Data Privacy at Toppan Digital Language

29th January 2021

Toppan Digital Language is committed to keeping your data private, secure and confidential, while ensuring adequate controls in order that you can request and gain access to, modify, or request erasure of your data.

Having taken expert legal and regulatory advice from the legal and IT community as well as the Association of Translation Companies, Toppan Digital Language has ensured compliance and good standards and ethics regarding personal information of linguists, clients, and employees that the company works with.

Below are the key facts about the private information that we control and process, and our policies, and at the bottom of this page is a link to Toppan Digital Language’s privacy policy.

Types of Data

There are seven categories of information and personal data handled by Toppan Digital Language:

  1. Employee data (includes interns) – we store name, address, date of birth, national insurance number, mobile phone number, UK bank account details.
  2. Applicant data – we store CVs, name, email, telephone, reference information, interview notes.
  3. Client data – this includes name, email address, telephone number, address, job title, industry, billing information, and IP address.
  4. Prospect data – this includes name, email address, telephone number, address, job title, industry, and IP address.
  5. Linguist/supplier data – this includes name, address, email address, CV, degree certificates, payment details (bank account information, Paypal address, etc.), work history with Toppan Digital Language, two references and the information they provide, optional photographs, areas of specialism and translation expertise.
  6. Linguist applicant data – this includes name, email address, CV, and references.
  7. Content for translation – personal data can be included in content for translation that Toppan Digital Language processes.

Each category of information and personal data is held on a defined legal basis and for specific periods of time, and have dedicated processes to store, track and delete that data.

Data Type What are the entry points for this type of data entering Toppan Digital Language’s systems?   How long is it stored for? What is the legal basis for holding it? What processes are used to store, track and delete data?
Employee data a) Application form on Toppan Digital Language website
b) New starter forms
c) Appraisal forms
d) Letters
Duration of employment, and for seven yrs after termination of employment. Contractual necessity. Secure, time-based HR record-keeping processes
Applicant data a) Application form on Toppan Digital Language website Three years, in case suitable role becomes available Contractual necessity. Toppan Digital Language secure IT systems
Client data a) Website enquiry forms on Toppan Digital Language website
b) Website API registrations on Toppan Digital Language website) Personal data gathered through business development and account management activities, and via referrals (business cards, emails, LinkedIn, etc.) all enter into STREAM via new prospect form completed by the BDM, AM or PM
During the time that they are an active client and for 7 years afterwards. Contractual necessity Toppan Digital Language secure IT systems
Prospect data a) Website enquiry form on Toppan Digital Language website
b) Website API registration on Toppan Digital Language website) Personal data gathered through business development and account management activities, and via referrals (business cards, emails, LinkedIn, etc.) all enter into STREAM via new prospect form completed by the BDM, AM or PM
5 years Consent. Toppan Digital Language secure IT systems
Linguist/
supplier data
a) Application form on Toppan Digital Language website) New linguist set up form (step after application is accepted) During the time that they are a supplier of Toppan Digital Language and for 7 years afterwards. Legitimate interest. Toppan Digital Language secure IT systems
Linguist applicant data a) Application form on Toppan Digital Language website During the time that they are a supplier of Toppan Digital Language and for 7 years afterwards. Legitimate interest. Toppan Digital Language secure IT systems
Content for translation a) STREAM
b) Email
c) FTP
Duration of the time that the client is active with Toppan Digital Language and for 10 years afterwards. Contractual necessity. Toppan Digital Language secure IT systems

All data types have specific defined access and responsibility roles, with both limited to the minimum required individuals within Toppan Digital Language, and third parties that help with the normal business operations, and who have been assessed for data security.

Strict, relevant controls on personal data inside Toppan Digital Language’s systems ensure that only the minimum number of required Toppan Digital Language personnel have access and that policies on retention are enforced.

Data Privacy Officer

Toppan Digital Language’s Data Privacy Officer is Matthew Train. All correspondence should be addressed to the UK Headquarters at 125-133 Camden High Street, London, England NW1 7JR

Further information

Please see Toppan Digital Language’s Privacy Policy for the full policy:

Data Breach Response Policy and further IT security policies are available upon request, via info@translatemedia.com.

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