Privacy Notice
Thank you for visiting this website (https://katielouiseward.co.uk), run by Katie L Ward. I take data protection very seriously and am committed to ensuring that your privacy is protected. This privacy notice informs you of the types of personal data that I collect when you visit this website or use my services, what purpose I collect it for and how I protect it. Any information that I collect will only be done so in accordance with this notice and all applicable data protection legislation. All personal data that I collect is held securely and for no longer than is necessary for the purpose it was originally collected for. By using this website, you agree to the collection and use of personal data in accordance with this notice.
What data is collected?
Users who write and submit a comment on a blog post:
This website is created and managed using WordPress.org, and it also uses Akismet for spam protection, both of which are run by Automattic Inc. When visitors leave comments on the site, Automattic collects the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here. After approval of your comment, your profile picture is visible to the public in the context of your comment.
For more information about how WordPress processes data, please see Automattic’s privacy notice.
Users who fill out and submit a contact form:
If you choose to submit a message using the contact form, your name, email address and any other information voluntarily given relevant to the particular enquiry will be collected in order to respond to you regarding the reason you contacted me for. The contact form cannot be submitted without you providing your name and email address as this would prevent me from responding to your enquiry. You do not have to provide your phone number in order to submit the contact form, but doing so will facilitate communication with you. If you choose to enter your phone number I may respond to your enquiry by phone, if you choose not to enter your phone number, I will only respond to you by email.
The data submitted in the contact form is not stored on the website, it is securely sent via email. Please be aware that you have a responsibility to ensure that anything that you send via the contact form is within the bounds of the law.
Users who email me:
If you choose to email me, your email address and any other information you voluntarily send me relevant to your enquiry will be collected in order to respond to you regarding the reason you contacted me for.
Clients that I provide my services to:
If I carry out translation, proofreading, subtitling or any other work for you, the personal data collected from you may include your full name, postal address, email address, phone number and ID/tax number. Documents that you send me to translate or proofread may also contain personal information. I archive documents that I have worked on for future reference, but any personal information is anonymised.
How the information is collected and why
Most of the personal information I process is provided to me directly by you when you:
- leave a comment on my website
- send me a message through my contact form
- send me an email enquiry
- request a quote
- place an order
- pay for my services
- phone me
- complete a client survey
- send me a message on social media.
I use the information that you have given me in order to:
- respond to enquiries
- communicate with clients, potential clients and colleagues
- issue quotes
- provide translation, proofreading and subtitling services
- issue invoices
- keep business and tax records
- comply with legal requirements.
I will not sell or share your information with any unauthorised third parties. I do not currently outsource any of my work. If I do so in the future, I will ensure that any colleagues I outsource to also comply with data protection laws.
Under the General Data Protection Regulation (GDPR), the lawful bases I rely on for processing this information are:
(a) Your consent (in the event there is no contractual or legal obligation). You are able to remove your consent at any time. You can do this by contacting me here.
(b) I have a contractual obligation. This is the legal basis I rely when performing any services that you request or when taking necessary steps prior to fulfilling that request.
(c) I have a legal obligation.
(f) I have a legitimate interest. This is the legal basis I rely on to use Akismet to reduce spam when users comment on my website.
How your personal information is stored
Your information is securely stored on password-protected computers. My website and email domain are hosted by OVH; you can see their privacy policy here.
Any data collected relating to quotes and enquiries will be kept for up to two years for customer service purposes.
Any data collected relating to work that I have carried out for you will be kept for seven years to comply with HMRC record-keeping obligations.
If you leave a comment on my website, the comment and its metadata are retained indefinitely. This is so any follow-up comments can be recognised and approved automatically instead of holding them in a moderation queue.
After the specified time periods, any data will be securely deleted and any physical copies of information will be shredded.
Your rights
As a Data Subject, you have rights under data protection law, including:
- Your right of access – You have the right to ask me for copies of your personal information.
- Your right to rectification – You have the right to ask me to rectify personal information you think is inaccurate. You also have the right to ask me to complete information you think is incomplete.
- Your right to erasure – You have the right to ask me to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask me to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability – You have the right to ask that I transfer the personal information you gave me to another organisation, or to you, in certain circumstances.
You can find out more information about these rights here.
If you wish to exercise any of these rights regarding the data I hold about you, please contact me here with your request. Upon your request, I will provide you with information about whether and what type of data I hold about you, tell you why I am holding it and provide you with a copy of it. If you believe that any of my stored data is incorrect, incomplete or outdated, please contact me, and I will rectify the information. Please also contact me if you wish to withdraw your consent to the processing of your data or have any of your stored data deleted.
You are not required to pay any charge for exercising your rights. If you make a request, I have one month to respond to you.
Google Analytics
Like many websites, this website uses a third party service, Google Analytics, to collect website usage data from all users who visit it. However, IP addresses are anonymised so that no personally identifying information is collected.
Cookies
This website uses cookies. For more information, please see my Cookie Policy.
Security
I am committed to ensuring the security of your information. As such, I have implemented physical and electronic measures to protect the data that I collect online. However, please remember that no data transmission over the internet, such as email communication or electronic data storage, is 100% secure. While I strive to use commercially acceptable means to protect your personal information, I cannot guarantee its absolute security against access by third parties.
Links to other websites
This website contains links to other websites, please be aware that this notice does not cover these external links. My users are encouraged to be aware when they leave my website and to read the privacy statements of any other websites that you visit.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Changes to this privacy notice
This policy may be adjusted from time to time (for example, if the law changes), so please review it on a regular basis to ensure that you agree to any such changes. Your continued use of this website after any change in this notice will constitute your acceptance of such change. This privacy notice was last updated on 18 March 2021.
How to contact me
If you have any questions or would like further information about this privacy notice, you can contact me here.
Complaints or queries
I take any complaints I receive about this very seriously. If you think that my collection or use of information is unfair, misleading or inappropriate and wish to make a complaint about the way I have processed your personal information, you can contact me here.
You can also complain to the UK supervisory authority, the Information Commissioner’s Office, if you are unhappy with how I have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
The ICO’s helpline number: 0303 123 1113
