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.
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
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;
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.
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.
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.
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.
Purpose/justification – Legal Basis / Special Condition
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
Review and assessment of translation required to appoint suitable linguist – Contract
Where required, translation documents are converted to an alternative format before sending to Linguist – Contract
Retention of previous translation services to optimise future customer service – Legitimate Interests
Retention of basic contact details for the provision of services – Contract
Business contacts from networking and referrals for the promotion of ULS – Legitimate Interests
Cookies are text files generated by the website and stored on the user’s computer partly for marketing purposes and Lead Generation – Legitimate Interests
Mailchimp, an online marketing platform and an email marketing company, is used to send emails on behalf of ULS for marketing purposes – Legitimate Interests
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
To monitor performance, sickness and holiday absences – Legitimate Interests
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
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
Retention of application form and contract, copies of identification and qualifications where applicable – Legal Obligation / Special Condition B Legal Compliance
Retention of copies of identification, CV and qualifications, contact information and country of residence where applicable – Legal Obligation / Special Condition B Legal Compliance
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.
| What | How | Where | How Long | Destruction |
|---|---|---|---|---|
| Quotes | Google Drive Email / Server | 2 years | Permanent Deletion | |
| 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 |
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.
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.
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.
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