UK Hotline: 08000 83 22 18
Terms & Conditions
1. Our Guarantee
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1.1. ProLanguageTranslation - ProLanguageTraining Ltd guarantees both quality, respect to deadlines and we will make sure we deliver excellent translations, which are fit for purpose according to your requirements.
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1.2. ProLanguageTranslation - ProLanguageTraining Ltd will not use automated machine translation tools: our translations will be certified, proofread, and/ or translated by a qualified, professional, native-speaking linguist, specialised in the specific field (medical, legal, marketing, technical…) to make sure the copy reads well, is using idiomatic structures, industry-specific terms and precise vocabulary, focused on delivering a perfect copy, suited for purpose.
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2. General Sales Conditions
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2.1. These general sales conditions apply to all jobs carried out by ProLanguageTranslation - ProLanguageTraining Ltd for its clients.
2.2. Following the reception of the source document (on an electronic format: we do not require an original document to be mailed to us), a detailed quote will be established, free of charge in most cases, based on 4 parameters (volume, language pair, deadline and whether you need your translation to be certified, notarised, apostilled etc.).
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2.3. Our translators sign an Assignment Specific Translator Agreement, feat. strict clauses of confidentiality prior to receiving any source document, so rest assured the confidentiality of the content is strictly protected. Nothing is communicated to any translator prior to your formal confirmation of the go-ahead.
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2.4. Work will not start prior to this confirmation. We reserve the right to refuse to start a job without a confirmation of the go ahead.
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2.5. Following the go ahead from the client by email, agreeing on the fee and the deadlines, the translation of your document will start.
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2.6. Following confirmation, the assignment will be organised and the agreed full fee should be paid to ProLanguageTranslation - ProLanguageTraining Ltd.
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2.7. Clients are requested to pay on the day of delivery or prior to delivery but UK-based Professional clients will have the possibility to pay within 30 days.
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2.8. Quotes are based on same day confirmation and the deadline might be proportionally extended if the go ahead is delayed so the translation can be provided in a convenient manner for all parties. Our focus is making sure you have a perfect copy delivered in a timely manner.
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2.9. Whenever possible, technical documents should be accompanied by reference documents supplied by the client and/or drawings or diagrams to provide a better understanding of such documents.
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2.10. Whenever possible, for source documents in non-western alphabets, ProLanguageTranslation – ProLanguageTraining Ltd would require, to be provided with the exact Western spelling of the names of individuals possibly referred to in your source document. Names in non-Western alphabet (such as, but not limited to, Hebrew, Cyrillic, Thai, Korean, Arabic alphabets etc) might have various possible spellings in Western alphabet which could be an issue with official documents and regulators when names on various official documents do not match (PoE, Marriage Certificates, inheritance documents, tax..).
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2.11. In the event that a client cancels an order, all work already effected shall be billed at 100%, while work which is suspended shall be billed at 50%.
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2.12. Any queries regarding the invoice should be made in written form within 3 days of the invoice date. We reserve our discretionary statutory right to a late administration fee and interest at 8% over base rate under the Late Payment of Commercial Debts Regulations 2002 if we are not paid within our normal terms.
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2.13. Any late payment or failure to pay shall be cause for collection of the entire amount due from the client (fee for the job, admin late fee and interest), without previous notice or other formalities. Moreover, the client will also reimburse any expenses ProLanguageTranslation - ProLanguageTraining Ltd incurred to settle the case and / or fees from the collection company.
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2.14. All work in progress and all orders in progress may be suspended in the event of late payment.
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2.15. Complaints shall only be taken into consideration if received by registered mail with return receipt within 5 working days of delivery of the job(s) or part of the job(s). All complaints must be accompanied by the original documents, disputed translations, and a letter of explanation, so we can troubleshoot in a satisfying manner. Once the above time period has elapsed, the translation shall be considered correct.
