Privacy & Cookies Policy

Please read our privacy and cookies policy

How we collect and use your information

 

This privacy policy tells you what to expect when Kelda Showers Limited (referred to as “Kelda” herein) collects personal information. It applies to information we collect about:

  • Visitors to our website
  • People who contact us via social media
  • People who call our office telephone number
  • People who email us
  • Job applicants and our current and former employees
  • Freelance Translators and other Language Service Providers: applicants and our current and former suppliers
  • Clients: prospective, current and former clients

We are the sole owner of the information collected on this site. We will not sell, share or rent this information to others.

 

Visitors to our website

 

What are cookies?

 

When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, such as a computer or mobile phone. This information includes small files known as cookies. They cannot be used to identify you personally.

 

Use of cookies by Kelda

 

We use cookies to improve services for you by, for example:

  • enabling a service to recognise your device so you do not have to give the same information several times during one task;
  • recognising that you may already have given a username and password, so you do not need to do it for every web page requested;
  • measuring how many people are using services, so that their usability may be improved and to verify that there is enough capacity to ensure they are fast;
  • analysing anonymised data to help us understand how people interact with our services so we can improve them.

You can manage these small files and learn more about them here. There is also further information on how to remove cookies at the “All About Cookies” website.

 

First-party cookies (cookies set by us)

 

These are cookies set by our web domain known as ‘first party’ cookies. Some are necessary to the functionality of the site, others provide us with information that we analyse to monitor and improve the site. These first-party cookies do not store or collect any personal information or anything that could make you personally identifiable to us. Typically, the cookies generate a random, unique number to store information about a user, therefore ensuring anonymity.

 

Cookies required for managing your current visit

 

We provide details of the cookies we use during your visit to our website:

The cookie notice is called cookie_notice_accepted and is only set if the user clicks OK on the cookie prompts. This is purely set in order to remember the user’s choice and is set for one month.

 

Cookies for measuring website usage

 

We use a third-party service, Google Analytics, to collect standard log information and details of our visitor behaviour patterns. This involves the use of cookies specific to Google Analytics.

Google Analytics cookies: _utma, _utmb, _utmc, _utmv, _utmd,_utmz
Purpose: to record how many people are using the website and how they move around the site once they have arrived. For more information, see Google’s privacy policy.

Data stored by cookies:
_utma stores each user’s number of visits and the time of the first, previous and current visit
_utmb and _utmc checks how long a visitor stays on the site: when a visit starts and ends
_utmz tracks where a visitor came from (search engine, search keyword, link)
_utmv and _utmd track visitor journeys through the site and classify them into groups

Duration of cookies:
_utma expires two years after your last visit to this site
_utmb expires 30 minutes after your visit, or after 30 minutes of inactivity
_utmc expires at the end of a session (when you close your browser)
_utmz expires six months after it was last set
_utmv (not set) expires immediately
_utmd (not set) expires immediately

gtag.js and analytics.js
The analytics.js JavaScript library is part of Universal Analytics and uses first-party cookies to distinguish unique users and throttle the request rate.

Cookies used:
_ga – used to distinguish users; expires after 2 years
_gid – used to distinguish users; expires after 24 hours
_gat – used to throttle the request rate. If Google Analytics is deployed via Google Tag Manager, this cookie will be named _dc_gtm_<property-id>; expires after 1 minute
AMP_TOKEN – contains a token that can be used to retrieve a Client ID from AMP Client ID service.
_gac_<property-id> – contains campaign-related information for the user. If Google Analytics and AdWords accounts are linked, AdWords website conversion tags will read this cookie unless you opt-out; expires after 90 days.

 

How to control and delete cookies

 

We will not use cookies to collect personally identifiable information about you. However, if you wish to restrict or block the cookies which are set by our website, or any other website, you can do this through your browser settings. The ‘Help’ function within your browser should tell you how.

Alternatively, you may wish to visit the “All About Cookies” website, which contains comprehensive information on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information.

Please be aware that restricting cookies may have an impact on the functionality of our website.

