Words At Hand Limited is based at 4 Philbeach Gardens, London SW5 9DY.  We may process “personal data” and/or “special category data” as defined in UK data protection legislation.  This processing may be on our own behalf or on behalf of our clients – either way we process data as part of our contracted services and/or our administration.  We realise the importance of confidentiality.  Data may be processed on paper and/or in electronic formats.  When processed electronically, data may be held on a cloud based system and/or on a local server.  Regardless of how data are processed, all feasible security measures are in place.  Data are held as long as they are relevant to the purpose for collection and/or if there is a statutory retention period.  All data are destroyed by secure means when no longer required.

Data may be shared with third parties as part of our contracted services and/or if we are required by law to do so.  We cannot accept any liability for any processing conducted by a third party outside our remit.

As part of our compliance, we have conducted a cookie audit on our website.  Cookies are internet files used by the system to view websites and their content.  We do not utilise cookies on our site.

None of the above affects your rights under the legislation, in particular your right to access the data we hold on you.  If you wish to request a copy of your data, please submit it in writing/email to the Company.    Please include enough information to enable us to identify you and search for appropriate data.

Words at Hand Privacy Policy

This  privacy  policy  will  explain  how  our  organization  uses  the personal data we collect from you when you use our website.

Topics:

• What data do we collect?
• How do we collect your data?
• How will we use your data?
• How do we store your data?
• Marketing
• What are your data protection rights?
• What are cookies?
• How do we use cookies?
• What types of cookies do we use?
• How to manage your cookies
• Privacy policies of other websites
• Changes to our privacy policy
• Data Tracking and cookies
• How to contact us
• How to contact the appropriate authorities

What data do we collect?

Words at Hand collects the following data:

• Personal identification information (Name, email and home address, phone number, )
• All personal information as shown on any documents provided to us for translation and/or when requesting interpreting services

How do we collect your data?

You directly provide Words at Hand with most of the data we collect. We collect data and process data when you:

• Register online or place an order for any of our services
• Provide feedback on any of our message boards or via
• Use or view our website via your browser’s

Words at Hand may also receive your data indirectly from the following sources:

• Documents to be translated / legalised

How will we use your data?

Words at Hand collects your data so that we can:

• Process your order, manage your account
• Email you with special offers on other services we think you might
• Process your invoice

Words at Hand will share your data with our partner companies if they have to provide the service/s you requested.

When Words at Hand processes your order, it may send your data to, and also use the resulting information from, credit reference agencies to prevent fraudulent purchases.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Cristina Boscaino using the contact details provided above.

How do we store your data?

Words at Hand securely stores your data at 4, 4 Philbeach Gardens, London, SW5 9DY.

Words at Hand will keep all information collected for as long as we see fit. We will then dispose of your information by: shredding any hard copies of documents held; deleting all digital copies of documents held;

Marketing

Words at Hand would like to send you information about products and services of ours that we think you might like.

If you have agreed to receive marketing, you may always opt out at a later date.

You  have  the  right  at  any  time  to  stop  Words at Hand from contacting  you  for  marketing  purposes.

If you no longer wish to be contacted for marketing purposes, please send us an email.

  What are your data protection rights?

Words at Hand would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request Words at Hand for copies of your personal data. We may charge you a small fee for this service.

The right to rectification – You have the right to request that Words at Hand correct any information you believe is inaccurate. You also have the right to request Words at Hand to complete information you believe is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at cristina@wordsathand.com or 07824 347667 if you wish to make a request.

Data Tracking

Use of Personal Data
Your site collects personal information primarily through the use of tracking and analytics services like Google Analytics, GA4, Google Tag Manager, and Google Search Console. You must clearly explain what data is collected and how it is used:

Data Collected

• Usage Data: We collect data regarding user interactions with our website, including IP addresses, browser type, pages visited, session duration, and other information related to interactions with the site. This data is collected using tools like Google Analytics and Google Tag Manager.
• Demographic and Interest Data: Through Google Analytics, we may collect anonymous demographic and interest data based on users’ browsing preferences.

Purpose of Data Processing
The data collected via Google services is used to:

• Monitor website usage and improve user experience.
• Analyze user behavior on the site to optimize content and services offered.
• Perform marketing and profiling analysis on an anonymous or aggregated basis.

Data Sharing
The data collected via Google Analytics and Google Tag Manager is shared with Google, in accordance with their privacy policies. Google may use this data to improve its services and for other purposes related to the use of Google Analytics.

Legal Basis for Data Processing
Data processing is based on user consent, which is requested via the cookie banner upon first access to the site.

Data Retention
Data collected via Google Analytics and other services is retained for a limited period (typically 14 months), unless otherwise configured by the site administrator.

User Rights
Users have the right to access, correct, or delete their personal data collected through tracking tools. Additionally, they can request data processing restrictions or object to data processing for marketing purposes.

Cookie Policy

Types of Cookies Used
Clearly explain that your site uses various types of cookies, including technical cookies and third-party cookies.

Technical Cookies
These cookies are essential for the proper functioning of the site and do not require user consent.

Analytics and Tracking Cookies
The site uses analytics and tracking cookies provided by Google Analytics, GA4, and Google Tag Manager to collect aggregated user data.

Third-Party Cookies
We use third-party cookies (e.g., Google cookies) to provide advanced features, analyze site usage, and track conversions.

Specific Cookies
Provide a list of the Google cookies used on the site, with a brief description and duration:

Cookie Consent and Management
Users can manage their cookie preferences via the banner displayed upon first access or through their browser settings. Additionally, users can withdraw consent for third-party cookies at any time.

3. Paragraph on Google Analytics and GA4

Google Analytics and GA4
We use Google Analytics and GA4, web analytics services provided by Google Inc. Google Analytics uses cookies to collect anonymous and aggregated data about users and website usage. This data is used to analyze site performance and enhance user experience. The data collected via Google Analytics does not include personally identifiable information and is processed in accordance with Google’s policies. You can decline the use of Google Analytics cookies by downloading and installing the browser add-on available here.

4. Paragraph on Google Tag Manager

Google Tag Manager
We use Google Tag Manager to manage tracking tags on our site. Google Tag Manager does not directly collect personal data. However, the tags it manages may collect data in accordance with their respective privacy policies.

5. Paragraph on Google Search Console

Google Search Console
We use Google Search Console to monitor and improve our site’s visibility in Google search results. Search Console collects anonymous and aggregated data on site performance in Google search results, without directly identifying users.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details provided above.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk