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Privacy Notice

Introduction

At Translit, we prioritise your privacy and are dedicated to safeguarding your personal information. This Privacy Notice outlines how we collect, use, and protect your data, ensuring compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

The objective of this policy is to provide all Translit employees, agency staff and contractors (linguists) with information about how Translit collects and processes their personal data. However, the information we will process about you will vary depending on your specific role and personal circumstances.

How We Collect Your Information

We collect your information from various sources, depending on your role and personal circumstances. These sources are:

  • Directly from you
  • From an employment agency or referees
  • Security clearance providers
  • Occupational Health and/or other health service providers
  • Providers of staff benefits/services
  • Pension administrators and other government departments, for example tax details from HMRC
  • CCTV images from our landlords and/or taken using our own CCTV

Information Collected & How It Is Used

We gather several types of personal and sensitive data to collaborate with you, depending on your role and personal circumstances.

Identify & Contact Information

  • Full Name: We collect your full name to identify you within our systems, to create and manage your profile, and to verify your identity during onboarding, vetting, and service delivery.
  • Email Address: Your email address is used as a primary method of communication. This includes account setup, notifications relating to bookings or assignments, updates to services, security alerts, and correspondence relating to your relationship with Translit.
  • Mobile Phone Number: Your phone number is used to support operational communication, including contact relating to assignments or bookings, urgent service-related communications, verification purposes, and account recovery where required.
  • Home Telephone Number: Where provided, a home telephone number is used as an additional contact method for communication relating to account management, service delivery, or urgent operational matters where we are unable to reach you via other contact details.
  • Home Address: Your address is used for identity verification, right-to-work checks, to meet legal and contractual obligations and may be used where necessary in connection with welfare or safeguarding matters.
  • Date of Birth: We collect your date of birth to support identity verification, ensure eligibility to work, and meet regulatory and safeguarding requirements.
  • Gender: Where provided, gender information is used for equality monitoring, reporting, and compliance with applicable legal requirements. For linguists this information is also used to match individuals to bookings where a preferred gender is specified.

Identification and Vetting Information

  • National Insurance Number or Personal Public Services Number (PPS): This information is used to verify your legal right to work, meet tax and employment-related legal obligations, and support regulatory compliance.
  • Passport and Right-to-Work Identification Details: Passport details and related identification information are collected to verify identity and confirm your legal right to work in the relevant jurisdiction.
  • Photograph: Your photograph is used for identification purposes within secure systems, including profile verification.
  • Employment References: We collect references from previous employers or professional contacts to verify work history, confirm suitability for assignments, and meet vetting, safeguarding, client, and regulatory requirements. References are obtained directly from referees or via reputable third-party vetting providers where appropriate.
  • Country of Birth: Country of birth is collected for identity verification, right‑to‑work assessment, and to meet legal, regulatory, and client vetting requirements where applicable.

Professional and Employment-Related Information

  • Work History: We collect information about your work history to verify experience for the role, and support service delivery.
  • Qualifications and Certifications: Qualification information is used to confirm competence, meet client and regulatory requirements, and allocate appropriate work.
  • Employment Related Records: This may include performance information, conduct records, disciplinary or grievance information, time and attendance, and use of IT systems. These records are used for operational management, quality assurance, safeguarding, dispute resolution, and compliance purposes.

Financial and Payment Information

  • Bank Account Details: Bank details are collected to process payments securely and accurately for services provided.
  • Billing and Invoicing Information: Billing information is used to manage invoicing, payment reconciliation, tax compliance, and financial record keeping.
  • Financial Benefits and Tax-Related Information: This information is processed to meet payroll, tax, pension, and statutory reporting obligations where applicable.

Special Category Data

  • Medical and Health Information: Health-related information, including occupational health data where relevant, is processed to support safeguarding, fitness-for-work assessments, legal compliance, and the protection of vital interests.
  • Religious Beliefs: Where provided, this information is used only to make reasonable accommodations or meet specific service or safeguarding needs.
  • Ethnic Origin: Ethnicity data may be processed for equality monitoring and compliance with legal obligations.

