or to you via the internet.
  • We provide you with mechanisms to request amendments to your details as retained by us, or to request us to remove them from our database.
  • We allow you to specify the level of future contact that you will receive from MTT and we will respect your wishes.

 

Accessing your information and updating and correcting it

Under GDPR you have the right to be informed of the information we hold about you and to find out to whom this has been disclosed.

You are entitled to know:

  • The reasons why we process your data
  • The description of your personal data
  • Anyone who has received or will receive your personal data
  • Details of where we got the data from if you did not provide it.

If you wish to access the information MTT hold about you a formal request in writing will need to be made. We will also need to have proof of your identity so that we are sure we are providing personal information to the right person.

If you would like a copy of our Subject Access Request Form please email [email protected] with ‘Subject Access Request’ in the title. You don’t need to fill in the form but we will need details of what you would like to access, and your proof of identification.

Once we receive your application we will respond to you within one month in writing, along with your data or an indication of a timeframe if we are not able to provide the data within that period. The request will be completed within a maximum of 3 months in line with GDPR legislation. No charge will be made unless your request to us is ‘manifestly unfounded or excessive’. Multiple requests may be charged for.

We want to ensure that your personal and business information is accurate and up to date.  If any of the information that you have provided to us changes, such as a change in your postal or email address, please let us know.  You may ask us to correct or remove inaccurate information.

 

Your consent

By submitting your personal information to us you consent to the use of that information as set out in this policy.  We keep our policy under review and if we change it we will post the changes to our website and give notice as appropriate so that you will become aware of the information we collect and how it is used.

 

Use of cookies

Cookies are very small text files that are stored on your computer when you visit some websites.

You can disable any cookies already stored on your computer, but these may stop our website from functioning properly.

Functional cookies help to provide you with the best user experience and to tell us which pages you find most interesting (anonymously) via Google Analytics.

This website will not share any personal information with third parties.

Our website contains links to other websites.  This privacy policy only applies to our website so when you link to other websites you should read their own privacy policies.

 

Policy review

This policy will be reviewed as a minimum annually and in the events of changes in:

  • Organisational or technical systems
  • The data we hold
  • The purposes we process the data for
  • Privacy legislation
  • Ay other event which may impact data within the organisation.

MTT’s registration number is Z8829313 and its registered address is Progress House, Midland Road, Worcester, WR5 1AQ.

The ICO can be contacted via www.ico.org.uk if you wish to find out more about your rights, make a complaint or find additional resources.