Privacy notice

At Sussex Interpreting Services, we are committed to protecting and respecting your privacy.

This Privacy Notice explains when and why we collect personal information, how we use it, who we may share it with, and what we do to keep it secure.

We may change our Privacy Notice from time to time. You can check our website, for the most recent version to make sure you are happy with any changes. By using our website and accessing our services, you are agreeing to be bound by this Privacy Notice.

Any questions regarding this Privacy Notice and our privacy practices should be sent by email to: info@sussexinterpreting.org.uk

Sussex Interpreting Services (SIS) is a registered charity (registration no. 1081284) and a Company Ltd by Guarantee (registration no 3893084) providing high quality professional Community Interpreting, Community Translation, Bilingual Advocacy, and Health Promotion / Social Prescribing. Our overall purpose is to ensure full access for people with language needs to publicly funded services in order to improve health, education and overall quality of life. The registered address is SIS @ Community Base, 113 Queens Road, Brighton, BN1 3XG.

Our lawful basis for processing is covered by General Data Protection Regulation (GDPR) (Article 6 (1b): necessary for the performance of contracts that SIS have and Article 6 1(b) -our legitimate interests in pursuit of fulfilling our charitable purpose.

Our Lawful basis for processing Special Category Data where necessary is covered under GDPR Article 9 (2a) and 9 (2h); explicit consent has been given or necessary to the purpose of medical diagnosis, preventative medicine and the provision of health and social care.

We collect personal information primarily during the course of delivering Community Interpreting, Community Translation, Bilingual Advocacy and Health Promotion / Social Prescribing activities.

We only collect personal data that is provided voluntarily:

  • When you submit a booking for interpreting / advocacy or translation on our website
  • When you telephone or e-mail SIS to make interpreting / advocacy or translation bookings
  • When you visit our website or feedback or complain about our service or complete surveys
  • When you attend events organised by SIS (e.g. SIS AGM, Focus Groups, Service Users Days)
  • When you attend events / groups / forums organised by external parties and where SIS staff, trustees, interpreters, researchers or volunteers may be present
  • When you attend training / briefings or other meetings arranged by SIS

Personal information collected on individuals by SIS will vary depending on the reason for your contact with SIS.

Categories of Personal data collected by SIS include: title, name, address, telephone numbers, email address, date of birth, gender, nationality, language(s), length of time in UK, Hospital ID, NHS number, name of partners / family members and children, name of GP and interpreter preferences.

Special Category data collected by SIS include: appointment details, religion, ethnic monitoring, sexual orientation and criminal checks (on staff and self-employed interpreters)

We use Information you provide to:

  • Meet your interpreting, translation and advocacy requests
  • Acknowledge bookings, check appointment details, and send e-mails or make telephone calls to you if we require further details.
  • Allocate (profile) match, and book interpreters / advocates or translators best suited to meet your needs and preferences
  • Contact you to update or confirm booking to you (or another authorised individual) by e-mail / telephone or to advise when we are unable to meet your need
  • Subcontract to another interpreting provider where necessary
  • Carry out contractual obligations  – e.g. monitoring of Key Performance Indicators and statistical data on usage, and to raise invoices
  • Seek your views or comments on the services we provide (e.g. surveys) and to manage complaints
  • Register you on SIS’s eLangserv booking service
  • Notify you of changes to our services and policies
  • Send you marketing communications (only where you have specifically opted in) to receive this e.g. invitation to SIS AGM, and other SIS or Community Service Users events that may be of interest
  • Undertake needs assessment, research and statistical monitoring and evaluation (analysis) to support future funding bids and to develop SIS services

When you visit our website, cookies will collect your ISP, IP address, device, operating system, city, country and how you found the website and what pages you accessed and when. When you fill in an online form, we collect your name, organisational address, email address, IP address, and any additional information you input.

Whenever we collect or process personal data, we only keep it for as long as is necessary for the purpose for which it was collected.

When you use SIS for interpreting / translation and advocacy services, we keep any personal data you give us for seven years.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations e.g. employment or tax laws.

Your personal information is shared internally with SIS staff and trustees on a need to know basis.

Information may be shared with external third parties (e.g. an interpreter / translator / advocate, or an interpreting sub-contractor) but only for the express purpose of providing the services or information you have requested, to promote your views, wishes and concerns and to address complaints.

We also share information with third parties where necessary to fulfil statutory and contractual obligations such as safeguarding or auditing, and to maintain IT security and integrity.

However, when we use third parties, we disclose only the personal information that is necessary to deliver the service or meet / address the need and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.

SIS third parties include:

  • SIS Community Interpreters / Translators / Advocates and SIS Volunteers
  • SIS Finance Officer
  • SIS Funders (Commissioners)
  • SIS Auditors
  • Tongue Tied – interpreting and translation provider
  • Introworld (Langserv) – SIS Database developer
  • Workplace Live – SIS Cloud Provider
  • Brighton Paper Round
  • Sussex Community Internet Project (SCIP)

With the exception of the third parties indicated above, please be reassured that we will not release  your personal information to any other third parties, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the prevention of fraud or other crime.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent.

We will not sell or rent your information to any third parties for marketing purposes.

The accuracy of your information is important to us. We are working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or believe any of the other information we hold is inaccurate or out of date, please email us at: info@sussexinterpreting.org.uk, or write to us at: SIS @ Community Base 113 Queens Road, Brighton BN1 3XG. Alternatively, you can telephone us on 01273 234832.

