Data Protection & Privacy Policy

DATA PROTECTION & PRIVACY POLICY

Welcome to the Renaissance Translations (we/us/our) data protection and privacy policy.

We respect your privacy and we are committed to protecting your personal data. This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter or purchase a product or service.

WHO WE ARE AND HOW TO CONTACT US

We are Renaissance Translations Limited, a company registered in England under Company Number 07472408, VAT Number 313 4632 33 whose main trading address is Suite 3-17, Universal Square, Devonshire Street North, Manchester M12 6JH United Kingdom.

Our Site, https://renaissance-translations.com/ is owned and operated by us.

You can contact us by:

• Writing to us at Suite 3-17, Universal Square, Devonshire Street North, Manchester M12 6JH United Kingdom.
• Emailing us at [email protected]
• Telephoning us on +44 (0)161 3940408 between 8.00am to 6.00pm Monday to Friday (excluding Bank and Public Holidays);
• Using our contact page at https://renaissance-translations.com/contact-us/   

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 (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

CHANGES TO THE PRIVACY NOTICE

We may make changes to this Policy and therefore it is important that you read this policy each time you use or site. This policy was last updated on 21st January 2024.

THIRD-PARTY LINKS

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.

THE DATA WE COLLECT ABOUT YOU

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes billing address, home and/or contact address, email address and telephone numbers.
• Financial Data includes details of any bank accounts or credit cards that you give to us for payments.
• Transaction Data includes details about payments to and from you.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
• Profile Data includes your username and password, teams, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you use our website and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.

IF YOU FAIL TO PROVIDE PERSONAL DATA

Where we need to collect personal data by law, or under the terms of a contract we have with you, we may not be able to perform the contract we have or are trying to enter into with you for example, to provide our services.

HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us via our website, by post, phone, email or otherwise. This includes personal data you provide when you:
• Ask us for a quote for our services;
• request marketing to be sent to you;
• enter a promotion or survey; or
• give us some feedback.
• Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies.

HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to, most commonly, in the following circumstances:

• To perform the contract we are about to enter into or have entered into with you;
• Where it is necessary for our Legitimate Interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal or regulatory obligation.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by Contacting us.

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below a description of all the ways we plan to use your personal data.  We may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data.

• Identity/Contact data to provide you with a quote for our services;
• Identity/Contact/Financial/Transaction/Profile/Marketing and Communications data to process and order and take payments from you;
• Identity/Contact/Profile/Marketing and Communications data to manage our relationship with you which will include notifying you about changes to our terms or privacy policy and/or asking you to leave a review or take a survey;
• Identity/Contact/Profile/Marketing and Communications data to administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data);
• Identity/Contact/Technical/Usage/Profile data to deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you;
• Identity/Contact/Technical data to use data analytics to improve our website, products/services, marketing, customer relationships and experiences;
• Identity/Contact/Technical/Usage/Profile data to make suggestions and recommendations to you about services that may be of interest to you.

MARKETING

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased services from us or if you provided us with your details by at some other time and, in each case, you have not opted out of receiving that marketing.

We will get your express opt-in consent before we share your personal data with any company outside of our group of companies for marketing purposes.

THIRD PARTY PROCESSORS

Our carefully selected partners and service providers may process personal information about you on our behalf as described below: 

• Digital Marketing Service Providers

We periodically appoint digital marketing agents to conduct marketing activity on our behalf, such activity may result in the compliant prcessing of personal information. Our appointed data processors include: 

1.  Prospect Global Ltd (trading as Sopro) Reg. UK Co. 09648733. You can contact Sopro and view their privacy policy here: https://sopro.io/. Sopro are registered with the ICO Reg: ZA346877 their Data Protection Officer can be emailed at: [email protected]. 

OPTING OUT

You can ask us or third parties to stop sending you marketing messages at any time by Contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions.

COOKIES

We use cookies to improve your experience on our website. For more information about the cookies we use please see https://renaissance-translations.com/cookie-policy/ 

SOCIAL MEDIA PLATFORMS

Communication, engagement and actions taken through external social media platforms that our site participates on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

This site may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Through our use of social media platform accounts, we may share web links to relevant web pages. By default some social media platforms shorten lengthy URLs (web addresses).

Users are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms by us. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore we cannot be held liable for any damages or implications caused by visiting any shortened links.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

DISCLOSURE OF YOUR PERSONAL DATA

We may have to share your personal data with the parties set out below for the purposes set out in the table above.

• Our business partners, suppliers and sub-contractors (including translators) for the performance of any contract we enter into with you;
• Third parties including:
• Service providers acting as processors based who provide IT and system administration services.
• Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide banking, legal, insurance and accounting services.
• HM Revenue & Customs (and like bodies outside of the UK), regulators and other authorities who require reporting of processing activities in certain circumstances.
• Those to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We may also provide Aggregated Data to advertisers and advertising networks that require the data to sleeve and serve relevant adverts to you.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We will not disclose your personal data to any other third parties without your specific consent unless we are required to do so by law.

DATA SECURITY

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

DATA RETENTION

We will only retain your personal data 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.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

YOUR LEGAL RIGHTS

You have the right to:

1. Request access to your personal data (commonly known as a “data subject access request”).
2. Request correction of the personal data that we hold about you.
3. Request erasure of your personal data.
4. Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
5. Request restriction of processing of your personal data.
6. Request the transfer of your personal data to you or to a third party.
7. Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you.

If you would like more information on your legal rights then please contact us or visit https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests.

GLOSSARY

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.