Privacy Policy

This Privacy Policy applies to Ubiqus UK Ltd (“us”, “our”, “we”, “Ubiqus”). We are a limited liability company registered in the UK under company number 3444614 and have our registered office at Greytown House 221-227 High Street, Orpington, Kent, BR6 0NZ

By using our website and Solutions and by interactions with us you are accepting the practices described in this Privacy Policy.

We respect your privacy and are committed to protecting and handling your personal information in accordance with the EU GDPR General Data Protection Regulation (EU) 2016/679, Data Protection Acts 1998 and 2003 (the “Acts”) and all other applicable legislation and regulations.

 

GDPR has been designed for the purpose of unifying and strengthening data privacy for all data subjects within and across the European Economic Area (EEA).

 

As a GDPR compliant data controller and leading industry language service provider Ubiqus is entrusted with personal information from clients and employees.  We take this responsibility very seriously and have put in place all the necessary organisational and technical safeguards, required to ensure that Personal Data is adequately secured whilst such data remains within our care.

Please read this Privacy Policy before using our website www.ubiqus.co.uk (our “website”) or submitting any personal information. By using our website, you are accepting the practices described in this Privacy Policy.

You are encouraged to review our Privacy Policy whenever you visit our website, use our Solutions or interact with us to make sure that you understand how any personal information you provide will be used.

Collection of Your Personal Information

Your personal information is not collected if you only browse our website.

We and/or our third party service providers may collect your personal information:

(a)  directly from you.

(b)  when you register as a member of our website or newsletter distribution list.

(c)  when you place an Order via our website.

(d)  when you enter a competition promoted by us.

(e)  where you seek employment with us.

(f)  where you access and interact with our website or the Customer Services Team.

(g)  from other sources.

The information collected may include your name, company name, VAT number, mailing or residential address, telephone number, email address and other transaction and registration details.  If we link other data with your personal information, we will treat that linked data as personal information. We also collect personal information from trusted third-party sources and engage third parties to collect personal information to assist us.

If you choose not to provide us with your personal information, or to approve the linking of data or collection from trusted-third party providers we may not be able to provide the information, goods or the service you may require, or to fulfil one or more other purposes of collection of your personal information.

Our Use of Cookies

A cookie is a small piece of text that is placed within the memory of a computer and can be later retrieved by web page servers. We use cookies to enhance your interaction and convenience with our website and do not use cookies to record any personal information.

Cookies may record information about your visit, including the type of browser and operating system you use, the previous site you visited, your server’s IP address, the pages you access and the information downloaded by you. While this anonymous statistical data may be aggregated and used in broader statistical analysis by us and our web monitoring service provider to improve our services, at no time can we personally identify you as the source of that data.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our website. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue you with a cookie when you log on to our website and you are deemed to have consented to the use of the cookie. The purpose for which the cookie is used is for identification of a specific user during a session on our website e.g. when a user is logged on to the website to identify what permissions they have and what items are in their shopping cart. The cookie will be deleted at the end of the website session.

Use and Disclosure of Personal Information

We may use your personal information for the purposes of operating our business, delivering, improving, and customizing our websites and Solutions, sending marketing and other communications related to our business, and for other legitimate purposes permitted by applicable law.

We may also disclose your personal information to any of our related entities, which includes our subsidiaries, our ultimate holding company and its subsidiaries.

You acknowledge and consent that by providing your personal information to us that we may use and disclose your personal information for the purposes for which it was collected or for a related or ancillary purpose such as:

(a)  to facilitate and process your Order.

(b)  to carry out or respond to your requests.

(c)  to our third party service providers to assist us in providing and improving our services to you, and to analyse trends in sales and better understand our customers’ needs or to develop, improve and market our goods and services to you.

(d)  for regulatory reporting and compliance with our legal obligations.

(e)  to various regulatory bodies and law enforcement officials and agencies to protect against fraud and for related security purposes.

