Gillian Shaw Privacy Statement

Your personal data 

Gillian Shaw, freelance translator, has always treated all personal data it receives with respect, ensuring it remains safe and secure. The General Data Protection Regulation (GDPR) doesn’t affect how I use the personal data you give to me but you have a legal right to understand how I use and protect your information. 


This privacy statement reflects the General Data Protection Regulation (GDPR) effective from 25 May 2018. This privacy statement may be updated from from time to time to reflect my privacy practices. I therefore encourage you to regularly check this privacy statement for changes and updates. This policy was last reviewed on: see end of document. 

I am committed to protecting and respecting your privacy. This privacy notice applies to personal information collected and processed by me. 

Gillian Shaw, freelance translator, with registered office 8, Watkins Close, Finchampstead, Wokingham, RG40 4ER United Kingdom, is the data controller of your personal data. You can contact me by email or phone: 

 Email:  Telephone: +44 (0) 7595 549920 

This policy covers the translation services I provide and related invoicing requirements. It does not cover any external websites which may be reached from links within my website, or via email communications. In such cases it will be clear that you are moving to another website; you should always read the privacy notice of any site you subsequently visit. 

You are advised to read the policy carefully. The policy also applies if you are not a customer of Gillian Shaw and you interact with me, for example, by: 

1. Requesting information about my translation services 2.Contacting me by telephone, email or any other means 

My lawful basis for processing your data 

Gillian Shaw must have a lawful basis in order to process your data. There are six lawful bases for processing data, details of which can be found on the ICO website. We have determined the following as our lawful bases for processing your data: 

1. Contract  Gillian Shaw requires your personal data in order to fulfill translation services for you or your business, to complete these services and to create invoices for those services delivered. This lawful basis also applies to potential customers who are requesting information or coming to an agreement. 

2. Legitimate interests  Gillian Shaw will only use your data in ways you would reasonably expect in conjunction with: 

 the agreement of service terms and conditions  delivering translation services effected  communicating payment requests or invoices  follow-up communication about previously completed translation services.

Data retention 

Current customers Gillian Shaw will retain and use your data whilst reaching a service agreement, whilst working on the agreed services and for invoicing purposes and until the payment terms and conditions have been met. 

Previous customers As a previous customer, I am legally required to retain financial data for a period of seven years to comply with regulatory audit requirements. I will only retain your name and the financial data associated with translation serviced delivered to you. 

Security of data All customer data is stored securely on my personal computer, and is backed up on to a secure private server. The server and my personal computer are secure password protected and my personal computer is always locked whenever left unattended. 

What kinds of personal information do I collect and how will I use it? 

Customers (including prospective customers) The personal information I collect depends on why you are engaging with me. 

Translation services I collect the following personal data as part of reaching an agreement on and delivering translation services: 

1. Personal contact details such as title, full name, address, telephone numbers and email address 2. In some cases, your VAT registration number and business website 1.

Please note, that I will never pass on your details to a third party, without your written consent. For instance, if I pass your details to another translator, I will ask you to confirm your agreement to this by email.

Access and your rights 

Subject Access Requests A Subject Access Request (SAR) enables you to find out what personal data I hold about you. Personal data, as defined by the Information Commissioner’s Office (ICO), are data which relate to a living individual from which the individual can be identified. 

If you wish to make a Subject Access Request this needs to be made either in writing or by email. I may subsequently ask you to complete an online form should the information you are requesting be of a complex nature. 

Fees: There is no fee for an initial SAR unless the request is of a complex nature or is one of a number of requests relating to the same data subject. In such cases, Gillian Shaw reserves the right to charge a reasonable fee. 

What information are you entitled to under a Subject Access Request? You can request all the information I hold about you. 

In addition, you are entitled to be: 

 told whether personal data is being processed  given a description of the personal data, the reasons it is being processed and whether it will be given to any other organisations or people 

 given a copy of the personal data; and  given details of the source of the data (where this is possible) 

You can find out more about your rights by visiting the ICO website

What is the time limit for responding? Gillian Shaw will aim to respond promptly to your Subject Access Request and in any event, we will respond within the legal timeframe of one calendar month. 

In addition, you also have the following rights: 

The right to rectification You have the right to ask for inaccurate personal data to be rectified or completed, if it is incomplete. You can make a request for rectification either verbally or in writing. I will respond to the request as soon as possible; legally I have to respond within one calendar month. 

Right to erasure (or right to be forgotten) You can make a request for me to securely and permanently delete all personal information I hold about you in writing (by email) or verbally (by phone), which I legally have to action within one calendar month. Some information I am required to retain for regulatory purposes, specifically in relation to financial records. 

Right to restrict processing You have the right to request the restriction or suppression of your personal data. There may be regulatory reasons why this is not possible in relation to financial activities. I have a legal obligation to respond within one calendar month. 

Right to data portability The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services. This is normally in relation to the financial industry for example if you are with one bank and wish to move to another. 

Right to object The current legislation also states that you have the right to object to: 

1. Processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling) 2. Direct marketing (including profiling); and 3. Processing for purposes of scientific/historical research and statistics 

Gillian Shaw does not engage in the activities detailed in points (2) and (3). One of my lawful bases for processing your data is Legitimate Interest (see Lawful Basis for Processing Your Data above). I only use your data in a way you would reasonably expect and only in relation to potential or completed translation services. 

You can find out more information by visiting the ICO website

Filing a complaint If you are dissatisfied with this policy, have queries about my data protection procedures or wish to lodge a complaint, please contact me in the first instance (see below). Thereafter you have the right to submit a complaint to the Supervisory Authority, the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow Cheshire SK9 5AF. 

Mycontact details 

Gillian Shaw   +44 (0) 7595 549920  8, Watkins Close, Finchampstead, Wokingham, RG40 4ER, United Kingdom 

Last updated 07/07/20

Copyright Gillian Shaw 2020

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