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2.16. In the event of an unsatisfied client where a complaint is made within the established deadlines, ProLanguageTranslation - ProLanguageTraining Ltd agrees, at its own expense, to deliver an edited version of the disputed translation within a timeframe equal to one third of that previously established for the job, plus one business day. This second document may be used to judge the quality of the translation in order to establish a possible amount of reimbursement and discount, at ProLanguageTranslation - ProLanguageTraining Ltd own discretion.
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2.17. ProLanguageTranslation - ProLanguageTraining Ltd shall not be held liable for any delays caused by malfunctioning email and/or postal delivery mail or carriers, not directly controlled by ProLanguageTranslation - ProLanguageTraining Ltd.
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2.18. In the event of late delivery where the time late is more than one working day or more than a third of the established delivery time for jobs requiring more than 3 working days, and in the event that the delay is directly and solely attributable to ProLanguageTranslation - ProLanguageTraining Ltd, a reimbursement shall be organised, to be established between the parties, up to an amount of 100% of the job delivered late.
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2.19. Defects present in one part of the translation shall not be grounds, for any reason whatsoever, for questioning the entire translation. ProLanguageTranslation - ProLanguageTraining Ltd reserves the right to make modifications to the translation in such case.
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2.20. Oral agreements between the parties shall only be taken into consideration following a written notification by any of the two parties.
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2.21. In the event of failure to pay, all use, representation of partial or total reproduction of such translation shall be deemed illegal.
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2.22. ProLanguageTranslation - ProLanguageTraining Ltd reserves the right to request immediate payment of the translation and compensation for copyright, where applicable, from a client who uses unpaid material.
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2.23. Upon delivery and payment of the fees for the job, ProLanguageTranslation - ProLanguageTraining Ltd waives all direct or indirect rights of use, reproduction, commercial or otherwise of the translation.
The Service and name, including, without limitation, logos, patents, trademarks, service marks, copyrights, and all Intellectual Property Rights related thereto, are the exclusive property of ProLanguageTranslation - ProLanguageTraining Ltd.
Right to change and modify Terms: We reserve the right to modify these terms from time to time at our sole discretion. If you do not agree to any of these terms or any future version of the Terms, do not use or access (or continue to access) the website or the service.
3. Liability
3.1. Our liability shall be limited to the amount of the invoice.
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3.2. ProLanguageTranslation - ProLanguageTraining Ltd and/or related suppliers do not acknowledge any guarantee or condition related to the services offered, including all implicit guarantees and conditions regarding saleability, suitability for a particular purpose, ownership, and non-violation of third-party rights.
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3.3. ProLanguageTranslation - ProLanguageTraining Ltd and/or related suppliers shall not be liable, for any reason whatsoever, for special, indirect, or consequential damages or for any other damages of any type resulting from the loss of rights to use, loss of information, or lost profits, whether they result from the performance of a contract, negligence, or other detrimental actions, deriving from or in some way connected with the services of ProLanguageTranslation - ProLanguageTraining Ltd.
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3.4. ProLanguageTranslation - ProLanguageTraining Ltd shall not be held liable for any reason whatsoever for translations which are not stylistically satisfactory. We will endeavour to respect the tone of voice in the source document but particularly for literature, advertising and promotional material. The services of ProLanguageTranslation - ProLanguageTraining Ltd shall be limited to simple translation, unless expressly requested.
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3.5. Indemnification. We may have to seek indemnification from users and customers who cause[d] damages to the website or its owners. Users agree to indemnify and hold ProLanguageTranslation - ProLanguageTraining Ltd harmless from any demands, loss, liability, claims or expenses (including legal fees), made against them by any third party due to, or arising out of, or in connection with the use of our website or any of the services offered on the website.
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4. Harmful Content
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4.1. ProLanguageTranslation - ProLanguageTraining Ltd maintains a high standard for the safety of its workforce, including staff and freelancers.
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4.2. ProLanguageTranslation - ProLanguageTraining Ltd recognises that clients may request to translate potentially harmful content for educational or professional purposes, including graphic, violent or sensitive material but all responsibility for misuse of such material remains the sole responsibility of the client.
