We are Dialexy Ltd, (company number SC465865) a company incorporated and registered in Scotland. Our registered office and trading address is Argyle House, 3 Lady Lawson Street Floor L 8, Edinburgh, EH3 9DR, Scotland, UK.
We are committed to protecting and respecting your privacy. This policy and any other documents referred to in it set out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
It is important that you read this policy, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information. By visiting https://www.dialexy.com you are accepting the practices described in this policy.
The kind of information we hold about you
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We will collect, store and use the following data about you:
Information you give us. This is information about you that you give us by filling in forms on, or submitting documentation, via our website https://www.dialexy.com (our website) or by corresponding with us by phone, e-mail or otherwise. It includes information you provide when you search for a service, place an order on our website, participate in discussion boards or other social media functions on our website, enter a competition, promotion or survey and when you report a problem with our website. The information you give us may include, without limitation, your name, address, date of birth, e-mail address and phone number, educational qualifications, work experience, financial and credit card information, personal description and photograph. It may also include special categories of information such as health information. However, the exact information will very much depend on the documents that you provide us to translate. Depending on the content of the documents which you wish to have translated, we may collect, store and use other personal information. Where you provide us with any personal data which relates to someone other than yourself, you must ensure that those other individuals have been informed of such use, processing, and transfer.
Information we collect about you. With regard to each of your visits to our website, we will automatically collect the following information:
technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, and your login information; and
information about your visit, including the full Uniform Resource Locators (URL), page response times, download errors, and any phone number used to call our customer service number.
How we will use information about you
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
Situations in which we will use your personal information
The situations in which we will process your personal information are listed below. Based on the table above, we have indicated by asterisks the purpose or purposes for which we are processing or will process your personal information, as well as indicating which categories of data are involved.
Information you give to us. We will use this information:
to carry out our obligations arising from any contracts entered into between you and us, and to provide you with the information and services that you request from us*;
to notify you about changes to our service***;
to ensure that content from our website is presented in the most effective manner for you and for your computer***; and
to provide you with information about goods or services we feel may interest you. If you are an existing customer, we will only contact you by electronic means (e-mail or SMS) with information about goods and services similar to those which were the subject of a previous sale or negotiations of a sale to you. If you are a new customer, we will contact you by electronic means only if you have consented to this****.
Information we collect about you. We will use this information:
to administer our website and for internal operations, including troubleshooting, data analysis, testing, statistical and survey purposes***;
to improve our website to ensure that content is presented in the most effective manner for you and for your computer***;
to allow you to participate in interactive features of our service, when you choose to do so***;
as part of our efforts to keep our website safe and secure***;
to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you***; and
to make suggestions and recommendations to you and other users of our website about goods or services that may interest you or them***.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information.
If you fail to provide personal information
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as providing our services), or we may be prevented from complying with our legal obligations.
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We may have to share your data with third parties, including third-party service providers.
We require third parties to respect the security of your data and to treat it in accordance with the law.
We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.
Why might you share my personal information with third parties?
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
Which third-party service providers process my personal information?
From time to time the qualifications or language combinations required to perform your translation may not be available in-house. Where that is the case, the following activities will be carried out by third party providers: translation, proofreading and certification. We only contract individual qualified translators to perform these tasks.
How secure is my information with third-party service providers?
All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
What about other third parties?
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a law enforcement body, regulator or to otherwise comply with the law.
Transferring information outside the EU
If you are outside the EU and request our services, we will send you an electronic version of the translation. This transfer of personal information to you (i.e. transfer outside the EU) is necessary in order to perform our contract with you.
We have put in place measures to protect the security of your information. Details of these measures are available upon request.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure.
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from our data privacy manager.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will you use my information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Once we have ceased providing you with our translation service, we will retain and securely destroy your personal information after 1 year.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
Rights of access, correction, erasure and restriction
Your duty to inform us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to:
Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example, if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our data privacy manager in writing.
No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our data privacy manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Data privacy manager
We have appointed a data privacy manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the data privacy manager at Dialexy Ltd, Codebase, Argyle House, 3 Lady Lawson Street, Edinburgh EH3 9DR, Scotland, UK.
The Information Commissioner’s Office
You also have the right to lodge a complaint about how we handle your personal information with the Information Commissioner’s Office / the ICO), the UK supervisory authority for data protection issues. You can call the ICO’s helpline on 0303 123 1113. See also https://ico.org.uk/global/contact-us/.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.