When you send us personal information, we take steps to ensure that it is treated securely. Information in SIS is stored securely in locked filing cabinets and password protected computers. Confidential waste is shredded and disposed of securely.

Any information sent on our website is encrypted by Secure Sockets Layer (SSL).  When you are on a secure page, a lock icon will appear in the web address bar at the top of web browsers such as Microsoft Internet Explorer, Google Chrome etc.

With details transmitted over the Internet, this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Like many other websites, the SIS website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to remember your log-in details. This helps us to improve our website and deliver a better, more personalised service.

In conjunction with ‘cookies’ we use ‘web beacons’ for website analytics. The user and event data is held for 26 months and then automatically deleted.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies off may result in a loss of functionality when using our website.

You can also switch on “Do Not Track” in most modern browsers. Details can be found in the Help section of your browser.

Google Web Fonts

For uniform representation of fonts, this page uses web fonts provided by Google. When you open a page, your browser loads the required web fonts into your browser cache to display texts and fonts correctly.

For this purpose your browser has to establish a direct connection to Google servers. Google thus becomes aware that our web page was accessed via your IP address. The use of Google Web fonts is done in the interest of a uniform and attractive presentation of our plugin. This constitutes a justified interest pursuant to Art. 6 (1) (f) DSGVO.

If your browser does not support web fonts, a standard font is used by your computer.

Further information about handling user data, can be found at https://developers.google.com/fonts/faq and in Google’s privacy policy at https://www.google.com/policies/privacy/.

YouTube

Our website uses plugins from YouTube, which is operated by Google. The operator of the pages is YouTube LLC, 901 Cherry Ave., San Bruno, CA 94066, USA.

If you visit one of our pages featuring a YouTube plugin, a connection to the YouTube servers is established. Here the YouTube server is informed about which of our pages you have visited.

If you’re logged in to your YouTube account, YouTube allows you to associate your browsing behavior directly with your personal profile. You can prevent this by logging out of your YouTube account.

YouTube is used to help make our plugin appealing. This constitutes a justified interest pursuant to Art. 6 (1) (f) DSGVO.

Further information about handling user data, can be found in the data protection declaration of YouTube under https://www.google.de/intl/de/policies/privacy.

Vimeo

Our website uses features provided by the Vimeo video portal. This service is provided by Vimeo Inc., 555 West 18th Street, New York, New York 10011, USA.

If you visit one of our pages featuring a Vimeo plugin, a connection to the Vimeo servers is established. Here the Vimeo server is informed about which of our pages you have visited. In addition, Vimeo will receive your IP address. This also applies if you are not logged in to Vimeo when you visit our plugin or do not have a Vimeo account. The information is transmitted to a Vimeo server in the US, where it is stored.

If you are logged in to your Vimeo account, Vimeo allows you to associate your browsing behavior directly with your personal profile. You can prevent this by logging out of your Vimeo account.

For more information on how to handle user data, please refer to the Vimeo Privacy Policy at https://vimeo.com/privacy.

Facebook

Our website includes plugins for the social network Facebook, Facebook Inc., 1 Hacker Way, Menlo Park, California 94025, USA. For an overview of Facebook plugins, see https://developers.facebook.com/docs/plugins/.

When you visit our site, a direct connection between your browser and the Facebook server is established via the plugin. This enables Facebook to receive information that you have visited our site from your IP address. If you click on the Facebook “Like button” while you are logged into your Facebook account, you can link the content of our site to your Facebook profile. This allows Facebook to associate visits to our site with your user account. Please note that, as the operator of this site, we have no knowledge of the content of the data transmitted to Facebook or of how Facebook uses these data. For more information, please see Facebook’s privacy policy at https://de-de.facebook.com/policy.php.

If you do not want Facebook to associate your visit to our site with your Facebook account, please log out of your Facebook account.

Twitter

Functions of the Twitter service have been integrated into our website and app. These features are offered by Twitter Inc., 1355 Market Street, Suite 900, San Francisco, CA 94103, USA. When you use Twitter and the “Retweet” function, the websites you visit are connected to your Twitter account and made known to other users. In doing so, data will also be transferred to Twitter. We would like to point out that, as the provider of these pages, we have no knowledge of the content of the data transmitted or how it will be used by Twitter. For more information on Twitter’s privacy policy, please go to https://twitter.com/privacy.

Your privacy preferences with Twitter can be modified in your account settings at https://twitter.com/account/settings.

Our website may contain links to other websites run by other organisations. This Privacy Notice applies only to SIS and our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be held responsible for the privacy policies and practices of other sites even if you access those using links from our website.

In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent / guardian’s permission beforehand, whenever you provide us with personal information.

The GDPR provides the following rights for individuals

  • The Right to be Informed – provided in the SIS Privacy Notice (PN)
  • The Right of Access – You can make a subject access request verbally or in writing. PN (p4)
  • The Right to Rectification – You can ask for  your data to be updated PN (p4)
  • The Right to Erasure – SIS will delete your personal data or stop processing at your request
  • The Right to Data Portability – SIS will transfer or port your data at your request with the exception of processing covered by our legitimate interests.
  • The Right to Object – you have the right to object to us processing your data with the exception of where a contract is in force.

We keep this Privacy Notice under regular review. This Privacy Notice was last updated May 2018.