PRIVACY POLICY

Last updated: 20 April 2023

Introduction

My name is Anastasia Korotkova, and I operate my business in the United Kingdom as a registered sole trader. As part of my business, I provide English lessons and language services, which include translation, copyediting and proofreading, to businesses and private individuals. You can contact me by email on info@anastasiakorotkova.co.uk  or by phone on +44 7910 031 836.

I take personal data protection very seriously and I ensure that my business complies with the General Data Protection Regulation (GDPR), which came into force 25 May 2018. The aim of this privacy policy is to provide you with comprehensive information about how I collect, process and store your personal data. I often review and/or amend this policy in order to ensure that it accurately reflects my privacy practices, therefore, I recommend that you read it regularly to check for any updates.  

What personal data do I collect?

The data I collect and process may include:

  • Your name

  • Your postal address (for invoicing purposes)

  • Your email address

  • Your phone number

  • Your Skype address

  • Data and sensitive information within documents: this is applicable to any files you ask me to translate, proofread or copyedit

How do I acquire personal data?

I acquire personal data through one or more of the following means:

  • The contact form located on my website

  • The emails I receive from clients, potential clients, suppliers and colleagues

  • The communications I receive from clients through Skype

  • The documents I am asked by clients to translate, proofread or copyedit

  • The translation memories I receive from clients in order to provide translation services

Why do I collect personal data?

The reasons for why I collect, store and process your personal data include:

  • To provide English lessons and services for translation, proofreading and copyediting

  • To issue invoices and quotes for the services I provide to you

  • To ensure compliance with legal and tax requirements

  • To contact clients, potential clients, suppliers and colleagues

  • To send marketing materials

What is the lawful basis for processing personal data?

In accordance with GDPR, the lawful basis for me processing your data is:

  • To fulfil a legal obligation for accounting and tax purposes

  • To perform a service for you or to take specific steps at your request before entering into a contract

  • To receive your consent to translate, proofread or copyedit information you provide me with

Who else receives your personal data?

I do not pass on your data to any other language service providers without your permission.

For my own administrative purposes, I may give access to other third parties to access your personal data. These include the providers of my email and website hosting service, any translation software provider which I use to carry out linguistic work on your documents, and the UK tax authorities. All of these parties are compliant with the UK and EU General Data Protection Regulation (GDPR).  

How do I store and protect personal data?

All personal data is stored on my password-encrypted laptop, and back-up copies of files are kept on an external hard drive. I take steps to ensure that your data is stored securely, which includes keeping my device up-to-date, having all necessary anti-virus and firewall software installed, and changing passwords on a regular basis.

How long do I keep personal data?

All contact details are kept for the length of our business relationship in order to keep in touch. Every year, I go through the contact details of all clients and delete those pertaining to businesses and private individuals with whom I have not had contact for ten years.   

Any personal data from private individuals enquiring about my services will be deleted after six months if no work is undertaken by me.

In order to comply with UK tax regulations, I keep copies of invoices for up to seven years.

Copies of any documents for translation, proofreading or copyediting purposes are kept for up to 20 years, unless you submit a request for me to delete them.

Your rights

You may contact me at any time in order to receive a copy of the personal data which I hold on you, or to request for it be corrected, amended, or deleted. Once your request has been submitted, I will ensure to do so within one month of receipt without any undue delay.

If there is a legal obligation which prevents me from deleting your data (for example, for UK tax purposes), you will be informed within a month of your request submission.

If you have any complaints or concerns about how I collect, store or process your data, you can contact me by email on info@anastasiakorotkova.co.uk or by phone on +44 7910 031 836. Equally, you have the right to submit a claim with the ICO:

Address:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

United Kingdom

Telephone: 0303 123 1113