(f)  where you have provided your consent, to include in a database compiled by us for use by us or in direct marketing of promotions, product and services we think may interest you.

(g)  to seek your feedback in relation to customer satisfaction and our relationship with you.

(h)  to our related entities for internal accounting and administration.

(i)  to monitor or improve the quality and standard of service provided to you by us.

(j)  to our successors and/or assigns, including any party that may purchase all or part of our business.

(k)  to better understand your preferences.

Our third party service providers are organisations that include those that may assist us with research, mail and delivery, security, professional advisory, banking, payment processing or technology services. Where we engage third party service providers to perform services for us those third parties may be required to handle your personal information. Under these circumstances those third parties must safeguard this information and must only use it for the purposes for which it was supplied, although we are not responsible for ensuring this.

Other than the above, we will not disclose your personal information without your consent unless disclosure is either necessary to prevent a threat to life or health, authorised or required by law, reasonably necessary to enforce the law or necessary to investigate a suspected unlawful activity or any breach of any of the Website Terms of Use or our Online Sale Terms.

Any permitted handling of personal information under any exemptions under the Acts will take priority over this Privacy Policy to the extent any inconsistency may exist.

By using our website or otherwise providing personal information to us, you agree that we may communicate with you electronically regarding security, privacy, and administrative issues relating to your use. For example, if we learn of a security system’s breach, we may attempt to notify you electronically by posting a notice on our website, by sending an email, or otherwise contacting you.

Securing Your Personal Information

We are committed to protecting and upholding best practice principles in safeguarding your personal data.  To this end Ubiqus employs a range of physical, administrative and technical measures to protect your personal information from unauthorized access, use, or disclosure.  Our website has a built in SSL encryption capability for when data is in transit from your computing device to our systems. The data on our systems are hosted in a highly secure data centre which is accredited with the ISO27001 standard.

The Internet, however, cannot be guaranteed to be 100% secure, and we cannot ensure or warrant the security of any personal information you provide to us.

Access to your personal information is limited to those who specifically need it to conduct their responsibilities.

We take reasonable steps to destroy or permanently de-identify your personal information where it is no longer required and to protect your personal information from unauthorised access, disclosure, loss, misuse and alteration.

Access to Personal Data and Accuracy

The Acts give you the right to access information held about you, this includes the right to view your data, the right to request rectifications or to have your personal data deleted.   Where the data subject access request involves providing information that relates to another individual, it is your responsibility to secure the consent of the other individual as otherwise your request may be declined.

In the event that you wish to submit a data subject access request you can  exercise this right in accordance with the Acts by sending an email to infouk@ubiqus.com.

We reserve the right to levy an administrative charge of £10 per data subject access request, payable at the time the request is made.

Ubiqus may take up to 30 days to respond to your data subject access request, and in special circumstances where requests are complex or numerous we reserve the right to extend our response time by a further 10 days. Where this applies, we will endeavour to notify you within 1 month of your request detailing our reasons for the extension.

We take all reasonable steps to ensure that the information we hold about you is accurate, complete and up-to-date. To assist us to do this, please provide us with the correct information and inform us if your details change. You may update your details at any time by contacting our Customer Services Team.

Linked Sites

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

 

Where we Store Your Personal Data

The data that we collect from you is stored within the European Economic Area (“EEA”). If we intend to transfer your information outside the EEA (European Economic Area) we will always obtain your consent first.

How Long do we Keep Your Personal Data?

Under the requirements of The Acts any information that we hold on you will not be kept for any longer than is wholly necessary, and only to the extent that it is required for the intended data processing activity.   On the conclusion of the processing activity and in the absence of any legal requirement to the contrary, the Personal Data that we hold on you will be systematically erased.

Updates to Our Policy

From time to time it may be necessary for us to review and revise this Privacy Policy. We reserve the right to update our Privacy Policy at any time. Amendments or replacements of the Privacy Policy will be posted on our website. Your use of our website after such revisions are in place will constitute your acceptance of any revisions, amendments or replacements to the Privacy Policy.