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4.3. ProLanguageTranslation - ProLanguageTraining Ltd and its clients shall not discriminate against freelancers on the grounds of race, ethnicity, social status, religion or belief, political or philosophical opinions, language, gender identity, sexual orientation, disability, age, geographical location, or any other status.
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5. Privacy Policy and GDPR
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5.1. This is the Privacy Policy and GDPR for ProLanguageTranslation - ProLanguageTraining Ltd. This outlines and explains how we collect and use your information. By using our services or website and by registering with us, you will agree that we may collect and use your data in the several ways described in this privacy policy.
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5.2. ProLanguageTranslation - ProLanguageTraining Ltd (“we”, “us” or “our”) is committed to respecting and protecting your privacy.
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5.3. This Policy (besides our Terms and Conditions, Terms of Use, GDPR, our Cookies Policy and any other documents referred to in it) sets out the basis on which any private or personal information that we collect from you, or that you give to us on www.prolanguagetranslation.com (our “Website”) will be treated as confidential.
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5.4. All affiliations taking care of personal data must do so sensibly, legitimately and in understanding with Data Protection Laws. This consolidates the commitment for us to tell you how we will utilise your personal data. We treat all our legal commitments genuinely and take all steps fundamentally to ensure compliance when storing and planning and using your personal data.
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6. Data collection
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6.1. We do not believe in data collection and believe ProLanguageTranslation – ProLanguageTraining Ltd should gather as little data about customers as possible, be it personal data of individuals or data belonging to our professional clients. Our company will only collect information to meet its obligations to supply a service, respond to an inquiry or satisfy a client request (ex: ‘Contact Forms’). If you do not provide this data, we will not be able to supply you with the information or respond to your inquiry.
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6.2. We act as an Information Controller as characterised by the Common Information Assurance Control, General Data Protection Regulation (GDPR). We will gather data and information from you in case you:
6.2.1. Enlist to use our website; this may include your title, address, mail address, and phone number. We may require you to furnish additional data about your company and services as a mandatory requirement.
6.2.2. Request one of our services and communicate your title (including business name and details), address, contact information (phone number, and e-mail address). To minimise our data collection, and maximise the security in our payment process, our payment process is separated from our website: you will be sent an invoice so your payment can be processed without having you providing your data on this website.
6.2.3. Take part in surveys, complete online forms (including call back requests), write posts on message boards and blogs, enter prize draws and competitions, participate in any of the interactive areas that may appear on our website or which we offer you from time to time or download information.
6.2.4. Provide your contact details to us at registration and to use or access any product or service we provide (including any Apps we may offer in the future); and contact us offline, for example, by telephone, fax, email, social media, or post.
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6.3. Your personal data will only be used:
6.3.1. to provide any information or services that you request from us
6.3.2. to deal with your enquiry
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6.4. We will use your information to provide services or information that you have requested or booked via the website, email, or phone. We may moreover contact you for feedback on your use of our services or our website.
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6.5. We may use your information for marketing purposes with your consent as described below.
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6.6. The provision of your personal data is voluntary. If you request information from us via an inquiry, we will not be able to provide you with the required information or respond to your inquiry, without obtaining some mandatory information from you, such as your name and contact details, and details in connection to the query. If you do not provide this information, we will not be able to provide you with the information or respond to your inquiry.
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6.7. We may also analyse and use the information that you provide so that we can administer, support, improve and develop our website and the products and services we offer.
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6.8. We may use your information to contact you concerning any research if there are grounds of appropriate legitimate interest.
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7. Confidentiality
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7.1. While receiving interpreting and/or translating service from ProLanguageTranslation - ProLanguageTraining Ltd you will undertake to treat all information concerning ProLanguageTranslation - ProLanguageTraining Ltd employees and free lancers (including their name, and information concerning ProLanguageTranslation - ProLanguageTraining Ltd and its employees and business, as confidential.
