Privacy notice
1. Who we are
- Legal name
- Morvio Ltd, a private company limited by shares
- Registered in
- England & Wales
- Company number
- 17567088View on Companies House
- Registered office
- 128 City Road, London, EC1V 2NX
- Privacy contact
- contact@morvio.co.uk
In this notice, “we” and “us” mean Morvio Ltd. “Personal data” means any information about you as a person, such as your name, your email address or your CV.
We are the controller of the personal data this notice describes. This means we decide why and how it is used, and we are responsible for it. The laws that apply are the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We are a small company and have not appointed a data protection officer. Khaled Zerouki, our founder, handles privacy questions himself. To contact him, email contact@morvio.co.uk or write to Morvio Ltd, 128 City Road, London EC1V 2NX.
2. What this notice covers
This notice covers personal data that reaches us:
- through this website (morvio.co.uk), including its three forms;
- through the booking page we link to;
- in messages you send us by email, WhatsApp, WeChat or LinkedIn.
It applies to people who ask about our services, people who request our procurement pack, and people who apply to join our network of freelance specialists.
If you join our network, we give you a separate privacy notice with your contractor agreement. It covers the details we then need, such as payment details, and how long we keep them.
It does not cover data inside client projects. When a client gives us data to annotate, transcribe or review, we handle it for that client under our contract and data processing agreement (DPA). The client decides how that data is used, and their own privacy notice explains it to the people in the data. If you think your data is in a project we work on, contact the organisation that collected it. We will help them answer you.
This site is meant for businesses and for adults looking for freelance work. You must be 18 or over to apply to join our network.
3. Information we collect
We only collect what you choose to send us, plus a small amount of technical data that every website visit or form needs. You can read this website without giving us anything.
Project request form (estimate, project brief, sample batch or pilot; on the Contact and Pricing pages)
- Required: your name, your email address, and your company or team.
- Required: what you need. That means the services, the languages, the amount of data for each service, the start date, and whether the data will include personal data.
- Optional: the dialects or languages you need, a deadline, and a note. The note is required only if you choose “Not sure” as the service.
- Please do not paste confidential data or real personal data into the note. We do not need it to reply.
Procurement pack request (on the Trust page)
- Required: your name, email address and company.
- Optional: a note.
Application to join our network (on the Join page)
- Your role and speciality. For medical specialists, this includes your profession, the kinds of images or signals you read, your country of practice and your registration body. You can add your registration number now or later. For legal and finance experts, it includes your areas of law or finance, your qualification and your jurisdictions. For other roles, it includes the kinds of work, data and tools you know and, for voice talent, what and where you can record and your microphone.
- Your native languages. If one of them is Arabic, your Arabic dialect.
- If you add one, another working language and your level in it.
- Your years of experience, the hours you can work, your time zone and when you can start. Your browser suggests the time zone, and you can change it.
- Your name, email address and country of residence. If you prefer chat to email, you can also give a WhatsApp number or WeChat ID.
- Your CV, as a PDF or DOCX file up to 5 MB, or a link to a public CV or profile. If you upload a file, we also record its size and file type.
- We use your languages and dialect only to match you with language projects. We do not use them to guess anything else about you.
- Please leave out of your CV anything about your health, religion, ethnic origin, political views, sexual orientation or criminal record, and any photo of yourself. We do not need these details. If your CV includes them anyway, we do not use them, and we do not copy them into our records.
- Some voice projects need details about the speaker, such as an age range. We ask for these only when a project needs them, and only if you agree at that time.
- We also keep our notes on your application and on any test task we send you.
Required and optional fields. Each form marks which fields are optional. We need the required ones to reply to you or to consider your application. Without them, the form cannot be sent. You are under no legal obligation to give us any of this. If you would rather not use a form, you can email us instead.
The booking page. Our “Book a call” links open a booking page run by Google (Google Calendar) in a new tab. It asks for your name, your email address and the answer to any question the page shows. The booking then goes into our Google calendar, and the call takes place on Google Meet.
