Privacy Policy

RICOL Ltd Data Protection & Privacy Policy

Effective and last updated: 28/02/26

1. Who We Are

RICOL Ltd (“RICOL”, “we”, “us”, “our”) is a London-based cooperative founded by experienced industry professionals committed to raising and maintaining high standards in translation, interpreting and language services.

We provide professional language services to public and private sector organisations across the United Kingdom.

For the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, RICOL Ltd acts as a Data Controller in respect of personal data we process.

We are registered with the UK Information Commissioner’s Office (ICO) and pay the required data protection fee.

2. Our Commitment to Privacy

As an ethical cooperative, we take confidentiality, professionalism and data protection extremely seriously. Our mission to provide dependable, high-quality language services extends to safeguarding the personal data entrusted to us.

We process personal data lawfully, fairly and transparently, and only where necessary to provide our services or meet legal obligations.

3. Scope of This Policy

This Privacy Policy applies to:

  • Clients (public and private organisations)
  • Individual customers
  • Freelance interpreters and translators
  • Job applicants
  • Website users
  • Suppliers and business contacts

By using our website or engaging our services, you acknowledge this Privacy Policy.

4. What Is Personal Data?

“Personal data” means any information relating to an identified or identifiable individual. This may include:

  • Name
  • Address
  • Email address
  • Telephone number
  • Date of birth
  • Identification documents
  • IP address
  • Financial details (where relevant)
  • Employment history (for freelancers)

In some cases, particularly in translation and interpreting assignments, we may process special category data, such as:

  • Health information
  • Racial or ethnic origin
  • Religious beliefs
  • Criminal conviction data (where legally required)

We only process special category data where there is a lawful basis to do so.

5. How We Collect Personal Data

We collect personal data:

  • Directly from you when you contact us, request a quote, or place an order
  • When you apply to work with us as a freelance language professional
  • Through email, telephone conversations, or contractual agreements
  • From professional bodies (e.g., NRPSI, ITI, CIOL) where relevant

We do not purchase marketing databases.

6. How We Use Personal Data

We process personal data only where legally permitted. The lawful bases we rely on include:

  • Performance of a contract
  • Compliance with legal obligations
  • Legitimate interests
  • Consent (where required)

We use personal data for:

  • Responding to enquiries and providing quotations
  • Delivering translation, interpreting and language services
  • Managing assignments and payments
  • Verifying identity and documents (where legally required)
  • Administration, accounting and audit purposes
  • Preventing fraud and ensuring system security
  • Complying with HMRC or other regulatory requirements
  • Handling complaints or disputes

We do not use personal data for marketing purposes.

7. Information We Collect Via Our Website

Browsing

You may browse our website without providing personal data.

Website Logs

Our website automatically records:

  • Date and time of visit
  • IP address
  • Pages accessed

This information is used for internal statistical and security purposes only. It is not used to identify individuals and is not shared with third parties.

Cookies

We do not use tracking cookies.
We do not store cookies that identify you personally.
We do not use third-party advertising cookies.

8. Order Information

When you place an order with us, we collect:

  • Full name
  • Contact details
  • Billing address
  • Relevant documents for translation or interpreting

This information is stored securely on a protected system and retained for up to three (3) years for audit, accounting and legal purposes unless a longer retention period is required by law.

Client documents are deleted within two months of assignment completion, unless:

  • You request earlier deletion; or
  • Legal or contractual obligations require longer retention.

9. Sharing of Personal Data

We treat your data confidentially. However, we may share personal data where necessary with:

  • Freelance translators and interpreters assigned to your project
  • IT and secure hosting providers
  • Professional advisers (accountants, legal advisers)
  • HMRC or other regulatory authorities
  • Public authorities such as the Foreign, Commonwealth & Development Office
  • Embassies, consulates or certification bodies (where required for your assignment)

All subcontractors are contractually required to comply with data protection obligations.

We do not sell personal data to third parties.

10. Data Retention

We retain personal data only as long as necessary:

  • Client contact details: up to 3 years after last engagement
  • Financial records: minimum 6 years (as required by UK tax law)
  • Freelancer records: for the duration of engagement and a reasonable period thereafter

Where data is no longer required, it is securely deleted.

11. Data Security

We implement appropriate technical and organisational measures, including:

  • Secure servers protected by firewalls
  • Encrypted data storage where appropriate
  • Restricted access to authorised personnel only
  • Confidentiality agreements for staff and freelancers
  • Regular review of security procedures

While we take all reasonable precautions, transmission of data via email or the internet cannot be guaranteed as completely secure.

12. Data Breaches

We have procedures in place to detect, investigate and report personal data breaches. Where legally required, we will notify affected individuals and the UK Information Commissioner’s Office.

13. Your Rights

Under UK GDPR, you have the right to:

  • Request access to your personal data
  • Request correction of inaccurate data
  • Request erasure (in certain circumstances)
  • Request restriction of processing
  • Object to processing
  • Request data portability
  • Withdraw consent (where processing is based on consent)
  • Lodge a complaint with the Information Commissioner’s Office

To exercise your rights, please contact us at: info@ricol.coop

14. Complaints

If you are not satisfied with how we handle your personal data, you may contact the:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: https://www.ico.org.uk

We encourage you to contact us first so we can resolve your concern promptly.

15. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of those websites. We encourage you to review their policies separately.

16. Changes to This Policy

We may update this Privacy Policy from time to time. Any updates will be posted on our website with a revised “Last Updated” date.

17. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact:

RICOL Ltd
Email: info@ricol.coop