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Prima Language Services Ltd Data protection and Privacy notice:

We promise to respect the confidentiality of any personal data you share with us, or to which we have access, to keep it safe, and always make every effort to protect your privacy.

We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we promise we will never do anything with your details that you wouldn’t reasonably expect.

It is expected that Prima may process and store personal or your organization data in order to manage and deal with appropriate and relevant business activities.

We collect information in the following ways:

When you give it to us DIRECTLY, or communicate with us either by phone, in writing, including email or in person. We are responsible for your data at all times.

When you give it to us INDIRECTLY:

Your information may be shared with us by independent organisations, for example another language service provider, or client.

We will expect that such independent third parties will only share your information with us when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.

You might give us permission to access information from the following accounts or services.

Via Social Media, Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter.

Via information available publicly:

This may include information found in places such websites, Companies House and information that has been published in articles/newspapers.

What personal information we collect:

We will only ever capture the minimum amount of information that we need in relation to your personal/ professional data. The personal data we will usually collect

  1. Your contact details
  2. Your place of birth/if you are a linguist
  3. Your specific language offered/ requirements
  4. Details of the activity or enquiry
  5. Where it is appropriate, we may also ask for additional information.

How we store your data:

Prima may store the above data electronically and/or as paper documents.

All staff responsible will be given a copy of the current version of this Privacy Notice and as and when it is updated and will be advised of their legal responsibility under the GDPR:

To ensure that such data is kept as safely and securely as reasonably possible;

To shred and dispose of any documents which contain personal information which is no longer needed;

To report certain types of personal data breaches to the relevant supervisory authority and to inform anyone affected without undue delay.

How we will use your data:

We will use your personal data for the legitimate interest of Prima language Services activities. These will include:

  1. Administering your requirements, payments, work schedules, invoices.
  2. Planning, organising, running and participating in Prima regular daily activities;
  3. Providing you with the information you asked for.
  4. Providing support, guidance, organisational messages.
  5. Providing information and updates.
  6. To present our website and its contents to you and to allow you to participate in interactive features on our website.
  7. Keep a record of your relationship with us.
  8. In any other way we may describe when you provide the information for other purposes and always with your consent.

Sensitive information:

We do not collect any personal information on members classified as ‘sensitive’ under GDPR.

Data Sharing with Third Parties:

In the course of our legitimate company activities, there may be a need for us to share, or give access to, your personal data to

  1. HMRC;
  2. Organisations we work with and our clients.

Sharing with third parties:

We will never commercially sell your personal data to anyone else.

We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, we may need to disclose your details if required to the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.

Data Breaches:

We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.

How long we retain your information and how we keep it up to date:

We will only keep your information for as long as we need it to assist you with your enquiry, process your request or other services associated to our Company. There are statutory timescales on how long we should keep your information employment records for 6 years after an employee leaves, financial records must be kept for 7 years, information associated with Health & Safety for three years after an event. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner. In addition, where necessary, we will keep your information accurate and up-to-date.

Your rights:

The General Data Protection Regulations gives you certain rights, some of which are listed below for your convenience. Further clarification of your rights is available on the Information Commissioners website

  1. You have a right to be informed when your personal data is being collected, what is collected for and how it will be used or shared;
  2. You have a right of access to your personal data;
  3. You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.

In certain situations the above might not apply, but we collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you. We will only process your personal data as you would reasonable expect us to.

Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.

Changes to this privacy notice:

We may change this privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by notifying you directly.

Our contact details:

As per our web site


If you are unhappy with how we have processed your personal information, please firstly contact us directly on

If you are still unhappy you may contact:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745


Tina Potter
Director Prima Language Services Ltd.
May 2018

Prima Language Services Ltd

Tel: +44 (0)117 956 7599


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