Criminal Convictions & Offences Data

  • Information Relating to Criminal Convictions or Offences: This information is processed to meet legal, regulatory, safeguarding, and client requirements, particularly in relation to suitability for specific assignments.

Emergency and Safeguarding Information

  • Emergency Contact Details: Emergency contact information is used solely in the event of a health, safety, or safeguarding incident involving you.

Technical and App Usage Information

  • Login and Authentication Information: We collect login-related information to allow secure access to our systems and mobile application.
  • App Usage and Activity Data: This includes timestamps for logins, job acceptance, progress updates, completion, and closure. This information is used to manage assignments, record service delivery, process payments, and meet audit and operational requirements.
  • Device and Basic Technical Information: We collect limited device and technical information to ensure the mobile application functions securely ad correctly.
  • IP Address: IP addresses are used to support system security, prevent unauthorised access, and investigate potential misuse.
  • CCTV Images: Where applicable, CCTV footage is processed to ensure the safety and security of individuals and premises.

     

Use of the Translit Mobile Application

The Translit mobile application is used to support the registration, management, and ongoing engagement of linguists. The app acts as a secure interface through which personal information is collected, updated, and managed as part of an individual’s profile.

App‑Specific Usage and Technical Information

When using the mobile application we collect certain technical and operational information, including:

  • timestamps relating to log‑ins, job acceptance, progress, completion, and closure;
  • status information associated with assignments or bookings;
  • basic device and usage information necessary to ensure the app functions correctly.

This information is used to:

  • manage assignments and job workflows;
  • accurately record job status and completion;
  • support operational oversight, payment processing, and audit requirements; and
  • maintain the security and performance of the application.

We do not use information collected through the Translit mobile application for advertising, marketing profiling, or tracking users across third‑party apps or websites.

Legal Basis for Processing

Depending on the processing activity, we rely on the following lawful basis’s for processing your personal data under the GDPR:

  • Article 6(1)(b) which relates to processing necessary for the performance of a contract.
  • Article 6(1)(c) so we can comply with our legal obligations as your employer.
  • Article 6(1)(d) in order to protect your vital interests or those of another person.
  • Article 6(1)(e) Processing necessary for the performance of a task conducted in the public interest or in the exercise of official authority vested in us.
  • Article 6(1)(f) for the purposes of our legitimate interest

Where the information we process is special category data, for example your health data, the additional bases for processing that we rely on are:

  • Article 9(2)(a) your explicit consent
  • Article 9(2)(b) which relates to carrying out our obligations and exercising our rights in employment and the safeguarding of your fundamental rights.
  • Article 9(2)(c) to protect your vital interests or those of another person where you are incapable of giving your consent.
  • Article 9(2)(f) for the establishment, exercise or defence of legal claims.

We process information about staff criminal convictions and offences. The lawful basis we rely on to process this data are:

  • Article 6(1)(e) for the performance of our public task. In addition, we rely on the processing condition at Schedule 1 part 2 paragraph 6(2)(a) of the DPA 2018
  • Article 6(1)(b) for the performance of a contract. In addition, we rely on the processing condition at Schedule 1 part 1 paragraph 1 of the DPA 2018

Our Appropriate Policy Document provides further information about this processing.

Your Rights

You have the following rights regarding your personal data:

  • Right to Access: Request access to your personal data.
  • Right to Rectification: Correct inaccurate data.
  • Right to Erasure: Request deletion of your data under certain conditions.
  • Right to Restrict Processing: Limit how we use your data.
  • Right to Object: Object to certain types of data processing.
  • Right to data portability:Ask that we transfer the information you gave us from one organisation to another, or give it to you

To exercise these rights, please contact our Data Protection Officer at DPO@Translit.com

Data Protection Complaints

If you have concerns about how we collect or use your personal data, you have the right to raise a data protection complaint with us.

