Privacy Policy

This privacy policy outlines the ways in which I or this website collect data about you, how and where that data is stored, how that data is used, and what your rights are relating to that data. This includes both personally identifiable information (PII) and anonymous data.

The policy covers two main areas:

  1. Your use of this website
  2. Your use of my editing or translation services

Who I am

This business and its website (https://www.simondcoll.com) are owned by Simon Coll. You can get in touch with me at: [email protected].

The website is hosted in the United Kingdom by SiteGround; you can find their privacy policy and data processing agreement here: https://www.siteground.com/blog/siteground-is-gdpr-compliant/.

Use of this website

What personal data this site collects and why

Cookies

This website uses cookies to provide some of its functionality. Cookies are small text files that websites store on visitors’ web browsers to make their experience more efficient. You can find out more about cookies here: https://cookies.insites.com/about-cookies/.

The site uses a small number of cookies that are necessary for it to function correctly, and I ask that you accept these in order to continue using the site. These include cookies used by the web server to preserve a user’s session state across page requests, and those used by my content delivery network (CDN) to identify trusted web traffic.

None of the necessary cookies used by this site contains any personally identifiable information (PII).

In addition, if you leave a comment on the site (see below) you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year. The comments plugin used by this site (WPDiscuz) also uses cookies to detect whether guest commenters have visited the site before.

The analytics tool used by this site (see below) does not use cookies.

Contact form

When you use the contact form on this site, your name, your contact email address and the contents of your message will be collected and sent to the site owner. The contact form sends an automated email to the site owner; no information from the form is stored on the website.

Your email address will be used to communicate with you about the editing or translation job for which you would like to engage me, and, if you choose to engage me, for any follow-up communication necessary to completing the work and returning it to you. Your information will not be used for any other purpose.

None of this information can be collected without your explicit consent. You will be required to accept this privacy policy before sending a message using the contact form. You can revoke your consent at any time by contacting the site owner, and can request to see any and all data collected about you and ask for it to be erased.

Comments

When you leave a comment, this site collects the data shown in the comments form, including the name you choose to enter, a contact email address and a personal website (if you choose to enter one). Your IP address and browser user agent string are also collected to help spam detection.

Your email address will be used to notify you of any replies to your comment or any subsequent comments on the same post, if you choose to receive these notifications. Your information will not be used for any other purpose.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After your comment is approved, your profile picture is visible to the public in the context of your comment.

None of this information can be collected without your explicit consent. You will be required to accept this privacy policy before posting a comment on any blog post on this site. You can revoke this consent at any time by contacting the site owner, and can request to see any and all data collected about you and ask for it to be erased.

Embedded content from other websites

Blog posts on this site may include embedded content (such as videos or images). Embedded content from other websites behaves in the exact same way as if you had visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

This site uses a visitor analytics tool called Matomo to track how visitors interact with it. You can find out more about Matomo here: https://matomo.org/.

All information collected using Matomo is anonymized. The site collects the following information:

  • the date, time and length of a visit
  • which pages were visited and which files (if any) were downloaded
  • your approximate IP address (anonymized, with 3 bytes masked)
  • information about your operating system, web browser and screen resolution
  • information about how you came to the website (for example, from a Google search)
  • information about any links to external websites you click on

The site does not use Matomo to collect any personally identifiable information (PII), nor does it place any tracking cookies on your web browser.

The information collected by Matomo is stored on this site’s web host, and is deleted after 180 days. You can request to view and delete the data relating to you at any time by contacting the site owner.

If you have enabled your browser’s Do Not Track feature, Matomo will not record your visit. If not, and you would like to opt out of Matomo’s tracking, please click here:

How your data will be shared

Your data will not be shared with any third-party organizations.

How long your data is retained

Any information you provide via the contact form will be retained for as long as is necessary to complete our discussion of the editing or translation work in question, or, if you engage my services, until the work is complete and payment has been received. After that, I will ask you if you would like your emails and contact details deleted.

If you leave a comment, the comment and its metadata are retained indefinitely. This is so the site can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

Anonymized analytics data collected by Matomo is stored for 180 days, after which it it deleted.

How I protect your data

This website, and all data stored on it, is protected using a variety of WordPress security plugins, including a firewall, an anti-malware plugin, a filesystem protection plugin, brute-force login protection and an anti-spam plugin.

