Privacy policy

Clear Voice
Privacy Statement

Introduction
At Clear Voice we are committed to protecting your privacy and being transparent about how we use
your data. We will only use the information we collect about you lawfully. This, together with our
website terms and conditions, tells you about what we collect and how we use and store your
personal information.

If you have any queries about our privacy statement, please contact us on [email protected]

Clear Voice is a trading arm of the registered charity Migrant Help and all profits go back into
the charity.

Clear Voice’s expertise offers:
• Comprehensive range of languages
• Fast and easy to use service
• No set up charges
• Culturally sensitive approach
• Professional, reliable and experienced linguists
• Ethical choice – all profits go back into the Migrant Help charity
• Only pay for what you use

How we collect information from you

Clear Voice provides the following core services:
• Instant telephone interpreting
• Face to face interpreting
• Translation services
Some of the information you give to us will be held on central systems and accessed by authorised
staff only.

What personal data we collect and how we use it

Any information we collect about you will:
• Be obtained and processed fairly and lawfully and shall not be processed unless certain
conditions are met
• Be obtained for a specified and lawful purpose and shall not be processed in any manner
incompatible with that purpose
• Be adequate, relevant and not excessive for those purposes
• Be accurate and kept up to date
• Not be kept for longer than is necessary for that purpose
• Be processed in accordance with the data subject’s rights
• Be kept safe from unauthorised access, accidental loss or destruction
• Not be transferred to a country outside the European Economic Area, unless that country has
equivalent levels of protection for personal data

The type and quantity of information we collect and how we use it depends on why you are providing
it.

Private Clients
Private clients requiring an interpreting/translation service from Clear Voice must complete an
Account Registration form.

Once the account is set-up, documentation will be retained for a period of seven years beyond the
last date of entry on the records. Any paper documentation is disposed of by secure shredding.
Electronic files will be deleted securely by the IT Department.

Suppliers
New suppliers will complete a Contract of Supply. The Contract, application forms, references,
contact details and bank details are kept electronically.

Once the contract is complete, documentation will be retained for a period of seven years beyond
the last date of entry on the records. Any paper documentation is disposed of by secure shredding.
Electronic files will be deleted securely by the IT Department.

Making a Complaint
Clear Voice has a complaints procedure for their services. Complaints must be reported in writing
either via an email or using the complaints form which can be found on the website.

How we keep your data safe and who has access
Clear Voice ensures that there are appropriate technical controls in place to protect your personal
details. For example, our online forms are always encrypted and our network is protected and
routinely monitored.

We undertake regular reviews of who has access to information that we hold to ensure that your
information is only accessible by appropriately trained personnel.

We may use external companies to collect or process personal data on our behalf. We do
comprehensive checks on these companies before we work with them, and put a contract in place that
sets out our expectations and requirements, especially regarding how they manage the personal data
they have collect or have access to.

If you have any queries about this statement please contact the Director at Clear Voice, Charlton
House, Dour Street, Dover, Kent, CT16 1AT or email [email protected]

Using our website

What are cookies?
Our website uses cookies to collect information. Cookies are small data files which are placed on
your device when you browse a website. Cookies are essential to the effective operation of our
website and improve the performance and your experience of using our website. They may be essential
to some aspects of the website for example if you are required to register to attend an event or
purchase a service.

Information collected
Some cookies may collect information about browsing behaviour from the same device. This includes
information about pages viewed. We do not use cookies to collect or record any personal information
such as name, address or other contact details.

How do I disable cookies?
If you want to disable cookies you need to change your website browser settings to prevent cookies
being stored. How you do this will depend on the browser you use. Typing: “How do I disable
cookies” into any popular search engine will give you a list of pages showing you how to do this in
your own Internet browser.

What happens if I disable cookies?
This depends on which cookies you disable, but in general the site will not operate properly if
cookies are switched off.

IP Addresses
IP addresses may be collected by analytical systems when connecting to our website and are not
linked to individuals.

Your right to know what data we keep, how to make changes or ask us to stop using your data
Private clients have the right to access any personal data that is being kept about them by Clear
Voice.
• Any private client who wishes to exercise this right should contact the Director in writing using
the [email protected]
• The organisation aims to comply with requests for access to personal information as quickly as
possible, but will ensure that it is provided within 30 days as per the GDPR guidelines. This can
be extended where requests are complex or numerous, but the individual must be notified within one
month of the receipt of the request and given an explanation why the extension is needed.

Lawful Basis
Under the DPA we process data under the “conditions for processing”. Under the GDPR, this is our
“lawful basis” for processing personal data. This policy documents our lawful basis. The lawful
basis for processing data can include:
a. Consent of the data subject
b. Processing is necessary for compliance with a legal obligation
c. Processing is necessary to protect the vital interests of a data subject or another person
d. Processing is necessary for the performance of a task carried out in the public interest or in
the exercise of official authority vested in the controller
e. Processing is necessary for purposes of legitimate interests pursued by the controller or a
third party, except where such interests are overridden by the interests, rights or freedoms of the
data subject.

The conditions for special categories of data, formerly known as sensitive data are:
a. Explicit consent of the data subject, unless reliance on consent is prohibited by EU or Member
State law
b. Processing is necessary for carrying out obligations under employment, social security, social
protection law or a collective agreement
c. Processing necessary to protect the vital interests of a data subject where the subject is
incapable of giving consent
d. Processing is necessary for the establishment, exercise or defence of legal claims
e. Processing is necessary for reasons of substantial public interest
f. Processing is necessary for the assessing the working capacity of the employee
g. Processing is necessary for reasons of public interest in the area of public health

In regard to special categories, we will seek consent to collect, store and process their data.

In addition, in regard to special categories, processing is necessary for the establishment
exercise or of legal claims.