40dots Ltd (the “Company”) is a company registered under the laws of England and Wales providing translation and localisation and various other language services primarily in the English – Greek language combination. It operates both as a data controller and data processor depending on the circumstances in which work is undertaken and implements the relevant requirements of the GDPR. The Company is committed to maintaining the trust and confidence of visitors to its website, its clients, colleagues and suppliers and to safeguarding personal data which is processed.
This Privacy Notice outlines when, what and why the Company collects personal data, how it uses it, the limited conditions under which it may disclose it to others, and how that data is kept secure.
The Company may be contacted in its capacity as Data Controller of the data under the European General Data Protection Regulation (Reg. (EU) No 2016/679)) by writing to 40dots Limited, 71-75 Shelton St., Covent Garden, London WC2H 9JQ, United Kingdom or by sending an email to info@40dots.com.
Visitors to this website are not obliged to provide personal data. Nevertheless, anyone interested in the company’s services can contact the company using the contact form, and certain personal data needs to be collected to establish communication. The legal basis for processing your data in that case is to perform the services you request or to take necessary steps prior to fulfilling that request and complying with legal requirements. The Company collects, stores and uses such personal data for the purposes of issuing a quote, providing translation services that you request or complying with legal requirements. 40dots does not use your personal data for marketing purposes.
The Company holds data on clients, suppliers, associates, data processors, potential clients and subscribers to the blog for legitimate purposes.
The personal data collected may include your name, postal address, email address, telephone number, and ID or tax number, payment and delivery conditions, financial and bank account details. The data in question will be retained throughout the business relationship only, or for the length of time stipulated to comply with legal and tax obligations.
Data relating to quotes will be retained for up to 1 year. If a quote is accepted and work is then carried out, the Company is obliged to retain your personal data for the statutory period to comply with tax obligations. The Company will delete email communication after five years.
For administrative purposes, 40dots Limited has contracted the following company as a data processor for accountancy and tax advice: The Accountancy Partnership, Offices A13 & A14 Champions Business Park, Arrowe Brook Road, Upton, Wirral, CH49 0AB.
If the services you have requested require the text to be sent to a colleague / associate for translation / editing, the colleague will be asked to sign a NDA in order to safeguard your personal data. They will be advised of their legal obligations in relation to confidentiality and professional secrecy, which are no less onerous than the obligations assumed by 40dots.
Other parties may have access to your personal data for administrative purposes, including the company’s website and email hosting services. All these parties are GDPR-compliant.
40dots holds professional indemnity insurance which covers data protection risks.
The Company takes all precautionary steps to guarantee the security, integrity and confidentiality of your personal data in compliance with the General Data Protection Regulation, in relation to the processing of personal data.
You are entitled to access, modify, erase or contest the personal data that the Company holds, in accordance with the abovementioned Regulation. Please send your request directly to the Company using the contact details provided above. The Company will act upon this as soon as possible, and in all events within 1 month maximum from the date of your request.
Please contact 40dots on info@40dots.com if you have any concerns about how the Company processes your personal data. You also have the right to lodge a complaint with UK’s Information Commissioner’s Office.
40dots takes all possible precautionary measures to guarantee that your personal data is safeguarded in the form of anti-virus software, firewalls and secure servers. Backups of personal data are stored in a secure place, separate from the computer containing the original files, so that personal data can be recovered in the event of loss or damage. Should this back up be done via electronic methods, an encrypted method is used to guarantee the confidentiality of the personal data, in the event of unlawful third-party access. Technical measures: All electronic systems in use for storing or processing personal information are password protected.
In the event of a security breach of personal data, due to theft or unlawful access for example, the Company will notify the ICO within 72 hours of this security breach. This will include all of the information necessary to clarify the circumstances under which this happened. Notification will be done electronically via the relevant online portal.
Based on the company’s legitimate interest (i.e. its interest in analysis, optimisation and economic performance of its online offer pursuant to Article 6(1)(f) of the GDPR), 40dots uses a third-party service, Google Analytics, which is Google LLC’s web analysis service. Google Analytics collects standard internet log data and details of visitor behaviour patterns. This is done to find out things such as the number of visitors to the various parts of the site. This data is only processed in a way which does not identify anyone. 40dots neither makes nor allows Google to make, any attempt to find out the identities of those visiting our website. The user information generated by Google cookies regarding the company’s online offer is normally transferred to a server and stored in the USA. Google is certified by its Data Processing Agreement for Europe, and therefore complies with European data protection regulations. If you are not happy about this, please click the following link to get the Google Analytics opt-out browser add-on: https://tools.google.com/dlpage/gaoptout
This website also includes social media features such as share or like buttons. These features are provided by third-party social media platforms themselves (LinkedIn, Twitter, Facebook and Google+). If and when data is collected in this way, it is processed in accordance with the privacy policy of the respective social media platforms.
This Privacy Notice (v1) was updated on 08 February 2018 and will be reviewed as and when necessary.