Translating and Interpreting Service

Barking & Dagenham, Redbridge and Havering

Data Protection and Privacy Policy

Policy Statement :

  • The Translating & Interpreting Service (TIS) privacy policy is compliant with General Data Protection Regulations (GDPR) and the Privacy and Electronic Communications Regulations (PECR).
  • TIS is entered on the Data Protection Register (certificate number - Z8233222).
  • People about which we hold information are referred to in this policy as Data Subjects.
  • Organisations that store our information are called Data Processors.
  1. What Information Do We Collect ?
    1. We collect certain information about you to provide you with services and/or support ; the type of information we collect can vary depending on which Data Group you are a part of, and which service you are enquiring about/accessing.
    2. We only collect data that is relevant.
    3. The information that we collect includes special categories or sensitive personal information (including ethnicity, gender and health); this kind of information is vital to the service we're providing, and asked for by funders.
    4. In some certain circumstances we receive information about a person from other sources, such as referrers. In those circumstances we will contact that person within 30 days to tell them what information we have and from whom we got it.
  2. Our Legal Basis For Having Your Information :
    1. There are six legal grounds for processing data. We only need to apply one of these principles to have your information. These are as follows :-
      1. Consent
      2. Performance of a contract
      3. Compiling with legal obligations
      4. Legitimate interest
      5. Performing a task in the public interest
      6. Protecting your vital interest
    2. We use a variety of these legal grounds :-
      1. By voluntarily giving us your information you are giving us consent to process/keep it. In line with good practice we also ask your for consent at the point we receive your information. You can withdraw your consent at any time and we will endeavour to review consent every three years. Consent is the most common legal ground that we use. We endeavour that everyone has given us specific consent to process their information.
      2. When paying to use our services we can use 'performance of a contract' as our legal grounds.
      3. We use 'legal obligation' to hold employees' information.
      4. We use 'legitimate interest' in certain circumstances – especially regarding 'special interest' categories. Legitimate interest is information that we need to achieve our organisational aims – taking into account your right to privacy.
    3. We will, in all circumstances, keep your data safe. See section 7 for more information regarding this.
  3. How Your Information Will Be Used :
    1. We collect information about you when you enquire or engage with our services to ensure that you receive a good & safe service. For example, we often need to contact people to remind them to attend an activity and provide details of how to find us.
    2. We keep a record of your activities with us so we can feed back to our funders, or prospective funders, and demonstrate the impact of our services.
    3. The information we keep also helps us to decide how well our services are working and what new ones we need to deliver.
  4. How Long Your Information Will Be Kept :
    1. Your data will be kept for seven years, unless we deem it unnecessary to keep in which case we will delete it.
    2. We've chosen this period as it is the length of time commonly required by funders, Her Majesty's Revenue & Customs (HMRC) and the Charity Commission.
    3. Following that period your data will be deleted or anonymised.
  5. How We Share Your Information :
    1. We will only share your information in rare circumstances. These are:-
      1. In some circumstances we will share your data with certain partners. In those circumstances, we will have checked that those organisations are GDPR compliant. If you request it, we will provide you specific information.
      2. We have a legal requirement to share some information about some people with the Charity Commission, Companies House, HMRC and other agencies such as the Police.
      3. In some circumstances, to protect the vital interests of our service users, we will share special category health information. We will have checked the GDPR compliance of the organisation information is passed to.
    2. We've chosen this period as it is the length of time commonly required by funders, Her Majesty's Revenue & Customs (HMRC) and the Charity Commission.
    3. Following that period your data will be deleted or anonymised.
  6. Security Of Your Information :
    1. An individual's personal information is stored with very controlled restricted access on secure third party servers, or in manual filing systems under lock & key.
    2. Internally, access to TIS's IT databases is very restricted: our passwords are regularly changed to minimise any risks.
    3. We regularly check the security standards and their GDPR compliance of the third parties that process our data to ensure your privacy.
    4. Should we suspect there has been a breach of security, and it is likely to risk an individuals rights and freedoms, we will inform the Information Commissioners Office and affected individuals within 72 hours, where feasible.
    5. All breaches will be recorded.
  7. Marketing :
    1. At times we want to let you know about our services and other TIS related news. We will only market to you with your specific consent and will never pass your information for marketing purposes to any third party.
    2. You have the right, at any time, to stop us contacting you for marketing purposes.
  8. Access To Your Information And Correction :
    1. Individuals have the right to request a copy of all the information that we hold about them. If you would like a copy of this information please contact us. We will complete this request within 30 days. Will keep a record of all requests and how quickly we respond to them.
    2. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate.
  9. Cookies & Other Websites :
    1. When using our website, cookies will track the pages you visit. Cookies are standard text files placed on your computer to collect standard Internet log information and behaviour. The information is used to track visitor usage of our websites and to compile statistical reports on website activity.
    2. You can set your browser to not accept cookies. For more information visit www.aboutcookies.org
    3. Our website links to other websites. This privacy policy only applies to our website www.tisonline.org.uk
  10. Changes To This Policy :
    1. We will change this policy from time to time by posting a revised version on our website.
    2. The revised version will be effective on the date of publication at www.tisonline.org.uk
    3. Please do remember you have the right to remove consent at any time. Your continued use of our services constitutes your acceptance of any changes to this policy which is available via our web-site.
  11. How To Contact Us :
    If you have any questions or issues regarding our data protection & privacy policy please contact us at; Translating & Interpreting Service
    4 Farr Avenue, Barking, Essex
    IG11 0NZ
    T :   (020) 8591 0050
    W : www.tisonline.org.uk
  12. Other Resources :
    For further details and advice with regard to GDPR, follow the link below:-
    https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr