CONFIDENTIALITY, COOKIE AND DATA PROTECTION
All work is treated with the highest degree of confidentiality.
The Company’s client-specific NDA is available upon request. Encryption of transcripts and documents sent by email can be arranged. However, the Company cannot guarantee the efficacy, security and/or privacy of using email for the conveyance of any transcript, correspondence or other communication and consequently does not accept liability for any loss or damage, whether direct or consequential, suffered by the Service User as a result of any non-delivery and/or breach of confidentiality or privacy resulting from such use.
Transcribers are vetted by the Company’s Resource Department, required to provide and verify personal details, produce a valid form of identification, and sign agreements containing strict confidentiality clauses. A copy of the relevant clauses can be made available to a Service User on request. And Service Users can request that only regional transcribers (transcribers based, for example, in the UK, USA, Australia or South Africa) be allocated a Specific Job.
The Company will take reasonable steps to protect a Service User’s privacy. A Service User’s contact details are stored for invoicing purposes, and formatting information is stored for workflow purposes. On request by the Service User, this information will be deleted immediately. Content sent or uploaded to the Company for transcription is stored for usually no more than thirty (30) days. Special arrangements for longer or shorter periods can be made upon request. The Company does not make content available to anyone other than its transcribers, all of whom have signed contracts and confidentiality agreements with the Company, and transcribers have no access to personal client information. The Company does not store credit card information provided by Service Users and the Company will not sell or divulge a Service User’s contact details to outside entities for marketing or other purposes.
The Company may, from time to time, communicate with the Service User, using the contact details provided, for the purposes of informing the Service User of any changes in the Company’s business operations or of any special price offers or other information which may be of interest to the Service User. The Service User may notify the Company at any time that it wishes to be excluded from such notifications.
A Service User who makes use of the Company’s telephone recording services should be aware that these are provided by a third party Telephony Company for whose operations and policies the Company does not accept liability but which is regulated by official telecoms regulations.
The Company may, at its sole discretion, provide additional guarantees at the request of a Service User.
This policy is subject to change without notice.
The Company uses the following cookies:
- Site performance cookies
- Anonymous analytics cookies
- Geotargeting cookies
- Registration cookies
Site performance cookies:
This type of cookie remembers preferences for tools found on the Website, so you don’t have to re-set them each time you visit.
Examples include whether you see the latest or the oldest article comments first and video streaming speeds that are compatible with your browser.
Anonymous analytics cookies:
Every time someone visits the Website, software provided by a third party generates an anonymous analytics cookie.
These cookies can tell the Company whether or not you have visited the Website before.
Your browser will tell the Company if you have these cookies and, if you don’t, the Company generates new ones.
This allows the Company to track how many individual users it has, and how often they visit the Website.
Unless you are signed in to the Company it cannot use these cookies to identify individuals.
The Company uses them to gather statistics, for example, the number of visits to a page. If you are logged in, the Company will also know the details you gave to it for this, such as your username and email address. Passwords are not stored by or affected by cookies.
These cookies are used by software which tries to work out what country you are in from the information supplied by your browser when you click on a web page.
This cookie is completely anonymous, and the Company only uses it to help target their content – such as whether you see our UK or US home page – and advertising.
When you register with the Company, it generates cookies that let it know whether you are signed in or not.
The Company’s servers use these cookies to work out which account you are signed in with, and if you are allowed access to a particular service. It also allows the Company to associate any comments you post with your username.
If you have not selected ‘keep me signed in’, your cookies get deleted when you either close your browser or shut down your computer. While you are signed into the site, the Company combines information from your registration cookies with analytics cookies, which the Company could use to identify which pages you have seen on the Website.
Other third party cookies
On some pages of the Website, other organisations may also set their own anonymous cookies. They do this to track the success of their application, or to customise the application for you. Because of how cookies work, the Website cannot access these cookies, nor can the other organisation access the data in cookies we use on the Website.
