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Data Protection Policy & Privacy Notice

Section One – Data Protection Policy

Universal Language Solutions Ltd, Registered Company 09002776

Provident House, Burrell item, Beckenham. BR3 1AT.

ULS provide language translation services by matching their professional translators to projects in a bespoke service tailored to requirements.

For any queries regarding the content of this Policy Document and Privacy Notice, or any requests to access data held, please contact Manitu Szerman, Managing Director on 0208 249 6464, or m.szerman@universallanguagesolutions.co.uk

ULS is registered with the Information Commissioner’s Office, reference ZA394954. The person responsible for Data Protection and Information Security is the Managing Director, Manitu Szerman.

Understanding our Obligations

ULS have assessed and documented all processing activities conducted regularly, those exposing data to a high-risk and any sensitive personal data. These activities have been justified using the Legal Bases and Special Conditions provided in the Regulations and written into a Privacy Notice, please see Section Two of this document. The Privacy Notice is available to all Interested Parties on our website, universallanguagesolutions.co.uk

Data Subject Access Rights

Individuals have the right to request details of any personal information that ULS may hold on you, and you have increased rights regarding our use of that information, including;

  1. The right to request rectification of information that is inaccurate or out of date
  2. The right to erasure of your information (also known as “the right to be forgotten”)
  3. The right to restrict the way in which we are dealing with and using your information
  4. The right to request that your information be provided to you in a format that is secure and suitable for re-use (also known as “the right to portability”)

ULS acknowledges that any person may ask if any information is held containing their personal data. ULS will respond to written requests as soon as possible, not taking any longer than 30 days to provide copies of any data held. The company shall correct any errors if requested, and agrees to delete records where this is permitted under the Legal Basis.

Review of Data Protection Policy and Privacy Notice

Data Protection is a standing agenda item at the ULS Management Review Meeting and the Trustees Board Meeting; this includes a review of the Data Protection Impact Assessment and Privacy Notice for relevance and accuracy. The documents, and this policy document, shall be reviewed in full at least annually.

Security Details

Every effort is made to manage the personal information held by ULS in a responsible and secure manner. To this end, all networked equipment is encrypted and password protected, stored on encrypted Cloud servers. This is backed up by our IT provider, Resonate Cloud Services. Two Factor Authentication is used on all mobile devices.

Cloud based Google Drive used for Project File Management enables restricted access to assigned Project Managers only.

Staff using mobile phones to access business information, including emails, are asked to add PIN or Fingerprint security, and ensure that the operating system updates are downloaded when available.

Hard copy personnel files are kept in a locked cabinet in a locked office with limited key-holders. Access to the building is managed by a manned reception.

Breach Response

In the event of a breach, such as a break-in, loss or theft of a laptop or phone, all staff and current clients will be made aware. If there is a serious risk of personal data being misused, then all contacts will be informed and the incident reported to the Information Commissioner’s Office within three days of the breach being discovered; ULS will then take guidance on further action from the ICO.

SECTION TWO – PRIVACY NOTICE

All documents remain the property and intellectual property of the client.

Processing Activity Statements

Activity

Purpose/justification – Legal Basis / Special Condition

Translation Services

File Transfer

Receipt and return of translation file documents, preferred method is using Cloud based Google Drive, though some clients prefer an email exchange and this is used where requested– Contract

Document Review

Review and assessment of translation required to appoint suitable linguist – Contract

File Engineering

Where required, translation documents are converted to an alternative format before sending to Linguist – Contract

Insightly CRM Software

Order History

Retention of previous translation services to optimise future customer service – Legitimate Interests

Customer Record

Retention of basic contact details for the provision of services – Contract

General Contacts

Database of Contact Information for Businesses

Business contacts from networking and referrals for the promotion of ULS – Legitimate Interests

Website

Cookies are text files generated by the website and stored on the user’s computer partly for marketing purposes and Lead Generation – Legitimate Interests

Email Campaigns

Mailchimp, an online marketing platform and an email marketing company, is used to send emails on behalf of ULS for marketing purposes – Legitimate Interests

