Privacy Notice

Lawful Basis for processing personal information

Our lawful basis for processing is covered by General Data Protection Regulation (GDPR) (Article 6 (1b): necessary for the performance of contracts that LITS Ltd 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.

When do we collect information from you?

We collect personal information primarily during the course of delivering Interpreting, 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-mailLITS Ltd 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 LITS Ltd (e.g. Focus Groups, Service Users Days)
When you attendevents / groups / forums organised by external parties and where LITS Ltd staff, trustees, interpreters, researchers or volunteers maybe present
When you attend training / briefings or other meetings arranged by LITS Ltd

What type of information is collected?

Personal information collected on individuals by LITS Ltd will vary depending on the reason for your contact.Categories of Personal data collected by LITS Ltd 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 LITS Ltd include: appointment details, religion, ethnic monitoring, sexual orientation and criminal checks (on staff and self-employed interpreters)

How do we use your information?

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 LITS Online (e-Booking) service
Notify you of changes to our services and policies
Send you marketing communications (only where you have specifically opted in)
Undertake needs assessment, research and statistical monitoring and evaluation to support future funding bids and to developLITS LTD 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 whatpages you accessed and when. When you fill in an online form, we collect your name, organisational address, email address, IPaddress, and anyadditional information you input.

How long do we keep your information?

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 LITS Ltd 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.

Who has access to your information?

Your personal information is shared internally with LITS Ltd 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 safe guarding or auditing,and to maintain IT security andintegrity.

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 inplace that requires them to keep your information secure and not to use it for their own direct marketing purposes.

LITS Ltd third parties include:

LITS Ltd CommunityInterpreters / Translators / Advocates and LITS Ltd Volunteers
LITS Ltd Finance Officer
LITS Ltd Auditors
LITS Online (e-Booking)–LITS Ltd Database consultant
LITS Ltd Cloud Provider (consultant)
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 haverequested 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.

Marketing

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.

How you can access and update your information

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 wehold is inaccurate or out of date, please email us at interpreting@lutonits.org.uk, alternatively, you can telephone us on 01582 415 015.

Security precautions in place to protect the loss, misuse or alteration of your information

When you send us personal information, we take steps to ensure that it is treated securely. Information in LITS 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 can not 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.

Use of cookies

Like many other websites, the LITS Ltd website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your harddrive 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.

Links to other websites

Our website may contain links to other websites run by other organisations. This Privacy Notice applies only to LITS Ltd 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.

16 or under

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.

Your Rights

The GDPR provides the following rights for individuals :

The Right to be Informed–provided in the LITS Ltd Privacy Notice
The Right of Access–You can make a subject access request verbally or in writing.
The Right to Rectification–You can ask foryour data to be updated
The Right to Erasure–LITS Ltd will delete your personal data or stop processing at your request
The Right to Data Portability–LITS Ltd 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

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