Data Protection & GDPR

 Luton Interpreting & Translation Service (LITS Ltd) is registered with the Information Commissioner’s Office under registration number ZA383202.

The Data Protection Act 2018 updates the law on data protection to make them easier to exercise and to ensure they continue to be relevant with the advent of more advanced data processing than today’s technology is capable of. The Data Protection Act 2018 provides a comprehensive legal framework for data protection in the UK, supplemented by the General Data Protection Regulation. You can read more about GDPR on the Information Commissioner’s Office page.

Like most providers/companies, LITS Ltd has to collect and use certain information about the individuals we interact with as part of our daily operations. Individuals include employees, customers and suppliers. We may also have to collect and use information to comply with legal requirements, or with legitimate customer demands.

Proper handling of this information by LITS Ltd is essential to maintain the confidence of those we interact with. The DPA 2018 / GDPR requires that organisations (data controllers) that process personal data demonstrate compliance with its provisions. This involves establishing and publishing a basis for lawful processing, and where relevant, a condition for processing special categories data. This includes ensuring that we continue to protect personal information and how that information is legally used legally within the confines of the language services that we provide; GDPR provides a more structured framework for doing this.

The Principles of Data Protection :

LITS Ltd will continue to adhere to the principles relating to processing of Personal Data. LITS has reason to collect and use information about clients / people with whom they work, including service users, current, past and prospective employees, clients and suppliers etc.
LITS is conscientious that this personal information must be handled and dealt with properly, regardless of how it is collected, recorded and used and the format / medium (e.g. whether it be on paper, computer records or recordedby any other means).
The way in which we handle, store and transit data AND the levels of transparency we provide to individuals are in line with the Data Protection Act 2018 and the GDPR (General Data Protection Regulation). We regard the lawful and correct treatment of personal information as very importantto our successful operation and to maintaining confidence between us and those with whom we carry out business. We will ensure that we treat personal information lawfully and correctly.

The Principles of Data Protection :

Ensure the collection and use of personal information is fair
Meet all legal obligations to say why and how such personal information is used
Collect and process only appropriate personal information, only as far as needed, and only to fulfil operational needs or comply with legal requirements
Ensure the quality of personal information used
Make sure personal information is held for no longer than is necessary
Allow affected individuals to fully exercise their rights under the Act
Take appropriate technical and organisational security measures to safeguard personal information
Ensure that personal information does not leave LITS Ltd except to provide the customers required services, or as required by law.

What we are doing :

Identifying what information is held and processed, and why, through an Information Audit
Implementing appropriate IT and physical security measures (in conjunction with our database providers/consultants)
Designing and implementing appropriate procedures and systems
Training any consultants / staff on the general handling of personal information
imposing confidentiality requirements upon employees and subcontractors. These subcontractors are those who for operational reasons, such as translation or interpreting assignments, need access to relevant information. The information passed to these subcontractors is strictly limited to only whatthey directly need.

Control of your data

LITS is a Data Processor i.e. “a natural or legal person, public authority, agency or other body which processes personal data on behalf of the controller”

As a Processor LITS is not responsible for making the key decisions about the personal data and will only be processing the data under the direct, or implied, instructions of the Controller.

In a contract to deliver interpreting and translation services,the service could not be delivered without data processing, therefore, the Processor will not be processing any of the Controller’s data for any of its own purposes and has no direct interest in the data itself. The ‘Agreement Forms (booking forms) used by LITS will specifically ask the Controller to confirm that they are happy for LITS to use the information that has been provided, in order to proceed processing the Controllers request. You can be assured that your data will be handled in line with the principles outlined above and shared only with the suppliers orsubcontractors (Interpreters, British Sign Language Interpreters, Translators etc.) directly involved in processing your request and that we will seek assurances that they also have the equivalent controls/compliance in place. We never share your personal data with any other parties outside, unless obliged to do so bylaw. We will retain only data that is needed, and only for as long as is necessary.

“So, can I withdraw my consent for you to process my data? What about my ‘right to be forgotten’?”

We only use your data to deliver your requested work, such as a translation, face-to-face or telephone interpreting sessions. LITS will not pass your data on to anyone not directly involved indelivering your project.In terms of our data retention our policy will mirror that of the Controllers and will be erased accordingly, this is to ensure that any enquirers that come back to us within that period can retrieve critical information about theservice provided which can help resolve any follow-up enquires. Information can be removedsooner as directed by the Controller.

If LITS under takes a request for Controllers, then their details will remain on our system. We also retain customer data forlegal and insurance reasons for a certain period; after that, a private individual’s data (outside the retention period) will as far as possible be erased from our systems. However, no furtherprocessing of your data will occur unless you come back to us with another request.

LITS Ltd look forward to continuing to work with you. However, if you have any concerns please email dpo@lutonits.org.uk

About Us

Luton Interpreting and Translation Service (LITS) is an established, trusted, sustainable and resilient language service (with over 25 years of experience) based centrally in Luton Town Centre.

Affiliations

Corporate Member of the Institution of Translating and Interpreting
Member No. 18450

Opening Hours

Monday – Friday :
8am - 6.30pm

Open to the public from :
9am - 5pm

Contact Us

Telephone
Social Media