Business

Accreditation

Evidence of ULS activities and responsible persons are provided in the application and audit process for certification to ISO 9001, Institute of Translation & Interpreting and Chartered Institute of Linguists – Legitimate Interests

Staff

Absence Monitoring and Appraisals

To monitor performance, sickness and holiday absences – Legitimate Interests

HR Issues, Consultant

The occasional referral to QBH Solutions for the purposes of consultation on HR Documents such as Contracts of Employment, and for assistance with resolution on disciplinary and grievance issues – Legitimate Interests

Third Party Payroll

Payroll is managed by a third party, Aims Accountancy, as the resource for this isn’t yet available internally – Legitimate Interests / Special Condition B Legal Compliance

Employment Records

Retention of application form and contract, copies of identification and qualifications where applicable – Legal Obligation / Special Condition B Legal Compliance

Preferred Linguists*

Retention of copies of identification, CV and qualifications, contact information and country of residence where applicable – Legal Obligation / Special Condition B Legal Compliance

Accident Records

Retention of workplace accident records – Legal Obligation / Special Condition B Legal Compliance

*For some translation projects, the client requests the identity of the Linguist, this is shared via the secure Cloud-based system.

Control of Records

What How Where How Long Destruction
Quotes Email Google Drive Email / Server 2 years Permanent Deletion
Email Google Drive
Email / Server
Guidance from code Permanent Deletion
Translation Files Hard copy Locked drawer Only for stamping & scanning Shredded Immediately
CDs
USBs
Locked drawer Returned to client
Post-contract
Outlook Address Book Online Secure Account Indefinite
Employee Records Hard copy files & Scanned Server / Office 3 years Permanent Deletion / Shredded
Accident Book Book Office 7 years Shredded
Invoices Raised electronically & Printed Server / Office 3 years Permanent Deletion / Shredded

Find out more about us

Looking for an experienced translation company to handle your next translation project? We can help! Find out more about our premier services by calling us at +44 (0)20 3940 3255. You can also email us at info@universallanguagesolutions.co.uk. To get an estimate for our services, please complete our free quote form to get an instant quote.

QUALITY TRANSLATIONS


Our team comprises both professional in-house and freelance linguists all of whom have expert accreditation and are well trained and highly skilled.

FAST TURNAROUND


As a leading global supplier of translation services, our expertise and ability to provide a fast, high quality response is in high demand around the world.

COMPETITIVE PRICES


Our range of services is as comprehensive as our expertise in providing fast, efficient, tailor-made translation services for the UK and international markets.


QUALITY TRANSLATIONS


Our team comprises both professional in-house and freelance linguists all of whom have expert accreditation and are well trained and highly skilled.

FAST TURNAROUND


As a leading global supplier of translation services, our expertise and ability to provide a fast, high quality response is in high demand around the world.

COMPETITIVE PRICES


Our range of services is as comprehensive as our expertise in providing fast, efficient, tailor-made translation services for the UK and international markets.


Translation services you can trust

HIGHLY SKILLED AND ACCREDITED LINGUISTS OFFERING TRANSLATION SERVICES IN OVER 140 LANGUAGES

OUR CLIENTS

Translation Company

WELCOME

- WHO ARE WE? -

It may be a small world but communicating effectively in a global market place is a big challenge.

Universal Language Solutions is the company of choice for some of the world’s best-known brands who trust us to meet their translation and interpreting needs.

Combining the latest technology with the skill of our professional linguists, we offer a complete range of cost effective translation services in over 140 different languages, with the capacity to turn work around quickly to meet your deadline.

One thing that needs no translation is quality. Our experienced translators and interpreters take the utmost care to provide reliable, bespoke translations so you can be safe in the knowledge that what we deliver is accurate and meaningful.


GOT A QUESTION? WE HAVE THE ANSWERS

FREQUENTLY ASKED QUESTIONS

How do you charge for translations? +

We charge a “per word” rate. The rate per word depends on the language combination, complexity of the subject matter and the turnaround time you require.

How do I count the words in my document? +

Doing a word count can be tricky, especially if your document contains pictures with embedded text or you have a PDF. The easiest way to get a word count is to send us all of your documents and let us do the word count for you. We have advanced OCR (Optical Character Recognition) programs that can do word counts on any document or image and in any language, including Asian and Middle Eastern languages. Alternatively, if you’re working from a Word for Windows document that contains only text, Microsoft Word 2007 shows the word count in the lower left-hand side of the application.

How long will it take to translate my document? +

We endeavour always to meet our client deadlines. For very large projects we will assign as many translators as required to ensure the deadline is met.

What method should I use to send my documents, and how do you send them back? +

The best way to send the document(s) is to email us a copy of your document, or to upload it using our free quotation form. Alternatively you can send your document by fax or a photocopy by post. We are able to receive both PC and Mac formats, although our staff and administrators mostly use PC-based systems. We can send you your completed translations in any format and by any method you require.

Why an online translation service? +

Quite simply to save you time and money! Who has the time nowadays to carry documents up and down the UK for a translation? It is obviously much more comfortable to upload a document or email it as an attachment without leaving your home or office.

Can I deliver/collect the documents in person? +

We offer online translation services, but on rare occasions where a document is extremely urgent some clients do come in person to collect their material. However, it is much more practical to deliver documents using our website or by email, or post, where these options are viable.

How much do I have to pay extra for the translation to be posted to my address? +

The answer is short: Nothing at all. The cost of sending the translation by First Class Royal Mail is included in the price of service. In special cases, for a £15 surcharge we can use the Royal Mail Special Delivery service, whereby the delivery is guaranteed on the next working day after posting.

Who performs the translation? +

We use our in-house translators who specialise in western European languages. For any other combinations we have a team of high quality, certified, freelance translators with impeccable credentials and extensive experience. They are responsive, talented, trustworthy and 100% committed professionals with whom we have built and established a solid working relationship over time.

How do you ensure your translations are accurate? +

All Universal Language Solutions Ltd translations are accurate. We have designed our quality control system to allow each team member to perform their functions in real time, supporting each other’s specialised functions, checking each other’s work, sharing terminology databases and research. Continuous process improvements are built in. Our project management system adapts to the needs of any project, bringing in different and complementary skill sets as required.

How do you enforce confidentiality? +

We recognise that legal translations require absolute confidentiality. Every team member who handles your document signs (1) an in-house corporate non-disclosure agreement, and (2) a project-by-project confidentiality agreement. Our project management system allows us to control exactly who has access to your documents, and levels of access are adjusted according to the role of the authorised team member.

Is a more expensive translation necessarily a better one? +

In this industry, as in many others, it is usually true that you get what you pay for. When hiring a reputable company (like Universal Language Solutions Ltd) for a translation project, you are paying for their extensive resources and experience. If you care about the quality of your project, you should care about the quality of the translation. A poorly-executed translation will do more than just confuse its intended recipients, it might also destroy your professional reputation.

Sworn or certified translations? +

Yes. Universal In the UK, the sworn translation is purely theoretical whereas it is typically the principal term used overseas for official translations. The UK equivalent is simply referred to as a ‘Certified Translation’ and this is what the main UK authorities and institutions will require as part of an application.

WHY OUR CUSTOMERS LOVE US!

We've worked with Universal Language Solutions on a number of web projects for the last few years now and have no hesitation in recommending them to supply fast and accurate translations across multi-languages. Offering a friendly and professional service they are a pleasure to work with.

Michael Lopatis, Senior Store Manager, Universal Music (Digital Stores)

We have used ULS for a quick, easy and cost effective translation service. International request's from our customers for detailed information on our brands are no longer an issue using the ULS translators - highly recommended!

John Paterson, General Manager, drpawpaw.com

ULS have undertaken several projects for us, their customer care is excellent and they are very professional and cost-effective in the work they do for us and I wouldn't hesitate to recommend them to someone.