Complaints can be raised by contacting our Data Protection Officer at DPO@Translit.com or using the contact details set out below.

We will acknowledge receipt of your complaint within 30 days and will consider and handle it without undue delay, in line with applicable data protection law.

If you remain dissatisfied after receiving our response, you have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters.

Data Principles

  • Minimal Data Collection: We do not collect more information than is necessary. We ensure that the data we gather is relevant and limited to what is required for the purposes for which it is processed.
  • Purpose Limitation: We do not use your data for purposes other than those specified. Your data is only processed for the specific, explicit, and legitimate purposes that we have communicated to you.
  • Data Retention: We do not keep your data if it is no longer needed. We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.
  • Data Sharing: We do not share your data with third parties for marketing purposes. Your personal data is not sold, rented, or otherwise disclosed to external parties for their marketing activities.
  • Data Accuracy: We take all reasonable steps to ensure that the personal data we hold is accurate and kept up to date. If any inaccuracies are identified, we promptly rectify them.
  • Data Security: We implement appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage.
  • Transparency: We are transparent about how we collect, use, and share your personal data. Our privacy notices and policies are clear and accessible, providing you with detailed information about our data processing activities.
  • Individual Rights: We respect your rights regarding your personal data. You have the right to access, rectify, erase, restrict processing, object to processing, and data portability. We provide mechanisms for you to exercise these rights easily.
  • Accountability: We are accountable for our data protection practices. We regularly review and update our data protection policies and procedures to ensure compliance with applicable laws and regulations.

Data Sharing

We may share your data with third-party processors for specific business purposes, These third parties are carefully selected and are required to adhere to GDPR and other relevant data protection regulations. We ensure that any data shared is managed securely and used only for the intended purposes. The types of third-party processors we may share your data with include:

  • Payment Processors: To handle transactions and process payments.
  • IT Support Providers: To maintain and support our IT systems.
  • Security Services: To ensure the security of our premises and IT systems.
  • Cloud Storage Providers: To securely store and manage translation files and data.
  • Data Analytics Services: To analyse translation performance and improve service delivery.
  • Marketing and Communication Platforms: To send updates, announcements, and other relevant information to clients and stakeholders.
  • Clients: To provide contact information if required to attend a booking

Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected. This retention period is determined by considering legal, regulatory, tax, accounting, and reporting requirements. Once the data is no longer needed, it is securely deleted or anonymised to protect your privacy.

More information on data retention can be found in our Data Retention Policy.

International Transfers

If data is transferred EU or EEA, we implement appropriate safeguards to ensure your data remains protected. These safeguards include:

  • Standard Contractual Clauses (SCCs): We use SCCs approved by data protection authorities to ensure that your data is protected during international transfers.
  • Binding Corporate Rules (BCRs): Where applicable, we use BCRs to ensure that all members of our corporate group provide adequate protection for personal data.
  • Adequacy Decisions: We transfer data to countries that have been deemed to provide an adequate level of data protection by the European Commission.
  • Exceptions: In specific situations, we may rely on exceptions for specific situations as outlined in Article 49 of the GDPR, such as your explicit consent or the necessity of the transfer for the performance of a contract.

These measures ensure that your data is always kept secure and that your privacy rights are protected during international transfers.

Contact Information

For any questions about this Privacy Notice or to exercise your data protection rights, please contact our Data Protection Officer at DPO@Translit.com. For written correspondence please send to our Head Office Address: 4th Floor Crescent House, Hartstonge Street, Limerick City V94 K35Y. We are committed to addressing any concerns you may have and ensuring your data is managed responsibly.

Changes to This Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or legal requirements. Any changes will be communicated to you via email, our website or other appropriate.

This Privacy Notice is reviewed annually or whenever there is a change that impacts the contents.

Effective date 24.01.2025.