Messages. You can email us at contact@morvio.co.uk or khaled@morvio.co.uk, or message us on WhatsApp, WeChat or LinkedIn. We then receive your message, your name, anything you attach, and your email address, phone number or account name. Please do not send CVs or sensitive information by WeChat (see section 5).
Information from other people. Sometimes a colleague sends a request that names you as a contact, or we see the profile details you share with us on LinkedIn. To check a professional registration, we look you up on the public register of the body you name, or ask that body to confirm it. We use these details in the same way, and for the same reasons, as details you give us yourself. We never use contact lists bought from other companies.
Technical data
- Your IP address. Cloudflare, our hosting provider, needs it to deliver each page. When you send a form, we use it for two things: to pass the security check below, and to limit each address to 5 submissions a minute on each form. The count clears after one minute, and we never store your IP address with your submission.
- Security check (Cloudflare Turnstile). The pages with a form load Cloudflare Turnstile: Contact, Pricing and Join when you start filling in a form, and Trust as soon as you open it. It checks that a person, not an automated program (a “bot”), is using the form. To do this, it reads your IP address, details of your browser and device, and details of your connection, and it keeps one item in your browser’s local storage. The cookie notice explains this item. Cloudflare lists what Turnstile collects in its Turnstile Privacy Addendum.
- Records of each submission. Each submission gets a random reference number, the time we received it and the language version of the form you used.
- Error logs. Our error logs at Cloudflare and Google keep reference numbers and error messages, not the content of your form. Now and then, an error message from Google’s email service may include your email address.
- The confirmation email. We record whether it was sent. We send at most one confirmation to each address every 6 hours, so that no one can use our forms to flood an inbox. To do this, we keep a scrambled (hashed) copy of your email address for 6 hours.
- We do not use analytics, advertising or tracking tools. This site sets no cookies.
4. How we use it, and our legal basis
The law requires us to give a legal basis for each way we use your personal data. Often our basis is “legitimate interests”: a reasonable business reason that you would expect, such as answering your request. Where we rely on it, we name the interest in the table below. We have weighed each interest against your rights and interests, and we keep a record of that assessment. You can object at any time (see “Your right to object” in section 7).
| What we use it for | Data | Legal basis |
|---|---|---|
| To reply to your project request and to prepare an estimate or scope, and, if you ask, to plan a sample batch or a pilot | The request form, and the emails that follow | Legitimate interests: answering businesses that ask about our services and preparing what they asked for. If you are acting for yourself, for example as a sole trader, the basis is steps you asked us to take before a contract. |
| To send the procurement pack and answer questions about it | The procurement pack request | Legitimate interests: giving a possible client the supplier and security documents they asked for. |
| To confirm we received your form | Your email address | The same basis as the form you sent. The confirmation is a fixed message. It does not repeat your name or your note, and it is not marketing. |
| To consider your application and match you with projects. This includes emailing you a short test task when your profile fits a project, and checking your professional registration before any project | The application, your CV, our notes, and our emails with you | Steps you asked us to take before a contract: you have asked to be considered for freelance work. |
| To answer messages and hold calls you book | Messages, booking details and our notes of the call | Legitimate interests: replying to people who contact us. |
| To keep the site and forms safe from spam, bots and abuse | IP address, Turnstile data, the hidden spam-trap field, and error logs | Legitimate interests: keeping our website and systems secure. |
| To deal with complaints or legal claims, and to answer requests about your rights | The records relevant to the issue | Legitimate interests: protecting our legal position. Legal obligation, where the law requires us to keep or hand over information. |
We do not check your identity or your right to work in the UK when you apply. If we offer you work and such a check is needed, we explain it to you at that point.
What we do not do
- We do not sell your personal data, and we do not pass it to anyone for their own marketing.
- We do not add you to a mailing list. If we ever want to send newsletters, we will ask first.
- A person reads every request and every application. A computer never makes a decision about you on its own. The security check only blocks bots. If it stops you, you can email us instead.
- We do not use your personal data to build a profile of you or to show you adverts.