Naeem Darr, Manager, MDUK Media

We've been working with Universal Language Solutions for a couple of years now and the company always provides perfect translations, quickly and efficiently. I would certainly recommend and will continue recommending Universal Language Solutions.

Gerusa Fernandez , Legal Representative, Sterling Law & Associates - London

I have worked with Universal Language Solutions for over seven months now and couldn't recommend them enough. They are efficient, professional and understanding when there is a deadline involved! They are the departments go to for any translation requests and I look forward to working with them much more in the future.

Laura Price, International PR & Marketing, Americana International Ltd.

Universal Language Solutions offers an accurate, timely and efficient professional service. Having Universal Language Solutions as a service provider is a guarantee of quality and an excellent service at a fair price.

Diogo Brehsan, Legal Adviser, LB Consultants Ltd. - London

We always use Universal Language Solutions and have never experienced any problems. They translate many languages at a very affordable price. I would certainly recommend this company's services.

Amanda Gama, Accounts Assistant, LondonHelp4u - London

Universal Language Solutions has become our one-stop shop for all our translation and voice-over needs because of their quick, accurate and professional service at a competitive price.

Ole Henriksen, CEO, Buildpod International Ltd., Guernsey

We have used Universal Language Solutions’s translation services for several years. They provide a good service at very competitive rates. They are very efficient and reliable. I would certainly recommend this company’s services.

Livia Suassuna, Director, Martins Costa Immigration, London

Universal Language Solutions offers an accurate, timely and efficient professional service. Having Universal Language Solutions as a service provider is a guarantee of quality and an excellent service at a fair price.

Diogo Brehsan, legal adviser LB Consultants Ltd., London

WHY OUR CUSTOMERS LOVE US!

We've worked with Universal Language Solutions on a number of web projects for the last few years now and have no hesitation in recommending them to supply fast and accurate translations across multi-languages. Offering a friendly and professional service they are a pleasure to work with.

Michael Lopatis, Senior Store Manager, Universal Music (Digital Stores)

We have used ULS for a quick, easy and cost effective translation service. International request's from our customers for detailed information on our brands are no longer an issue using the ULS translators - highly recommended!

John Paterson, General Manager, drpawpaw.com

ULS have undertaken several projects for us, their customer care is excellent and they are very professional and cost-effective in the work they do for us and I wouldn't hesitate to recommend them to someone.

Naeem Darr, Manager, MDUK Media

We've been working with Universal Language Solutions for a couple of years now and the company always provides perfect translations, quickly and efficiently. I would certainly recommend and will continue recommending Universal Language Solutions.

Gerusa Fernandez , Legal Representative, Sterling Law & Associates - London

I have worked with Universal Language Solutions for over seven months now and couldn't recommend them enough. They are efficient, professional and understanding when there is a deadline involved! They are the departments go to for any translation requests and I look forward to working with them much more in the future.

Laura Price, International PR & Marketing, Americana International Ltd.

Universal Language Solutions offers an accurate, timely and efficient professional service. Having Universal Language Solutions as a service provider is a guarantee of quality and an excellent service at a fair price.

Diogo Brehsan, Legal Adviser, LB Consultants Ltd. - London

We always use Universal Language Solutions and have never experienced any problems. They translate many languages at a very affordable price. I would certainly recommend this company's services.

Amanda Gama, Accounts Assistant, LondonHelp4u - London

Universal Language Solutions has become our one-stop shop for all our translation and voice-over needs because of their quick, accurate and professional service at a competitive price.

Ole Henriksen, CEO, Buildpod International Ltd., Guernsey

We have used Universal Language Solutions’s translation services for several years. They provide a good service at very competitive rates. They are very efficient and reliable. I would certainly recommend this company’s services.

Livia Suassuna, Director, Martins Costa Immigration, London

Universal Language Solutions offers an accurate, timely and efficient professional service. Having Universal Language Solutions as a service provider is a guarantee of quality and an excellent service at a fair price.

Diogo Brehsan, legal adviser LB Consultants Ltd., London


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