PRIVACY AND DATA PROTECTION CHARTER
1. Raison d’être and legal bases
Lingua T scrl takes your privacy very seriously and we do our utmost to safeguard it. We collect and process your personal data in strict compliance with the legal provisions on this matter, that is the act of 8 December 1992 on the protection of privacy with regard to the processing of personal data and its subsequent amendments (hereinafter referred to as the ‘Privacy Act’) and Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 (hereinafter referred to the ‘General Data Protection Regulation’ or the ‘GDPR’).
Information about any operations involving the processing of your personal data and your rights is provided below. We reserve the right to modify or update our privacy and data protection charter at any time and we undertake to announce these modifications clearly on our website.
2.1. Your personal data are used solely by the company Lingua T scrl, with its registered office at Chemin du Bienvenu 57, 5100 Namur, listed in the Banque Carrefour des Entreprises (central business database) under number BE-0440.001.007 (hereinafter referred to as the ‘controller’), in the context of the provision of its language services.
In this capacity, Lingua T scrl determines the ultimate purposes and technical and legal means of processing personal data and undertakes to take all the organisational measures necessary to guarantee secure processing in compliance with the national and European legislation referred to in point 1.
2.2. All the internal and external suppliers and translators (hereinafter referred to as the ‘subcontractors’) providing services on behalf of Lingua T scrl, in any capacity whatsoever, have signed a confidentiality and non-disclosure agreement. In the light of this, they are obliged to observe the strictest professional secrecy and have expressly undertaken never to disclose personal data and information, whether or not they are confidential, included in the texts entrusted to them for linguistic purposes or as documentation. They have further undertaken to take all the measures required to keep in a safe place and to secure the files and other documents translated or to be translated (including electronic and paper copies), by all information technology and other means of ensuring data security and/or encryption.
3. Processing personal data
3.1. In accordance with the requirements imposed by the Privacy Act and the GDPR, Lingua T scrl undertakes only to collect and process your data in the context of and for the sole purpose of the proper provision of its services.
3.2. In general, the company Lingua T scrl may have to collect the following data:• data collected about clients: surname, first name(s), company name, postal and electronic addresses (e-mail, Skype, etc.), business telephone number(s), function within the company, links to business website, bank and tax information required for estimates and invoicing (IBAN and BIC, invoicing address, business number);
• data collected about translators: surname, first name(s), company name, postal and electronic addresses (e-mail, Skype, etc.), business telephone number(s), link to business website, bank and tax information required for processing and paying invoices (IBAN and BIC, business number), working languages, areas of expertise.
When visitors consult the website of Lingua T scrl, certain data may be collected by cookies: IP address, geographic zone of consultation, date and time of consultation and pages consulted.
4. Purposes of the data processing
In accordance with the requirements imposed by the GDPR, Lingua T scrl stores your personal data only for the period of time reasonably necessary to enable the accomplishment of the purposes for which they are processed.
Lingua T scrl collects and processes your data for the following purposes:• to manage requests for information and estimates, and properly carry out and deliver the translations and other linguistic tasks requested;
• to manage the contractual relationship;
• to enable invoicing and the management of our accounts;
• to provide a general service by consulting the website and a personalised service by sending information relating to our translation agency;
• to detect fraud, errors and criminal behaviour;
• to establish statistics on visitors to our website.
Your personal data are intended to be used exclusively for internal purposes and in the context of the fulfilment of translation orders. Subject to your prior consent, they may be passed on to subcontractors asked to translate your texts, given that these subcontractors are bound by the strictest professional secrecy and the confidentiality and non-disclosure requirements stipulated in the agreement that they have signed (see point 2.2).
5. Guarantee of fair processing and users’ rights
Guarantee of fair processing based on legitimate interest
Your personal data are always processed in accordance with the legitimate purposes set out above. They are collected and processed appropriately, relevantly and not to excess, on the basis of the legitimate interest existing between Lingua T scrl, its internal and external translators and its clients.
Your data are stored as long as is necessary for the proper fulfilment of the translation missions entrusted to us. Data used for marketing purposes are stored for a maximum of three years as regards direct marketing.
Pursuant to the principle of liability, all technical and security measures have been taken to limit the risks of unlawful or unauthorised access to and processing of your personal data as much as possible. In the event of any intrusion into its computing systems, Lingua T scrl undertakes to take all the necessary measures immediately to minimise the damage.
Right of access and right to the rectification or adaptation of your data
You have the right to obtain information on the processing of your data. You have the right to know the purposes of the processing, the categories of data concerned, the criteria used to determine the period of time for which data are stored and the rights which you can exercise in respect of your data.
Your personal data may be corrected or modified by simple notification sent by post to Lingua T scrl, Chemin du Bienvenu 57, 5100 Namur (Belgium) or electronically to firstname.lastname@example.org.
Right to erasure or the “right to be forgotten”
You have the right to request the erasure of your personal data at any time, without having to give any reason, by simple notification sent by post to Lingua T scrl, Chemin du Bienvenu 57, 5100 Namur (Belgium) or electronically to the address email@example.com. We will then take the necessary steps to delete your personal data immediately.
Right to data portability
You have the right to obtain details of personal data concerning you that we hold, in a commonly used and readable electronic format. You can request this by post to Lingua T scrl, Chemin du Bienvenu 57, 5100 Namur (Belgium) or electronically at firstname.lastname@example.org.
Right to the restriction of processing
You have the right to request the restriction of the processing of your personal data if:• you believe that the data we possess concerning you are inaccurate;
• you believe that personal data are not processed in accordance with the legal provisions and you prefer us to restrict the processing of these data rather than deleting them;
• you need data in order to establish, exercise or defend legal claims; or
• you have objected to the processing of your personal data and are waiting to find out whether your interests linked to this objection take precedence over the legitimate reasons evoked by Lingua T scrl.
Right to submit a complaint
If you are not satisfied with the way in which Lingua T scrl processes your personal data, you have the right to submit a complaint to the Commission for the protection of privacy, that is the Belgian Data Protection Authority since 25 May 2018 (www.privacycommission.be).