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ATC Privacy Policy

The Association of Translation Companies’ (ATC’s) Privacy Policy tells you what to expect us to do with your personal information when you

  • visit our website;
  • subscribe to our mailing list;
  • join the ATC;
  • attend an event or training; or
  • engage with us in other ways.

This Privacy Policy complies with the requirements of UK GDPR and EU GDPR.

If you do not agree with our policies and practices, and the way we process your personal information, we ask you not to use our services. If you have any questions relating to this Privacy Policy or our data protection principles, please contact secretary@atc.org.uk.

Our contact details

Name: Association of Translation Companies Ltd

Address: Berewyk Hall Court, Colchester, Essex CO6 2QB, United Kingdom

Email: secretary@atc.org.uk

What information we collect and use, and why

When you visit our website, subscribe to our mailing list, join the ATC, attend an event or training or engage with us in other ways, we collect, use, and store the following personal information as part of providing and improving our services and communicating with you.

We do not collect or process sensitive personal information, or information relating to children or vulnerable adults.

Website

When you visit our website, we use the following technologies to improve your user experience and our website performance:

  • Cookies as detailed in our cookie consent form as you visit our website for the first time
  • Google Analytics
  • WordPress Analytics

Communications

When you subscribe to our mailing list or our social media platforms, or work in a member company, we collect, use and store the following details to send you communications:

  • Contact details (e.g. name, email address, job title, and company information)

We may also send you relevant communications if we believe you may be interested in receiving them in your professional role as a corporate subscriber.

You can unsubscribe from our communications at any time via the Unsubscribe option on all of our mailers, or by emailing secretary@atc.org.uk.

Membership

When you apply to join the ATC via this website or via email, or when your company is a current ATC member or partner, we collect, use and store the following relevant contact data to provide our services and to send you important membership communications:

  • Contact details (e.g. name, email address, job title, and company information)
  • Financial details (e.g. finance contact and administration details)

You can unsubscribe from all but necessary administrative communications at any time via the Unsubscribe option on all of our mailers, or by emailing secretary@atc.org.uk.

Events, training and research

When you register to attend one of our events or training or take part in our research, we may collect, use and store the following relevant contact data to provide our services and to inform you of future opportunities:

  • Contact details (e.g. name, email address, job title, and company information)
  • Dietary and accessibility requirements
  • Financial details (e.g. finance contact and administration details)
  • For speakers/presenters: bio & photo

You can unsubscribe from all but necessary administrative communications at any time via the Unsubscribe option on all of our mailers, or by emailing secretary@atc.org.uk.

Language Industry Awards

When you submit a nomination to our Language Industry Awards, or agree to judge the Awards, we may collect, use and store the following data:

  • Contact details (e.g. name, email address, job title, and company information)
  • Bio, photo, and work history

If you are nominating another person for an Award or as part of an Award, you are responsible for ensuring that you have the consent of that person to submit their personal data to the ATC.

Stakeholders

If you engage with the ATC as a corporate stakeholder working in an organisation the ATC has a professional connection with or interest in, we may collect, use and store the following information to engage with you directly in your professional role:

  • Contact details (e.g. name, email address, job title, and organisational information)

We may also send you relevant communications if we believe you may be interested in receiving them in your professional role as a corporate subscriber.

You can unsubscribe from our communications at any time via the Unsubscribe option on all of our mailers, or by emailing secretary@atc.org.uk.

Suppliers and contractors

If you engage with the ATC as supplier or a contractor, we may collect, use and store the following information to engage with you directly in your professional role:

  • Contact details (e.g. name, email address, job title, and company information)
  • Financial details (e.g. finance contact and administration details)
  • Bio, photo, education, and work history

Lawful bases and data protection rights

Under UK and EU GDPR, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR which mirrors those within the EU GDPR.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this Privacy Policy.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information are:

  • Consent – We have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. You have the right to withdraw your consent at any time.
  • Contract – We have to collect or use the information so we can enter into or carry out a contract with you and to to provide our services. All of your data protection rights may apply except the right to object.
  • Legitimate interests – We’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

Legitimate interests assessment

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Automated decision-making and profiling

We do not make use of automated decision-making or profiling.

Where we get personal information from

We collect your information from the following places:

  • Directly from you
  • Your immediate colleagues within the same organisation
  • Publicly available sources if you can be classified as a corporate subscriber or stakeholder

How we store and how long we keep information

We aim to protect your personal information through a system of organisational and technical security measures.

Your information is stored in the UK and the EU our following data repositories who comply with relevant data privacy requirements:

  • CiviPlus CRM
  • O365 suite
  • Local Windows file & folder structures
  • WordPress website & member database
  • Xero accounting software
  • Stripe payment software
  • PayPal payment software
  • Limited Google Services compliant with EU-U.S. Data Privacy Framework and UK-US Data Bridge

We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Policy unless a longer retention period is required or permitted by law for e.g. tax or accounting purposes.

When we have no further legitimate business need to process your personal information, or you request for your information to be deleted, we will either delete or anonymise the information, or, if this is not possible (for example, because your personal information has been stored in backup archives), we will securely store the information and isolate it from further processing until deletion is possible.

For more information on how long we store different types of personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Where necessary, we share information with the following organisations who provide us with essential contracted services and who act as data processors for us:

  • CJAM Association Management
  • Communication Squared
  • Bawa Mason Consulting
  • The Nice Exchange
  • Third-party solutions providers (i.e. O365, WordPress, Xero, Stripe, PayPal, CiviPlus, Google)

We do not sell or share your personal information with third parties.

Sharing information outside of the UK

As a rule, we do not transfer personal information outside of the UK and the EU.

If necessary for the provision of our services, we will transfer personal information outside of the UK/EU in compliance with the UK and EU GDPR, making sure appropriate safeguards are in place (e.g. US companies participating in the EU-U.S. Data Privacy Framework / UK-US Data Bridge).

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this Privacy Policy.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

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