Privacy Policy

In compliance with UK and European data protection regulations, this privacy policy explains what personal information we collect from you when you visit our website, when you apply or join us as an employee or are a recipient of our services.

Comtec Translations support businesses to reach new markets and new customers worldwide. We are committed to processing all personal information about our customers and staff in ways that comply with its legal and regulatory obligations, and to being clear about what it does with their personal information.

Data collection

The data we collect to fulfil these services is taken as a data controller. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.

We may collect personal information when:

• you use our website
• you are a recipient of our translation services
• you apply to work for us
• you download a guide or brochure from our website

We may collect the following types of information:

• Name
• Address
• Email
• Phone/mobile
• Company Name
• Bank Details (paying customers and suppliers)

Special Categories of data

During the course of delivering services to you, we also collect special category data, necessary for legal requirements and reporting.

Special categories of particularly sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information and we need to do this with either your consent or as permitted by UK and EU data protection legislation.

The special category information we collect includes:

• Learning difficulty/disabilities
• Ethnicity
• Religion
• Sexual Orientation
• Disability
• Medical
• Details of any Criminal convictions

Comtec must be advised in all cases where any information or Materials supplied to us for translation or for the use of our Services contains sensitive personal data. Comtec will then seek your express written consent to process it.

Why do we collect this information?

The personal data collected is needed in order to

• deliver our service to you
• process an application for employment
• respond to enquiries
• promote our services under legitimate interests

Information we may collect through our website is needed

• to help identify your computer; analyse data about web page traffic and to help us tailor our website for your needs.

How do we collect this information?

We collect personal information:
• directly from you when you enter a contract: e.g. you purchase a translation service
• from publicly available sources: eg. networking, social media, internet services, exhibitions, direct referrals, other Corporate bodies
• from quote request forms and download forms completed on our website
• through Cookies on our website

We are committed to keeping your information up to date as far as is reasonably possible. However, if you believe that we have made an error, then please contact us as we have outlined below and we will use reasonable endeavours to correct.

Website cookies

We also capture data using Cookies; a cookie consists of a piece of text sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We may collect information about your computer including where available your IP address, operating system and browser type for system administration as part of our audit trail process. “Cookies” are pieces of information that a website transfers to your hard drive to store and sometimes track information about you. Most web browsers automatically accept cookies, but if you prefer, you can change your browser to prevent that. You are not obliged to accept cookies and you can adjust your browser’s setting to prevent it from accepting cookies on your computer – go to www.cookiecentral.com for instructions on how to disable cookies. However, you may not be able to take full advantage of our Website(s) if you do so.
Cookies are specific to the server that created them and cannot be accessed by other servers, which means they cannot be used to track your movements around the web. Although they can be used to store information which may identify a user’s computer, cookies do not personally identify users and passwords and credit card information are not stored in cookies.

Third Party Cookies

Cookie Domain Description
__utma
__utmb
__utmc
__utmz
by Google
Comtec Translations Website Comtec Translations uses Google Analytics, which sets a cookie in order to anonymously identify when users return to specific websites. Google uses the information sent with this cookie to store a history of website pages visited in a user’s session. This data will not be used to associate any part of your identity, anonymous or not, with any other data held by Google. Further information about how to opt-out of this cookie can be found at http://www.google.com/intl/en/policies/privacy/
Facebook Like Button cookies facebook.com When you create or log in to an account on https://www.facebook.com cookies are stored on your computer in order to remain logged-in to your Facebook account when visiting https://www.facebook.com again. The Facebook Like Button used on our website is hosted by Facebook and your browser therefore sends this cookie data to Facebook when creating the button inside your browser. This data is used by Facebook in order to associate the Facebook Like Button with your Facebook account. This information is not accessible to us, and is not sent to us by Facebook. More information about this cookie and Facebook’s Privacy Policy can be found at https://www.facebook.com/about/privacy/your-info-on-other#socialplugin

 

