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Translation and Interpretation Service

This privacy notice applies to services provided by our translation and interpretation service and tells you what to expect us to do with your personal information.

What type of information we have  

We currently collect and process the following information:

  • Names and titles
  • Language spoken
  • Contact details (e.g. mobile phone number or email address)
  • Your address if you need a member of staff to visit you at home

We may in our correspondence with you have elements of personal data that may need to be translated that are not listed in the above. Such as, if you need private & confidential letters translated.

How do we get your information?

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • You may have provided your personal information when you visited a Council building to enquire about council provided services, requested information, completed a survey, provided us feedback or made a complaint. 
  • You may have given us your personal data by directly contacting us and our staff have identified that you may require, or you’ve requested an interpreter 
  • Your personal data may have been shared with us by an external partner or charity, such as the NHS

Our Lawful basis for processing your information

The lawful basis we rely on for processing this information is 

  • Public task

It is necessary for the Council to provide a translation and interpretation service to ensure everyone in our community can effectively communicate and interact with us, regardless of their background, race or ability. This is supported by the Equality Act 2010 under section 6 and section 9, which names Disability and Race as protected characteristics.

If the information you provide us contains special category data, such as health, religious or ethnic information the legal basis we rely on to process is substantial public interest.

The substantial public interest conditions, which are the following: 

  • Statutory and government purposes
  • Safeguarding of individuals at risk
  • Equality of opportunity 

Why we need your information (purposes of processing) 

The personal data we collect will be used for the following purposes:

  • Language spoken to ensure we can provide you with an interpreter or resources that have been translated into a language you understand.
  • For online meetings where an interpreter is required, we may also need your email address so we can send you the joining instructions to the meeting
  • For in person meetings, we will need location information of where the meeting will take place, this could be in a Council building or anywhere in the borough, including your home address if you are happy to be visited at home
  • We may also need your address to be able to send you translated letters of other materials.
  • Some translated letters may contain sensitive information that is needed to be translated into a format that can be better understood.

Who your information may be shared with (internally and externally)

We share your information with:

  • Premium Linguistic Services – this is a language translation service agency who supplies us with our translation and interpretation service. 
  • With other internal council departments (only if required) 

We will strive to ensure that any personal data in our care will be kept safe and that where your information is disclosed to a third party working on our behalf, we will seek to ensure that they have sufficient systems and procedures in place to prevent the loss or damage of personal data.

How long we keep your information 

Any personal information that is collected through Premium Linguistic Service is kept for 1 year. After this period, your information will be disposed in the most secure manner possible. 

Information on all other rights can be found in our main privacy notice here: Privacy Notice Information and your rights

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