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7.2. You will undertake that, both during and after the expiration of the interpreting and/or translation services, you will keep such information confidential and will not reveal or use the same without written authorisation by ProLanguageTranslation - ProLanguageTraining Ltd, except for details provided in the delivery of service (e.g. certified documents provided for the delivery of service in the target language featuring the professional references of certified translators)
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7.3. Any legal case-related material (documents, interviews, discussion note, photographs, diagram, reports or any other information pertaining to a case) that Interpreters and/or translators review, generate, translate and/or interpret in the course of the Interpreting / translating work on behalf of ProLanguageTranslation - ProLanguageTraining Ltd is strictly confidential to ProLanguageTranslation - ProLanguageTraining Ltd and its clients, but following the provision of service, ProLanguageTranslation - ProLanguageTraining Ltd waives all rights to use, commercially or otherwise the documents, leaving it to the sole ownership of the client, legally responsible for its use.
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7.4. While providing interpreting and/or translating services to your firm or to yourself in a personal capacity, ProLanguageTranslation - ProLanguageTraining Ltd undertakes to treat all information concerning your company including name, employees and business information details of your company and your clients file matters and information, as confidential.
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7.5. ProLanguageTranslation - ProLanguageTraining Ltd ensures that, both during and after the expiration of the interpreting and/or translation services, we will keep such information confidential and will not reveal or use the same except in the proper performance of your services in accordance with this agreement and/or upon the written authorisation.​
7.6. Any legal case-related material (documents, interviews, discussion note, photographs, diagram, reports or any other information pertaining to a case) that you provide for us to review, generate, translate and/or interpret or used in the course of the Interpreting / translating work is treated strictly confidential to ProLanguageTranslation - ProLanguageTraining Ltd.
7.7. Clients of ProLanguageTranslation - ProLanguageTraining Ltd shall not disclose any interpreter’s contact details to any third party without the written permission of ProLanguageTranslation - ProLanguageTraining Ltd.
7.8. The Client shall not, either directly or via an agent, sub-contractor, advisor, intermediary or associated business, directly instruct and/or retain any of ProLanguageTranslation - ProLanguageTraining Ltd Linguist (interpreters or translators.) without written agreement in place with ProLanguageTranslation - ProLanguageTraining Ltd.
7.9. Clients will not be in direct contact with the Linguists unless specified or as agreed with ProLanguageTranslation - ProLanguageTraining Ltd for the purpose of the delivery of service.
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8. Obligations under the UK data protection laws including GDPR.
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8.1. ProLanguageTranslation - ProLanguageTraining Ltd understands that, in the course of the work undertaken for and on behalf of your company, ProLanguageTranslation - ProLanguageTraining Ltd will process personal data of your company and your clients in a secure and confidential manner. Some of that information may be sensitive personal information.
8.2. ProLanguageTranslation - ProLanguageTraining Ltd understands that in processing such information on behalf of your company and your clients, ProLanguageTranslation - ProLanguageTraining Ltd are required to comply with the principles and requirements of the Data Protection legislation. ProLanguageTranslation - ProLanguageTraining Ltd will only act on instruction by your company.
8.3. ProLanguageTranslation - ProLanguageTraining Ltd will not use the personal data that its clients transfer for any purpose other than to fulfil its client’s instructions with prior consent and approval.
8.4. ProLanguageTranslation - ProLanguageTraining Ltd will take appropriate security measures to ensure personal data of its clients and their clients is protected against unauthorised and unlawful processing, accidental loss, destruction and/or damage.
8.5. ProLanguageTranslation - ProLanguageTraining Ltd will notify your company promptly and without undue delay as soon as becoming aware of any unauthorised/unlawful processing, loss, destruction and/or damage to personal data.
8.6. When ProLanguageTranslation - ProLanguageTraining Ltd has fulfilled the client’s instructions, and no longer needs their client’s personal information or documentation, ProLanguageTranslation - ProLanguageTraining Ltd will destroy and discard such information confidentially.
