Data Controller

“Global Voices” (referred to as “we”, “us”, “our” or “Global Voices”) in this policy primarily refers to Global Voices Ltd, including our associated trading names (Global Voices Media, London Translations and Gemini Translations) the main operating company of the Global Voices Ltd., and, where appropriate, to other companies in the Global Voices Ltd. or other entities over which Global Voices exercises management control. 

 

 Global Voices Ltd. is the “data controller” of all personal information that is collected and used about Global Voices Clients for the purposes of the General Data Protection Regulation (GDPR). 
Global Voices is registered in Scotland with registration number SC270103. Registered offices can be found at Logie Court, Innovation Park, Stirling, FK9 4NF 

What Personal Data We Collect

Personal data means any information relating to you which allows us to identify you, such as your name, contact details, project reference number, payment details and information about your access to our website. 

 We may collect personal data from you when you:

• Arrange a project with us; 
• Use our website; 
• Contact us; 
• Interact with our services via third-party partners. 

 Specifically, we may collect the following categories of information: 

1. Name, job title, business name, business address, company registration numbers, e-mail address, telephone number, credit/debit card or other payment details;
2. Information about your purchases; 
3. Information about your use of our website; 
4. The communications exchanged with us. 

We will only process your personal data where we have a valid legal basis to do so under UK GDPR. These legal bases are explained below.  

What do we use your personal data for, why, and for how long?

We process your personal data for the following purposes and under the following legal bases: 

1. Providing requested services – Performance of a contract 
2. Project communications – Contract 
3. Payment processing – Contract and legal obligation 
4. Fraud prevention – Legitimate interests 
5. Customer service – Legitimate interests 
6. Service improvement – Legitimate interests 
7. Marketing communications – Consent or legitimate interests (soft opt-in where applicable)  
8. Legal compliance – Legal Obligation  

We will only process your personal data where we have a legal basis to do so. The legal basis will depend on the reasons we have collected and need to use your personal data for.

We may also process your personal data for one or more of the following:

• To comply with a legal obligation;
• You have consented to us using your personal data (e.g. for marketing related uses);
• To protect your vital interests or those of another person;
• It is in our legitimate interests in operating as a translation/interpretation agency.

Where we reply of legitimate interests, these include operating and improving our services, preventing fraud, and managing customer relationship. We ensure our interests do not override your rights by carrying out balancing assessments.  

Your data may be used for the following purposes:

Marketing communications
From time to time we may contact your regarding relevant services, offers or updates. 
Where required by law we will obtain your consent before sending marketing communications.  

You can opt out:

• At the time of data collection 
• Via unsubscribe links 
• By contacting us 

Data Retention

We retain personal data only as long as necessary for the purposes collected. Typical retention periods include: 

• Client contract data: 6 years after last transaction 
• Financial records: 6 – 7 years (legal requirement) 
• Marketing data: until consent withdrawn or opt-out 
• Website analytics: up to 26 months 

Where retention periods cannot be fixed, we determine them based on: 

• Legal requirements 
• Limitation periods 
• Business needs 
• Regulatory obligations 

When no longer required, data will be securely deleted or anonymised.  

Security of your personal data

We follow strict security procedures in storage and disclosure.  

Data is protected using SSL encryption.  

Payment data is handled in accordance with PCI DSS standards.  

We require third parties to maintain appropriate safeguards through contractual agreements.  

We also implement organisational measures including access controls, confidentiality obligations, and data minimisation practices.  

International data transfer

Global Voices operates internationally, including in countries outside the UK and EEA such as the USA.  

Where data is transferred internationally we rely on: 

• Uk adequacy regulations; 
• UK International Data Transfer Agreements (IDTA); 
• Standard Contractual Clauses; 
• Or other lawful safeguards 

You may request further information about these safeguards by contacting us.  

Sharing your personal data

Your personal data may be shared within the Global Voices group.

We may also share your data with: 

1. Government authorities where legally required; 
2. Freelancers delivering your services; 
3. Cloud providers; 
4. Payment processors; 
5. Professional advisers; 
6. Courts and regulators. 

All processors are subject to data processing agreements as required by Article 28 UK GDPR. Your personal data may be shared with other companies within the Global Voices Ltd. 

Cookies and site tracking

This site uses cookies to improve services and user experience. 

We use both essential and non-essential cookies (including analytics and marketing cookies) are only placed within your consent.  

You may manage cookie preferences through our cookie consent tool. 

Cookies may include: 

• Essential cookies 
• Analytical cookies 
• Functionality cookies 
• Marketing cookies 

You may withdraw consent at any time.  More information: www.allaboutcookies.org 

Data protection officer

We have appointed a Data Protection Officer (DPO). 

Contact: 

Global Voices Data Protection Officer
Unit A, Logie Court
Innovation Park
Stirling
FK9 4NF
United Kingdom 

Email:
DPO@globalvoices.com 

You have the right to complain to the Information Commissioner’s Office (ICO). 

ICO contact details:
https://ico.org.uk
Telephone: 0303 123 1113 

We encourage you to contact us first so we can resolve concerns.  

Your data protections rights

You have the right to: 

• Access your data; 
• Correct your data; 
• Request deletion; 
• Object to processing; 
• Restrict processing; 
• Data portability; 
• Withdraw consent. 

You also have the right to lodge a complaint with the ICO. 

You will not usually pay a fee. 

We may request identity verification. 

If you want to exercise any of these rights, contact our DPO by post at Global Voices Data Protection Officer, 

Unit A, Logie Court, Innovation Park
Stirling
FK9 4NF
United Kingdom 

 Providing your data

Where we need personal data to perform a contract or comply with law, failure to provide it may mean we cannot provide services. 

Automated decision making

Global Voices does not carry out automated decision making producing legal or similarly significant effects. 

Where profiling is used for marketing analysis, it does not produce legal effects. 

Changes to privacy policy

Our Privacy Policy may change from time to time. The latest version will always be available on our website. Where changes are material we will notify you.