If you wish to view your cookie code, click on a cookie to open it. You will see a short string of text and numbers. The numbers are your identification card, which can only be seen by the server that gave you the cookie.

For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual. To opt-out of third parties (such as Google) collecting any data regarding your interaction on our website, please refer to their websites for further information.

 

Log Files

 

We use IP addresses to analyse trends, administer the site, track user movement and gather broad demographic information for aggregate use. IP addresses are not linked to personally identifiable information.

 

Search Engine

 

Our website does not have a search engine facility.

 

Security

 

This website takes every precaution to protect our users’ information. When users submit sensitive information via the website, their information is protected both online and offline.

We do not ask for sensitive information such as credit card numbers online.

We do everything in our power to protect user information offline. Access to all our users’ information, not just the sensitive information mentioned above, is restricted in our offices. Only employees who need the information to perform a specific job are granted access to personally identifiable information.

If you have any questions about the security of our website, you can contact us here.

 

Web Hosting

 

Our website is hosted by a third-party provider. You can view their terms here. The server is hosted in the UK and the website is equipped with security monitoring including access logs and brute force prevention. Both the database and user access information are encrypted, and only relevant internal users have access to the login details to perform maintenance or agreed work.

 

Sharing of Information

 

We do not share any information we receive from this website with any third-party sources, unless we are obliged to do so in order to fulfil legal or regulatory requirements.

 

Site and Service Updates

 

If users submit contact information via our website, we may send the user site and service announcement updates. Customers are not able to unsubscribe from service announcements, which contain important information about the service. We communicate with the user to provide requested services regarding issues relating to their account via email or phone.

 

Notification of Changes

 

If we decide to change our privacy policy, we will post those changes on this page, so our users are always aware of what information we collect, how we use it, and under which circumstances, if any, we disclose it. If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will notify users via email. Users will have a choice as to whether we use their information in this different manner. We will use information in accordance with the privacy policy under which the information was collected.

 

People who contact us via social media

 

We do not use a third-party provider to manage our social media interactions. We currently have a social media presence on Twitter, LinkedIn and Facebook which we manage ourselves. You may wish to consult the privacy policies of these sites.

If you send us a private or direct message via social media the message will be stored by the respective social media platform for three months. It will not be shared with any other organisations.

 

People who call our office telephone number

 

We use a VoIP telephone system, hosted by a third-party provider.

Calls to our office number are not monitored or recorded. We do not maintain a telephone directory within our phone system.

 

People who email us

 

Emails sent via your own email provider

 

We will monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

 

Enquiries submitted via contact forms on our website

 

All enquiries submitted via the contact forms on our website are encrypted by SSL. If you use our online website contact forms, all enquiries will be collected by a data processor on our behalf (please see below).

 

Job applicants and our current and former employees

 

Kelda is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us here.

 

What will we do with the information you provide to us?

 

All the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the details you provide to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

From time to time, we are audited by our clients. As part of this process, a client may request to view the CVs/qualifications and other associated paperwork of our employees to verify that we are selecting employees that are suitable for the role. Wherever possible, we will seek your explicit consent before disclosing any information to our client.

 

What information do we ask for, and why?

 

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The requested information is used to assess your suitability for employment. You do not have to provide the requested information, but it may affect your application if you do not do so.

 

Application stage

 

We will ask you for your personal details including name and contact details. We will ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. You will also be asked to provide an up-to-date CV. Our recruitment team will have access to all this information.

We adhere to the equal opportunities policy outlined in our Employee Handbook.

 

Shortlisting

 

Our hiring managers shortlist applications for interview using the job description and person specification for the role you have applied for.

 

Assessments

 

If selected for interview, and depending on the role you have applied for, we may ask you to complete tests or occupational personality profile questionnaires – or a combination of these. For the role of Translation Project Manager, candidates are required to undertake a proofreading test as part of the selection process. Additional tests may also be required. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held by Kelda.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of two years. If you agree, we would proactively contact you should any further suitable vacancies arise.

