Security, Privacy & Data Policy

 Please contact support@uktranscription with any further queries.

 For general terms of service, please click here

Privacy Summary

  • UK Transcription Ltd is committed to protecting the privacy of our clients. All data, audio and contacts are treated as strictly confidential at all times.
  • Any information you submit to us, or which we collect, via our website or via e-mail, is used for the sole purpose of providing our core transcription service.
  • We are registered with the Information Commissioner registration number ZA231661, and are compliant with GDPR regulations.

Security Summary

  • Data transfer, including audio uploads and transcript downloads, is secure and encrypted with 256 bit SSL.
  • Data is not encrypted at rest, by default, but is offered on request via 7z AES-256.
  • Transfer of transcripts via unencrypted means such as email attachment is available on request, but is strictly opt-in.
  • Card payments are processed by Stripe, and no card data is accessible, collected or stored.  Prior to July 2016, we did process card data, and PCI DSS compliance was audited quarterly by securitymetrics.com, a 3rd party internet security firm. All customer card data was permanently destroyed on 1st August 2016. 
  • Accounting data such as invoices, contact info, file metadata (e.g. filenames and durations), financial account data and transaction receipts are shared with trusted 3rd parties including Xero, Zapier, Mailparser, and Google Cloud Services, for the sole purpose of invoicing and accounting.
  • Quick Drop audio uploads and storage is processed by GPDR compliant EU servers operated by Citrix.
  • Transcripts, file manager data and operational data is processed and stored in a TSO operated DPS datacentre based in Maidenhead, UK.

Data Retention Summary

  • Booked audio is retained for 30 days from contract end date.
  • Quote audio is retained for 14 days from receipt.
  • Financial and account data is retained for 7 years. 
  • User access to transcripts is available for 3 months from contract end date.
  • Restricted-access, encrypted archives of transcripts are retained for 6 months for the sole purpose of supplying replacements.
  • Data is never collected or retained for any marketing purpose.

Privacy Policy

This website uktranscrition.com  is operated by UK Transcription Ltd, a company registered in England and Wales, company registration number 06380476, whose registered office is located at 15-17 Middle Street, Brighton BN1 1AL.

The Company is registered with the Information Commissioner as a data controller, with registration number ZA231661.

All UK Transcription employees, contractors, associates and homeworkers are bound by contractual privacy terms at least as strict as defined in this policy, and are full UK residents paid via UK bank accounts.

In some areas of our website we ask you to register and thereby provide personal information. When you do so, we ask you to give us your name, email address, company or affiliation, department, job title and other personal information for the purpose of supplying the Services to you.

We collect statistical information about browsing actions and patterns including the pages on the website that you visit and the functionality of the services of which you make use.

The information you provide will be kept confidential. We will hold, use and disclose your personal information for our legitimate business purposes including:

  • to identify you and authenticate your use when you visit the Site.
  • to provide our Services to you as a user of the Site.
  • to notify you about changes to our service and/or the Site.
  • to process invoices and billing information for payment for our services.
  • to release personal information to regulatory or law enforcement agencies, if we are required or permitted to do so.

Under GDPR, the main grounds that we reply upon in order to process personal information of our users are the following:

Necessary for entering into, or performing, a contract – in order to perform obligations that we undertake in providing a service to you, or in order to take steps at your request to enter into a contract with us, it will be necessary for us to process your personal data;

We will only share your personal information with trusted third parties where we have retained them to provide services that you have requested or for our legitimate business purposes, such as accountancy, IT or professional support services.

Personal Data Storage time period:

  • Marketing data on customers - Not applicable. No personal data is retained for marketing purposes.
  • User login and account information to provide access to our services -Length of contract plus 2 years
  • Customer contacts for accounts and invoicing purposes. - Length of contract plus 6 years
  • Customer contacts for sales and quotations purposes - 1 year
  • Website and email usage and analytics data - 7 years anonymised
  • Customer feedback on our services - 5 years

 

Use of cookies and tracking technology:

We use cookies (defined below) for collecting user information from the Site. Cookies are messages given to a web browser by a web server. The message is then stored by the browser in a text file called cookie.txt. Each time the browser requests a page from the server, this message is sent back. A cookie’s main objective is to identify users and personalise their visit by customising web pages for them, for example by welcoming them by name next time they visit the same site.We use cookies and tracking to understand how users use and behave on the Site.

We use the data we collect to monitor the effectiveness and performance of the Site and to improve the Services we provide, and to provide relevant content.We only track users' behaviour on our Site and we do not have access to your behaviour on other websites other than in relation to how you were referred to the Site (e.g. through another site or a search term).

 

 

The UK's leading provider of interview transcription services.

Contact Us

support@uktranscription.com

Phone: 01273 921552

UK Transcription Ltd
15-17 Middle Street
Brighton BN1 1AL

Company: 06380476
VAT: 976273773
Phone: 01273 921552
Data Protection Act: ZA231661