For example, when you share an article using a social-media sharing button (such as Facebook) on the Website, the social network that has created the button will record that you have done this.
How to turn cookies off
It is usually possible to stop your browser accepting cookies, or to stop it accepting cookies from a particular website. However, without using cookies, the Company cannot tell if you are signed in.
All modern browsers allow you to change your cookie settings. You can usually find these settings in the ‘options’ or ‘preferences’ menu of your browser. To understand these settings, the following links may be helpful, or you can use the ‘Help’ option in your browser for more details.
If you would like to find out more about cookies and their use on the Internet, you may find the following links useful:
The IAB has provided the following website to give information specifically about privacy issues around Internet advertising:
For further legal information about privacy issues, you may find these links useful:
- Data Protection Act 1998
- The Information Commissioner’s Office
The Company transcribes highly confidential material on a daily basis for clients worldwide. Consequently, data security is of prime importance and numerous measures are taken to ensure privacy, which include password protection, encryption and a secure server for uploading.
The Company offers its Service Users a secure HTTPS site to which files can be uploaded as the protocol for transmitting data securely. HTTPS provides authentication of the web site and associated web server that one is communicating with, which protects against third party attacks. Additionally, it provides bidirectional encryption of communications between a Service User and server, which protects against eavesdropping and tampering with and/or forging the contents of the communication. This provides a reasonable guarantee that one is communicating with precisely the web site that one intended to communicate with (as opposed to an imposter), as well as ensuring that the contents of communication between the Service User and the site cannot be read or forged by any third party.
- Service User files are stored on the Company’s server.
- Service User recordings can be accessed only via the Company’s in-house intranet.
- Service User recordings are only available by password entry to the server. Each transcriber is provided with an individual encrypted password, known only to the transcriber and management. Each recording is available only to the transcriber who will be transcribing it.
- No hard copies of transcripts are produced by the company.
- Transcribers are required to delete all transcripts and digital recordings on completion of a Specific Job.
- Data in transit to Company servers (Bytemark and Simply Hosting, hosted in the UK; Amazon, hosted in the USA) is secured with the latest SSL standards for HTTPS encryption.
- All data is retained on these servers based on the type of service required.
- Servers are backed up off site every hour to ensure speedy data recovery in the event of malfunction or other causes that may potentially result in data loss.
- Personal data is captured only as required for the Company’s workflow system for purposes of the Services and is volunteered by the Service User. No additional information is collected.
- The Company’s desktop and laptop computers are password protected. Transcripts are stored on a secure remote server. A digital log is kept of all activity on the Company’s workflow system and secure server.
- The Company’s servers are protected with the latest antivirus definitions and are updated hourly. They are configured to scan files on access as well as run a full system scan twice daily.
- Server access is controlled by the Company and authentication is controlled by means of secure certificate/key pairs and only to the minimum staff complement necessary.
- Upstream patches to server software are reviewed as and when they are made available and applied within twenty-four (24) hours.
- Operationally, computers are protected by ESET Endpoint anti-virus and multiple other anti-spyware and anti-malware programs. Further protection is afforded by Cyberoam within the office network.
- The operational internal network is further secured by controlled access on a per-device basis, whereby devices must be manually authorised to join the local network. Unauthorised devices will be blocked and unable to connect to any part of the network without this authorisation.
- Transcribers are required to run up-to-date antivirus software and operating systems. Each transcriber has a separate login for accessing the Company’s processing system whereby he or she is able to access the files necessary to complete a transcript and only those files are allocated.
- Transcribers have no access to personal client information.
- Operational desktops are secured with individual passwords. The Company’s workflow management system is accessible only by means of a separate set of passwords. Passwords are changed regularly.
The complete specifications of the data centre that hosts the Company’s Bytemark (UK) server can be viewed here.
The complete specifications of the data centre that hosts the Company’s Simply Hosting (UK) server can be viewed here.
The Company’s Amazon (USA) server is hosted within their Virginia zone in the Eastern United States. More information about their global infrastructure may be found here.