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9. Independent and Freelance Language Specialists / Linguists
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9.1. Third parties (Not working/employed by ProLanguageTranslation - ProLanguageTraining Ltd) who supply services to us or who prepare data on our behalf (for illustration, payment suppliers and website hosts where significant): these third parties may have coincidental method or requisite to use your data, but we will guarantee that they keep your data secure and do not utilise it for their purposes.
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9.2. Another association if we offer or purchase (or arrange to offer or purchase) any business, resources or assets.
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9.3. We will only reveal your data if we are required to by law. We may disclose your data to requirement experts or enforcement authorities in case they require us to do so, or to a third party within the context of genuine or undermined lawful procedures, given we are able do so without breaching information assurance laws or data protection guidelines.
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10. Obligation under the UK data protection laws including GDPR.
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10.1. The Interpreter/translator understands that in the course of the work for and on behalf of ProLanguageTranslation - ProLanguageTraining Ltd, he/she will process personal data on behalf of ProLanguageTranslation - ProLanguageTraining Ltd and its clients and their clients. Some of that information may be sensitive personal information.
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10.2. The Interpreter/translator understands that in processing such information on behalf of ProLanguageTranslation - ProLanguageTraining Ltd and its clients, he/she is required to comply with the principles and requirements of the Data Protection legislation. The Interpreter will only act on instruction from ProLanguageTranslation - ProLanguageTraining Ltd.
10.3. The Interpreter/translator will not use the personal data that ProLanguageTranslation - ProLanguageTraining Ltd or its clients transfers to him/her for any purpose other than to fulfil ProLanguageTranslation - ProLanguageTraining Ltd or its client’s instructions, save with ProLanguageTranslation - ProLanguageTraining Ltd prior consent and approval.
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10.4. The Interpreter/translator will take appropriate security measures to ensure personal data is protected against unauthorised and unlawful processing, accidental loss, destruction and/or damage.
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10.5. The Interpreter/translator will notify ProLanguageTranslation - ProLanguageTraining Ltd promptly and without undue delay as soon as becoming aware of any unauthorised/unlawful processing, loss, destruction and/or damage to personal data.
10.6. When the interpreter has fulfilled ProLanguageTranslation - ProLanguageTraining Ltd instructions, and no longer needs the client’s personal information or documentation, the Interpreter will destroy it confidentially.
10.7. Whenever necessary (notably due to volume) large translations will be transferred to clients using our own private, secured cloud system via our servers, which are UK Based. Clients will be provided with a secure link and a secure password to access the data (i.e. we will use our own cloud servers to transfer data, not cloud-based ‘open’ / ‘free’ services such as Dropbox, Google Drive, One Drive etc. Clients might use such services to send us the source documents, being sole responsible about it, but we will send the translations from our secure, personal, professional, cloud-based solutions, hosted in the UK.
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11. Marketing
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11.1. From time to time, we may use your information to contact you with details about our services which we feel may be of interest to you.
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11.2. You have the right at any time to prevent and stop us from contacting you for marketing purposes. If you wish to exercise these rights, you can do so by sending us an email to dataprotection@prolanguagetraining.com or by clicking the unsubscribe link in any emails we may send to you.
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12. Cookies and Traffic Data
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12.1. Cookies are small text files, that are transferred from our website, product or online service that are stored on your computer’s hard drive. We may use a combination of cookies to help us provide you with a personalised and distinguished service, and to help improve our websites and services for you. You can always select your cookie preferences when you visit our websites www.prolanguagetranslation.com or ProLanguageTraining.com. If you decide not to accept all the cookies, you will still be able to use the website, but some things might not function properly. For this reason, we use different types of cookies for our website.
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12.2. Session Cookies are temporary cookies, that are deleted when you close your browser or leave your session in the service. We use these session cookies on our websites or in some of our services to track and identify the users and to also remember what is in your possible shopping basket (where applicable). Our session cookies may also contain your company name and customer account number, contact details and email address. We may also use session cookies and similar technologies in our services from time to time where this allows us to offer you certain features of our service or where it may help us to improve our services.