6. How long we keep it
Each kind of personal data in the table below has a set period, and we delete it when that period ends. Form submissions are deleted automatically. We delete other emails, chats and bookings by hand.
| What | How long we keep it |
|---|---|
| Project requests (estimate, brief, sample batch, pilot), including our copies in email and in our spreadsheet | 2 years from the day you send the request |
| Procurement pack requests, including our copies in email and in our spreadsheet | 2 years from the day you send the request |
| Applications to join our network, including your CV and our copies in email, in our spreadsheet and in Google Drive | 12 months from the day you apply. You can ask us to delete it sooner, at any time. |
| CVs you send us another way (email, WhatsApp, WeChat or LinkedIn) | 12 months from the day we receive it. You can ask us to delete it sooner, at any time. |
| Our notes on your application and on any test task | The same period as your application |
| Confirmation emails we send you | As long as the request or application they confirm: 2 years for requests and procurement pack requests, and 12 months for applications |
| Other emails, chat messages and call bookings | 2 years after our last message on that subject. If it leads to a contract, we keep what we need for that contract for 6 years after the contract ends. |
| The scrambled copy of your email address used to limit confirmation emails | 6 hours |
| Your IP address, as a counter for the limit on how often a form can be sent | 1 minute |
| Error logs at Cloudflare (reference numbers and error messages) | Up to 7 days |
| Error logs at Google (reference numbers and error messages, now and then an email address) | Up to 30 days |
When we delete something, copies can stay for a short time in backups and in the bin of the service that held them. For example, our database backups keep deleted data for up to 30 days before it is gone for good.
If you ask us to delete your data, we delete it straight away. The only exception is a part we need for a complaint or legal claim, which we keep only while the issue lasts.
7. Your rights
You have rights over your personal data. Some apply only in certain cases, depending on the legal basis we use (see section 4).
Your right to object
Where we use your personal data on the basis of legitimate interests (see section 4), you can object at any time. To do so, email contact@morvio.co.uk and tell us what you object to. We then stop, unless we have a strong reason that outweighs your interests and rights, or we need the data for a legal claim. We tell you what we have done within one month.
Your other rights
| Your right | What it lets you do |
|---|---|
| Access | Ask for a copy of the personal data we hold about you, and how we use it |
| Correction | Have wrong or incomplete details put right. For a form you have sent, you can reply to our confirmation email with the correction, or email contact@morvio.co.uk. |
| Deletion | Ask us to delete your data. You can ask us to delete your application at any time. We will, unless we need part of it for a complaint or legal claim (see section 6). |
| Restriction | Ask us to pause using your data, for example while we check a correction |
| Portability | Get the details you gave us in a common digital format, or have them sent to another organisation. This applies to your Join application. |
How to use them. Email contact@morvio.co.uk, or write to Morvio Ltd, 128 City Road, London EC1V 2NX. Say what you want and which email address you used with us. It is free. We reply within one month. If a request is complex, or you send several, we may need up to two more months. If so, we tell you why within the first month. If we cannot be sure who you are, we may ask for proof of identity first. The month then starts when we receive it. We can refuse a request, or charge a reasonable fee, only if it is clearly unfounded or excessive. If so, we explain why.
How to complain
We want to hear about any problem with how we handle your personal data, so that we can try to fix it.
Email contact@morvio.co.uk with “Data protection complaint” in the subject line, or write to us at the address above. We confirm that we have received your complaint within 30 days. We look into it without delay and keep you updated. Then we tell you what we found and what we will do.
You do not have to complain to us first. You can complain at any time to the UK regulator, the Information Commission, which took over from the Information Commissioner’s Office (ICO):
- online: ico.org.uk/make-a-complaint
- by phone: 0303 123 1113
8. Changes to this notice
When we change how we handle personal data, we update this page before the change takes effect and put the new date at the top. We keep earlier versions, and you can ask us for one.
We may want to use details you have already sent us for a new purpose. If so, we tell you before we start, and we go ahead only if the law allows it.
We review this notice whenever we add a new form, provider or tool to the site, and at least once a year.