 

Conditional offer

 

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the UK and to seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • proof of your identity – you will be required to provide original documents (e.g. passport). We will take a copy to retain on your personnel file;
  • proof of your qualifications – you will be required to provide original documents. We will take a copy to retain on your personnel file;
  • we will request documents to confirm your eligibility to work in the UK;
  • we will contact your referees directly, using the details you provide in your application, to obtain references;
  • we will also ask you to complete a questionnaire about your health. This is to establish your fitness to work and will be held on your personnel file.

If we make a final offer, we will also ask you for the following:

  • details for HMRC – to ensure the correct tax code;
  • bank details – to process salary payments;
  • emergency contact details – in case you have an emergency at work;
  • details for the completion of a Right to Work form – to confirm your eligibility to work in the UK.

How long is the information retained for?

 

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus two years after the end of your employment, except for the following, which are retained for six years: wage/salary records (including overtime, bonuses and expenses); your fitness to work, health and safety records (minimum of three years) and references.

Records of any assessments under health and safety regulations and records of consultations with safety representatives and committees are held permanently.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for six months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for two years following the closure of the campaign.

 

How do we make decisions about recruitment?

 

Final recruitment decisions are made by hiring managers and members of our recruitment team. All the information gathered during the application process is taken into account.

You are able to ask about decisions made during the application process by speaking to your contact within our recruitment team or by contacting us via email.

 

Freelance Translators and other Language Service Providers: prospective, current and former suppliers

 

Kelda is the data controller for the information you provide during the process unless otherwise stated. The recruitment process is typically initiated either by you contacting us or by us having sourced your details via an online search and/or translator directory sites such as Proz and TranslatorsCafé. If you have any queries about the process or how we handle your information, please contact us by email.

 

What will we do with the information you provide to us?

 

All the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process (and that which you may come to provide at a later date) with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the details you provide to contact you to progress your application and, if your application is successful, to facilitate our collaboration. We will use the other information you provide to assess your suitability as a freelance translator or other Language Service Provider.

We are, from time to time, audited by our clients. As part of this process, a client may request to view the CVs/qualifications and other associated paperwork of our freelance suppliers/Language Service Providers to verify that we are adhering to our procedures for translator selection and recruitment. Wherever possible, we will endeavour to blind the CVs (i.e. anonymise them), so that you are not identifiable. Where this is not possible, we will endeavour to gain your explicit consent before disclosing any information to our client.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The requested information is used to assess your suitability as a supplier. You do not have to provide the requested information, but it may affect your application if you do not do so.

 

Application stage

 

We will ask you for your personal details including name, email address and country of residence. We will also ask you about the language combinations and specialisms in which you translate, your previous experience and professional affiliations/memberships. You may also come to provide a CV, other supporting documentation and/or additional information which may be relevant to your application. If you do not submit a CV with an online application, we may request this subsequently.

If your application meets our requirements then, in order to further assess your suitability and qualifications, we will request evidence of either your professional affiliation/membership or a relevant qualification. These may be stored both electronically and as hard copies. Our Translator Resources Team will have access to all this information.

 

Payment

 

If we establish a working relationship with you, we will require your bank details to make payment to you for services rendered.

 

Subsequent updates to the information we hold regarding you

 

Should you exercise your right to amend the information we hold regarding you, you may be required to provide proof of your identity before we can action the request, depending on its nature.

 

How long is the information retained for?

 

If you are successful, the information you provide during the application and recruitment process will be retained by us in full as part of our electronic and physical records for the duration of our collaboration plus ten years (or longer, if required by our client contracts or if stipulated by relevant industry regulations) following the end of said collaboration. This includes your contact details and invoices. After that period has passed, we will pare down the information we hold to only your name and the reason why we no longer collaborate (e.g. you have retired) to help better inform our future recruitment activity.

If for some reason we are unable to move forward with collaboration, the information you have provided until that point will be retained for 12 months from the date of receipt of your application.

 

Clients: prospective, current and former clients

 

If you have any queries about the process or how we handle your information, please contact us by email.

 

What will we do with the information you provide to us?

