Data privacy at Albion Languages

Albion Languages is committed to keeping your data private, secure and confidential, while ensuring adequate controls in order that you can exercise all rights to access, modification, erasure, etc. as specified in the EU GDPR legislation introduced in May 2018.

Albion Languages ensures compliance and good standards and ethics regarding the personal information of the linguists/suppliers, clients, and employees that the company works with.

Below are the key facts about the private information that we control and process, and our policies, and at the bottom of this page is a link to Albion Languages’ privacy policy.

 

Types of Data

 

There are seven categories of information and personal data handled by Albion Languages:

  1. Employee data (includes interns) – we store name, gender, correspondence address, telephone/fax numbers, e-mail addresses, native languages, social media identifiers, photos, payment methods (bank account data or other payment method identifiers), tax numbers, national insurance numbers, personal ID numbers, HR Data, Certificates, CVs, education, work experience etc., username in other systems, languages.
  2. Applicant data – we store CVs, name, email, telephone, reference information, interview notes.
  3. Client data – this includes name, gender, billing address, correspondence address, telephone/fax numbers, e-mail addresses, department, position, contact languages, native languages, social media identifiers, photos, payment methods (bank account details or other payment method identifiers), tax numbers, contract number.
  4. Prospect data – this includes name, email address, telephone number, address, job title, industry, and IP address.
  5. Linguist/supplier data – this includes name, gender, correspondence address, telephone/fax numbers, e-mail addresses, native languages, social media identifiers, photos, payment methods (bank account data or other payment method identifiers), tax numbers, certificates, CVs, education, work experience etc., username in other systems, languages, specialisations and rates, IT tools, vendor holidays.
  6. Linguist applicant data – this includes name, email address, CV, and references.
  7. Content for translation – personal data can be included in the content for translation that Albion Languages processes.

 

Each category of information and personal data is held on a defined legal basis and for specific periods of time and has dedicated processes to store, track and delete that data.

 

Data Type

What are the entry points for this type of data entering Albion Languages’ systems?

How long is it stored for?

What is the legal basis for holding it?

What processes are used to store, track and delete data?

Employee data

a) New starter forms
b) Appraisal forms
d) Letters and e-mails

Duration of employment, and for seven years after termination of employment

Contractual necessity

Secure, time-based HR record-keeping processes

Applicant data

a) Applicant datasheet

b) Letters and e-mails

Three years, in case suitable role becomes available

Contractual necessity

Albion Languages’ secure IT systems

Client data

a) Website enquiryformsonAlbion Languages website
b) Website API registrationsonAlbion Languages website
c) Personal data gathered through business development and account management activities, and via referrals (business cards, emails, LinkedIn, etc.) all entered into XTRF via new prospect form completed by the BDM, AM or PM

During the time that they are an active client and for 7 years afterwards

Contractual necessity

Albion Languages’ secure IT systems

Prospect data

a) Website enquiry form on Albion Languages website
b) Website API registration on Albion Languages website
c) Personal data gathered through business development and account management activities, and via referrals (business cards, emails, LinkedIn, etc.) all entered into XTRF via new prospect form completed by the BDM, AM or PM

5 years

Consent

Albion Languages’ secure IT systems

Linguist/
supplier data

a) Letters and e-mails
b) Albion Languages XTRF Vendor Portal

During the time that they are a supplier to Albion Languages and for 7 years afterwards

Legitimate interest

Albion Languages’ secure IT systems

Linguist/supplier applicant data

a) Letters and e-mails
b) Albion Languages XTRF Vendor Portal

During the time that they are a supplier to Albion Languages and for 7 years afterwards

Legitimate interest

Albion Languages’ secure IT systems

Content for translation

a) XTRF
b) Email
c) FTP

During the time that the client is active at Albion Languages and for 10 years afterwards

Contractual necessity

Albion Languages’ secure IT systems

 

All data types have specific defined access and responsibility roles, with both limited to the minimum required individuals within Albion Languages, and third parties that help with the normal business operations, and who are confirmed as being GDPR-compliant.

Strict, relevant controls on personal data inside Albion Languages’ systems ensure that only the minimum number of required Albion Languages personnel have access and that policies on retention are enforced.

 

Data Privacy Officer

 

Albion Languages’ Data Privacy Officer is Peter Marton. All correspondence should be addressed to Albion Languages at info@albionlanguages.com.

 

Further information

 

Please see Albion Languages’ Privacy Policy for the full policy.

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