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12.3. Persistent Cookies enable our website or services to “remember” who you are and your preferences on our website. Persistent cookies will stay on your computer or device after you have closed your browser or leave your session whilst on our website.
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12.4. Our websites, services use several web analytics cookies. Web analytics cookies and similar technologies allow us to recognise and count the number of visitors and see how they move around the website or service. These cookies help make our service better.
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12.5. These cookies and similar software’s known as web beacons are used to count users who have visited our website after clicking on/from one of our pages to another website or via emails and to collect details of any services offered or purchased. These web beacons effectively collect partial data, that does not identify individuals or persons. It may not be possible to refuse the use of these web beacons. Because they are used with the cookies, you can effectively disable them by setting your browser to restrict or block the cookies. Please do if you think this is too intrusive, it is simply difficult on our side to avoid the use of any cookies without having issues navigating through the pages of our website(s).
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12.6. We may keep a record of traffic data, which is logged automatically by the server, such as your Internet Protocol (IP) address, the website that you visited before ours, the website you visit after leaving our site. We may also collect some site and service statistics such as page hits / page views and access rates. We cannot identify any individual from these traffic data or site statistics.
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12.7. You may be able to configure your browser to restrict cookies or block all cookies if you wish, however if you disable cookies you may find that this may affect your ability to use certain parts of our services on the website. For more information about cookies and instructions or how to adjust your browser settings and to accept, delete or reject cookies, please refer the Internet Advertising Bureau website www.youronlinechoices.com .
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13. Accessing your information
Requests to access your individual data or cancellation from our frameworks must be sent to dataprotection@prolanguagetraining.com.
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14. Security and storage of information
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14.1. We will keep your information secure by taking appropriate technical and organisational measures against unauthorised or unlawful processing and its accidental loss, destruction, or damage. Unfortunately, as the internet is not always considered secure enough therefore, we will do our best to protect your personal data. We cannot guarantee the security of your data, that is transmitted, to our website or services by the internet or via similar platforms and any such transmission will be at your own risk (for instance, if / when sending us source documents via free platforms such as Gmail, Dropbox, One Drive etc)
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14.2. If we have given you (or you have chosen) a password to access certain areas of our service please keep this password safe – we will not share this password with anyone.
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15. Transfers outside UK and Europe
Personal information in the European Union is entirely protected by the Data Protection laws however other countries do not essentially protect your personal data in the same manner. Our website and some of our services or parts of them may be hosted outside the UK. This means that some information submitted by you via the website might be visible outside the European Economic Area (“EEA”). When you send an email to us, this will also be stored on our email servers that are hosted in the UK. We have taken steps to ensure that our hosting providers use the necessary level of protection for your information but if you do not want your information to be transferred outside the EEA you should not use our website or service and contact us via email directly, without using hyperlinks on our webpages.
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16. Other Sites
If you are directed to follow a link from our website or service to another website or service, this policy will not apply. We are not responsible for the information handling practices of any third-party sites or services and we recommend you read the privacy policies appearing on those websites or services.
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17. Further Information
If you require further information about data protection or would like to view the register of Data Controllers, feel free to visit the Information Commissioner’s site at www.ico.org.uk.
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18. Complaints Procedure
Our aim is to ensure that all aspects of our services are dealt with expeditiously, productively, and reasonably. At all times we are committed to providing with the most elevated standard of assistance. If you have any concerns about your account, booking, registration or the handling of a complaint you should, in the first instance, contact ProLanguageTranslation - ProLanguageTraining Ltd by email to dataprotection@prolanguagetraining.com.
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19. Contacting Us
If you have an inquiry, suggestions or requests regarding this Privacy Policy or would like to exercise any of your rights that are outlined above, you can contact us by: Email: info@ProLanguageTraining.com Telephone: 0208 520 1985 Post: ProLanguageTranslation - ProLanguageTraining Ltd, 72 Cornwallis Road, E176NN, UK.