In addition, the hosting provider for this site, SiteGround, has physical and digital security measures in place to safeguard the data stored here. You can find details of these security measures in Annex 2 of this document: https://www.siteground.com/term/301.htm.

What rights you have over your data

You can request to receive an exported file of the personal data held about you on this site, including any data you have provided. You can also request that any or all of this data be erased. You can do this by emailing the site owner, or by using this form: https://www.simondcoll.com/data-access-request/.

This does not include any data I am obliged to keep for administrative, legal, or security purposes.

Use of my services as an editor or translator

What personal data I collect and why

Correspondence

Emails that you send me relating to an editing or translation job will, naturally, include your personal details, including your name and email address.

Invoicing

In order to invoice you at the end of a job, I will need to collect your contact information. This may include your name (or business name), your email address, and your business address and telephone number (if applicable).

Documents you send me for editing or translation

In most cases, documents that you send me for editing or translation should not include any personally identifiable information (PII), unless such information is part of the main body of the text you wish me to edit or translate. Nonetheless, the documents may contain some personal details, such as your name and institutional affiliation.

The documents may also contain metadata with additional information. Metadata is information about the contents of a document, such as its title or author. The metadata of a document may contain information such as the dates and times at which it was created and modified, the names of those who have edited it, and any comments they may have made. This depends on the file format of the document, as well as the program used to create it.

I do not require any such information to complete editing or translation work for you, and will not seek to collect it. It would be preferable if you removed any personal details or metadata from the documents before sending them to me, although this is not always practical.

You can find out more about removing metadata from Microsoft Office documents here: https://support.office.com/en-us/article/remove-hidden-data-and-personal-information-by-inspecting-documents-presentations-or-workbooks-356b7b5d-77af-44fe-a07f-9aa4d085966f.

How I share your data

My editing and translation files are routinely backed up to two online services: Dropbox and MEGA. You can read Dropbox’s privacy policy here: https://www.dropbox.com/privacy and MEGA’s policy here: https://mega.nz/gdpr.

If I am translating a document for you, I use an online service called MateCat. Translation jobs on MateCat are generally private and password-protected. However, in the event of a problem with the service, MateCat technical support staff may access the files that I am working on. I will never collaborate with other translators on MateCat, and I will use only private translation memories, which can be deleted at the end of the job if you request it.

You can read MateCat’s privacy policy here: https://www.matecat.com/terms/#privacypolicy. You can find out more about the service’s privacy and data protection procedures here: https://www.matecat.com/phrase-based-vs-neural-mt-webinar-questions/privacy/ and here: https://www.matecat.com/faq/privacy/.

Your data will not be shared with any other third-party organizations, aside from those with whom I have a legal obligation to share it. This includes the UK tax authorities (HMRC), to whom I may need to send copies of my invoices and financial records in the event of an audit. These may contain your contact details and payment information. You can find out more about this requirement here: https://www.gov.uk/self-employed-records/what-records-to-keep.

How long your data is retained

Once a job is completed, I will securely delete all files relating to it from my computer, my online backup solutions and (if applicable) MateCat. This includes source and target documents, as well as translation memories.

Under UK tax legislation, I am obliged to retain invoices and financial records for five years. These records may include your contact details and payment information (such as your bank account details or online payment system email address). You can find out more about this requirement here: https://www.gov.uk/self-employed-records/how-long-to-keep-your-records.

How I protect your data

I take every effort to ensure that your documents and data are secure on my computer, by keeping my operating system and other software up-to-date, using anti-virus software and doing everything possible (for example, by practising safe web browsing habits) to limit the risk of malware infection.

As mentioned above, I also routinely back up my editing and translation files to two online services: Dropbox and MEGA. You can find out more about Dropbox’s data security measures here: https://www.dropbox.com/help/sign-in/how-security-works and MEGA’s here: https://mega.nz/help/client/webclient/security-and-privacy/why-should-i-entrust-my-data-to-you-5767393c886688740d8b4593.

What rights you have over your data

You can request to receive a summary of the personal data held about you in my records, including any data you have provided. You can also request that any or all of this data be erased. You can do this by emailing me at the address at the top of this policy.

This does not include any data I am obliged to keep for administrative, legal, or security purposes.