 

All the information you provide to us will only be used for the purpose of responding to your enquiry regarding our services, to provide our services to you or to fulfil legal or regulatory requirements, if necessary.

We will not share any of the information you provide during your initial enquiry (and that which you may come to provide at a later date) with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the details you provide to contact you to respond to your initial enquiry and, if appropriate, to facilitate our collaboration. We will use the other information you provide (such as content for translation) to provide our service to you and we will respect confidentiality at all times.

 

What information do we ask for, and why?

 

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we may ask for is used to respond to your initial enquiry or translation request as thoroughly as possible. You do not have to provide the requested information, but it may affect the accuracy of our response if you do not.

 

Initial Enquiry

 

We will ask you for your personal details including name and contact details in order to be able to respond to your enquiry.

In the case of a request for quotation, we may ask for further information including word count and language and, in all likelihood, will request sight of the document in order to provide the most accurate quotation. Enquiries may be stored both electronically and as hard copies. Our management team will have access to all this information.

 

How long is the information retained for?

 

If we establish a business relationship to provide translation services to you, all information you provide will be retained by us in full as part of our electronic and physical records for the duration of the period specified in the contract between us, or as stipulated by relevant industry regulations.

If we do not progress beyond your initial enquiry, the information you have provided until that point will be retained for 12 months from the date of receipt of your initial enquiry.

 

Use of other data processors

 

We work with data processors (third party suppliers) within the scope of our business operation who may process your data whilst providing their service to us. This includes, but is not limited to:

  • external bookkeepers and accountants (to maintain accurate financial records, provided to HMRC)
  • external Financial Advisers (to administer our pension scheme via a pension provider and our Group Life Insurance scheme via an insurance provider)
  • childcare scheme providers
  • external IT consultants (to implement and maintain secure and efficient IT systems)
  • external software developers (to develop bespoke software programmes and maintain their security and functionality)
  • external web designers/hosts (to maintain our website)
  • external HR consultants (to advise on HR matters)
  • external shredding company (to dispose of hard copy confidential waste securely: BS EN15713:2009 shredding standard accredited)

Legal basis for collecting your data

 

We have explained the main reasons why we collect personal data, the lawfulness of processing, according to Article 6 of the General Data Protection Regulation (GDPR), being justified by one or more of the following:

  • consent has been obtained from the data subject to the processing of his or her personal data;
  • processing is necessary for the performance of a contract;
  • processing is necessary for compliance with a legal obligation;
  • processing is necessary for the purposes of the legitimate interests pursued by the controller (Kelda) or by a third party.

If you have any questions about the legal basis for collecting your data, you can contact us here.

 

Your rights

 

Under the General Protection Regulation (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here.

If we do hold any information about you, you have the right to request access to, amendment of, rectification of or deletion of that information. Please write to our Managing Director at the address below.

 

Complaints or queries

 

Kelda endeavours to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy policy was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Kelda’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you wish to make a complaint about the way we have processed your personal information, you should contact the Information Commissioner’s Office as the UK’s statutory body which oversees data protection law at www.ico.org.uk/concerns, or the relevant statutory body in your country.

 

Access to personal information

 

Kelda endeavours to be as open as possible in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulation (GDPR). If we do hold information about you, we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to Kelda for any personal information we may hold, please write to our Managing Director at the address below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by writing to our Managing Director at the address below.

 

Disclosure of personal information

 

In many circumstances we will not disclose personal data without consent. However, we can provide further information on request with regard to:

  • agreements we have with other organisations for sharing information;
  • circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
  • our instructions to staff on how to collect, use and delete personal data; and
  • how we check that the information we hold is accurate and up to date.

 

Links to other websites

 

This privacy policy does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

 

Changes to this privacy policy

 

We keep our privacy policy under regular review. This privacy policy was last updated on 1st October 2018.

 

How to contact us

 

If you would like to request information about our privacy policy, you can email us or write to:

Marketing Manager
2 Venture Road,
Chilworth,
Southampton,
Hampshire,
SO16 7NP
United Kingdom