Twitter Share Button twitter.com When you create or log in to an account on https://twitter.com cookies are stored on your computer in order to remain logged-in to your twitter account when visiting https://twitter.com again. The Twitter Share Button used on our website is hosted by https://twitter.com and your browser therefore sends this cookie data to Twitter when creating the button inside your browser. This data is used by Twitter in order to associate the Twitter Share Button with your Twitter account. This data is not accessible to us, and is not sent to us by Twitter. More information about this cookie and Twitter’s Privacy Policy can be found at https://twitter.com/privacy

 

LinkedIn Share Button linkedin.com When you create or log in to an account on https://www.linkedin.com cookies are stored on your computer in order to remain logged-in to your Linkedin account when visiting https://www.linkedin.com again. The LinkedIn Share Button used on our website is hosted by https://www.linkedin.com and your browser therefore sends this cookie data to LinkedIn when creating the button inside your browser. This data is used by LinkedIn in order to associate the LinkedIn Share Button with your LinkedIn account. This data is not accessible to us, and is not sent to us by LinkedIn. More information about this cookie can be found at https://www.linkedin.com/legal/cookie_policy

 

How do we use the data we collect?

We use the data that we collect to deliver services to you, to respond to enquiries, to process any applications for employment and appropriate marketing.

1. Administer the website;
2. Improve your browsing experience by personalising the website;
3. Enable your use of the services available on the website;
4. Send to you goods purchased via the website, and supply to you services purchased via the website;
5. Send statements and invoices to you, and collect payments from you;
6. Send you general (non-marketing) commercial communications;
7. Send you email notifications which you have specifically requested
8. Send to you our newsletter and other marketing communications relating to our business (or the businesses of carefully-selected third parties) which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications);
9. Provide third parties with statistical information about our users, though this information will not be used to identify any individual user;
10. Deal with enquiries and complaints made by or about you relating to the website.

Any processing activities we undertake are fully compliant with UK and European data protection regulations and PECR where needed for the marketing approaches we undertake.

Keeping your information safe and secure.

Comtec Translations are committed to keeping customers’ and staff personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost.

In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality

In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

We are certified to the UK Cyber Essentials scheme.

Occasionally we need to share data outside the EEA but we take reasonable steps to ensure that the information is protected to a level which meets the requirements of UK and European data protection regulations. This is in the form of data included within content provided to Comtec for translation, where the sub-contractor assigned to complete the language service resides in a country outside the EEA.

Third party access

Access to your personal information is only allowed when required by law or is required as part our fulfilling our service obligations. We do not, and will never, sell or share your personal information with other third parties.

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

We use third party providers to:
• ensure our IT and security measures are sufficiently robust to protect your data
• to provide additional translation services

Links to other websites:

Our website and email newsletters and bulletins may contain links to other websites of interest.

However, you should note that we do not have any control over these other websites. Once you have used any of these links to leave our site, therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites and such sites are not governed by this privacy statement.

How long do we keep personal information?

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Details of retention periods for other aspects of your personal information are available in our retention policy which is available on request by contacting info@comtectranslations.com.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Marketing

Comtec Translations undertake limited marketing activity and only necessary to promote our services. This is completed for our legitimate interests and will include:
• E-shots and newsletters
• Email prospecting
• Social media activity
Any marketing we undertake is made in a fully complaint manner as governed by UK and European data protection regulations and PECR, with the contacts being given the option to opt out from such contact.

Controlling your personal information

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

If you want to review, verify, correct or question anything detailed in this policy or anything about your personal information, please contact our management team in writing at info@comtectranslations.com.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances to the extent permitted by law

Under certain circumstances, by law you have the right to:
• request details of personal information which we hold about you
• restrict the collection or use of your personal data
• to withdraw any permission you have given us to use your data
• or even to delete any records that we may hold;

Data Protection Officer

Our management team function as Comtec’s a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact our Company Director, Sophie Howe, at:
62 Brandon Parade
Leamington Spa
Warwickshire
CV32 4JE
United Kingdom

showe@comtectranslations.com

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Changes to our Privacy Policy:

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
This privacy policy was last updated in May 2018