Interpretation and Translation Service - Privacy Notice

This Privacy Notice sets out what you need to know about how Doncaster Council will use your information to provide its Interpretation and Translation services.

The Council is committed to meeting its data protection obligations and handling your information securely.  You should make sure you read and understand this notice before submitting your information to us.

There are times when the Council will act as a data controller – when you request the service for yourself. 

In other circumstances the Council will act as a data processor - when another organisation requires translation or interpretation services for their own clients and for their own purposes. 

What information about you do we collect?

For the processing to which this notice relates to be carried out we may use the following information for booking and payment purposes:

• personal information – such as: your name, a reference, address, email address, telephone number, a client’s language requirement and, your organisation’s financial information. Financial information might be in terms of a head office address and specific order numbers.

In rare circumstances, other personal data may be processed during the translation and/or interpretation service you ask us to provide to you.

How do we collect information about you?

If you are requesting this service for yourself or on behalf of your organisation then we collect your information from you directly (e.g. by asking you to complete one of our online forms etc.) for booking and payment purposes. We may also take this information over the phone (where calls to our 08448 number are recorded) or via submission of information/form via our email (ditu@doncaster.gov.uk).

If an organisation books an interpreter for you to be able to communicate with them, they will also provide us with your contact information – in this instance we will be acting as a data processor.

Other personal information may be collected and processed about you during appointments, this could be collected from you directly or from the organisation requesting translation or interpretation services.

How will your information be used?

Your information might be used to:

Correspond with you, to arrange and book appointments, and to send and receive material for translation. Written translations can be returned using secure email services, where personal information is included on a document.

It will be used to provide services such as, face to face interpretation, video interpreting calls, written translation, reviewing and developing new services, staff training and advice and guidance depending on what you request.

Information may be shared, if required, to make reasonable adjustments. Information will be used for staff training to log attendance, gathering feedback and issue any relevant certificates.

Financial information will be used to process payments and maintain required accounting records.

The Legal Basis for using your information

Information required by contract (or information required to enter into a contract)

We need you to provide us with your information to receive this service. If we do not receive the information requested we will be unable to provide you with an interpretation or translation service.

Who will your information be shared with?

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For translation and interpretation matters we may need to share your information with:

• Outsourced agencies – only basic information relating to the interpretation or translation request
• Our interpreters

In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

How long will we keep your information?

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to (on a secured server), after which we will securely delete the information.

We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:

Activity Time information kept for

Correspondence and appointment bookings.

2 months from the end of month requesting service
Financial information to process payments and maintain required accounting records. 7 years from financial year to which the records relate.
Call recordings 2 years or agreement length
Agreement documents For length of agreement

Records created for the provision of services such as, face to face interpretation, video interpreting calls, written translation, reviewing and developing new services, staff training and advice and guidance.

1 year                                                                                                                                                                                                                                                                                                    
Log training attendance and maintain a record of any relevant certificates attained. 1 year

Your rights

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a subject access request on this page of the Council’s website.

Changes to this privacy notice

This notice is kept under regular review to make sure it is up to date and accurate.

Data Protection Officer (DPO)

The Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

Complaints

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right.

Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

 

Last updated: 13 June 2022 12:11:15

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