Interpreter and Translator Booking Forms
Linguists Collective Ltd T/A
Interpreting and Translation Linguists Collective Agency (I&T LC Agency)
Privacy and GDPR compliance policy (for interpreting and translation)
Which Data Do We Require?
Due to the nature of our business, LC Agency requires copies of documents and basic personal data of individuals requiring services or wishing to provide services. The required data includes:
Purpose
For providing services as requested to the LC Agency or a provided contract to LC Agency for supplying services to your organisation. You are a supplier or service provider, namely an interpreter, translator, cultural mediator, or linguist, to LC Agency and wish to provide services to LC Agency’s clients on behalf of LC Agency. This policy covers due diligence or ID checks, legal agreements, insurance, payment processing and any data required by law.
For Customers or Clients Requesting Services from LC Agency: It outlines what we collect and process data for those seeking language services through LC Agency.
For Linguists Wishing to Work with LC Agency: It explains the data collection and processing requirements for linguists who aim to provide services to LC Agency’s customers.
For Legal Reasons: It addresses legal obligations, such as data protection and GDPR compliance.
For the Requirements of Payment Processors: It ensures that we have the necessary data for payment processing.
For Customers / Clients:
Full name
Billing and delivery addresses
Contact details (phone, email, and address)
Details of the required service and a copy of the document if requiring translationPayment details, including tax, VAT, and other details as required by law
A customer must provide the above data to proceed with an order, unless an account has been opened with LC Agency with appropriate information or a contract for supplying service is in place with LC Agency.
For Linguists (interpreters, translators, cultural mediators):
Full name
Contact details (phone, email, and address)
Passport/ID and visa details (if applicable)
Educational qualifications
Experience or reference letters
Security clearance (if applicable)
Bank details for payment
VAT/Tax details
Any other details required by law or according to the client’s contract terms and conditions
Linguists must provide the above information to register with LC Agency, be verified, and provide services to LC Agency’s customers.
Confidentiality of Data
LC Agency will keep all information and documents confidential and will not disclose them to any third party unless compelled to do so by law or required to perform the service and for payment processing purposes. For example, copies of documents may be securely shared with subcontractor translators performing translations, who will also comply with LC Agency’s Confidentiality and Data Protection policy.
Keeping Record of Payment Details
LC Agency does not store payment details such as bank or credit card numbers in its systems. When you make payments online, you enter your payment details on our payment processors’ secure system, namely Wise, and these details are not shared with us. If you pay by bank transfer, we are only aware of your bank account details as they appear on our bank account statement. We do not accept payment over the phone, and we never ask, write, save, or process your card information. All payments to linguists (including interpreters, translators, and cultural mediators) are made by bank transfer either in GBP or Euro, and we hold the details as long as necessary or until we receive notification of deregistration from the linguist. Occasionally, particularly when making payments to linguists and for reasons of money transfer and bank security, we may be required to share our and your identity information with the bank or the competent authority. LC Agency may also have to share your information with the insurance company. These organisations have their own data protection policies in place and are regulated by governments.
Data and Record Keeping
In accordance with HMRC requirements, we will retain records of your name, email, postal address, and order placement for the mandatory duration on a secure data source, such as a secured cloud service. After this period, the data will be deleted.
We will retain a copy of our email correspondence with you for up to 6 months, after which it will be deleted. Additionally, we will keep a copy of the document you provide for a quote for one month, regardless of whether you proceed with an order. In the case of placing an order, we will retain a copy of the translation as proof of service delivery, including the project report and, for interpretation services, a signed timesheet. These records will be retained for the legally required duration and may also be stored for dispute resolution purposes or until payment is received by the LC Agency.
After the records are destroyed, if you require a copy of the purchased translation in the future, you will need to pay for the service again. For tax purposes, in accordance with government requirements, we must retain relevant financial records for at least 5 years after the 31st January submission deadline of the relevant tax year.
Responsibility of Linguists and Service Providers to LC Agency
Linguists and service providers of LC Agency must adhere to UK and EU regulations in accordance with LC Agency’s terms and conditions for supplying services. Data from clients and non-native speakers and documents for translation must be treated with confidentiality and in accordance with data protection and GDPR requirements. Linguists must not share confidential data with any third party, use it for publication, including in social media private groups or WhatsApp, without the prior written consent of LC Agency, with the exception of legal requirements. Linguists and coordinators must sign a Non-Disclosure Agreement (NDA) confirming their compliance with GDPR requirements.
Responsibilities of the LC Agency Customer
It is both the request of LC Agency and the responsibility of the customer to ensure that data related to linguists and LC Agency is treated in accordance with GDPR and acceptable practices. No data shall be made public or provided to a third party without the prior written consent of the relevant linguist and LC Agency, unless required by law.
Compliance with GDPR Requirements
LC Agency has adopted a privacy-by-design approach to data protection and has appointed Mrs Ruzina B as the Data Protection Officer within the framework of the EU General Data Protection Regulation (GDPR), who will oversee LC Agency’s data protection strategies and compliance program. LC Agency is registered with the Information Commissioner’s Office (ICO) and regulated by the ICO for UK General Data Protection Regulation (DGPR) and other data protection regulations. Registration No. ZB273516. LC Agency processes data without explicit consent from the customer because it’s necessary for a contract with the customer and to provide requested services. LC Agency does not carry out large-scale systematic monitoring of individuals or process 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, LC Agency must inform them of their rights, which has been documented in this document.
Where Do We Store the Data?
The data collected to process orders is stored securely on our web platform and external cloud portals and payment/banking systems, which are GDPR compliant, depending on the client. On request or when data is no longer necessary for LC Agency to retain, it will be deleted from these systems within a reasonable and prescribed timeframe, except where mandatory retention is required by government regulations, particularly for tax purposes.
Your Request to Delete Data
If you wish to see what data we hold, request updates, amendments, or the deletion of your data, you can do so at any time by sending an email to admin[@]linguistscollective.com. We will process your request in line with GDPR regulations.
I (User, Linguist, Client) hereby confirm that I have read, understood, and taken notice of the information about the handling of my personal data by the LC Agency.