Privacy Notice
Who I am
My name is Aleksandra J. Chlon and I am a freelance translator and editor working from French, Polish and Russian into English. I’m committed to maintaining the trust and confidence of my clients, colleagues, and suppliers. This Privacy Notice outlines when, what and why I collect personal data, how I use it, the limited conditions under which I may disclose it to others, and how I keep it secure. You may contact me in my capacity as Data Controller at aleksandra@truetoyourwords.com.
Client, supplier and collaborator data
The legal basis for processing your data is to perform the services you request or to take necessary steps prior to fulfilling that request and complying with legal requirements.
I collect, store and use such personal data for the purposes of issuing a quote, to provide translation, editing, revision or proofreading services that you request, or to comply with legal requirements. I do not use your personal data for marketing purposes.
Categories of data subjects
I hold data on clients, suppliers, collaborators, data processors and potential clients for legitimate interests.
Categories of personal data
Personal data collected may include your name, postal address, email address, telephone number, and ID or tax number, payment and delivery conditions, financial and bank account details.
The data in question will be retained throughout the business relationship only, or for the length of time stipulated to comply with legal and tax obligations.
Retention of personal data
Data relating to quotes will be retained for up to six months. In cases of work carried out, I am obliged to retain your personal data for six years to comply with HMRC requirements. I will delete email communication after six years.
Third-party access
Your personal data may be shared with HMRC if required for an official audit.
If I send a text for revision or editing to a colleague, that text will be anonymised so that your personal data will not appear, or the colleague will be asked to sign a confidentiality agreement if necessary. They will be advised of their legal obligations in relation to confidentiality and professional secrecy.
Your rights and obligations
I take all precautionary steps to guarantee the security, integrity and confidentiality of your personal data in compliance with the European General Data Protection Regulation (EU) 2016/679, in relation to the processing of personal data and the free movement of such data.
You are entitled to access, modify, erase or contest the personal data that I hold, in accordance with the abovementioned EU regulation. Please send your request directly to me using the contact provided above, and I will act upon this as soon as possible, within a maximum of one month from the date of your request.
Please contact me on aleksandra@truetoyourwords.com if you have any concerns about how I process your personal data. You also have the right to lodge a complaint with the supervisory body in the United Kingdom or in the country where you live.
Security measures
I take all possible precautionary measures to guarantee that your personal data is safeguarded.
Updates to computers and devices: The equipment used for storing and processing personal data is updated as frequently as possible.
Malware: Anti-virus software is installed on the equipment used for storing and processing personal data, to prevent the theft or destruction of this information. This anti-virus software is regularly updated.
Firewall: Firewalls are in place on all devices used for storing or processing personal data, to avoid remote unlawful third-party access.
Back-up: Personal data is periodically backed up on a device other than that used on a day-to-day basis. The copy is stored in a secure place, separate from the computer containing the original files, so that personal data can be recovered in the event of loss or damage.
Technical measures: All electronic systems in use for storing or processing personal information are password-protected.
Breaches of personal data
In the event of a security breach of personal data, due to theft or unlawful access for example, I will notify the Information Commissioner's Office (ICO) within 72 hours of this security breach. This will include all of the information necessary to clarify the circumstances under which this happened.
This Privacy Notice was updated on 12 June 2021 and will be reviewed as and when necessary.