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: email@example.com
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: firstname.lastname@example.org, 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.
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.
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.