Terms and Conditions

This website, uktranscription.com, is operated by UK Transcription Ltd, (also referred to as UKT) a company registered in England and Wales with company registration number 06380476. The registered office is located at 7 Bell Yard, London, WC2A 2JR.

UK Transcription Ltd is registered with the Information Commissioner as a data controller (registration number ZA231661). All employees, contractors, associates, and homeworkers of UK Transcription are bound by contractual privacy terms at least as strict as those defined in this policy.

Website Registration

When you register on our website, we ask you to provide personal information such as your name, email address, company or affiliation, department, job title, and other personal details for the purpose of supplying our 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 you use.

Your personal information will be kept confidential and will be held, used, and disclosed for our legitimate business purposes, which include:

• Identifying and authenticating your use when visiting the site
• Providing our services to you as a user of the site
• Notifying you about changes to our service and/or the site
• Processing invoices and billing information for payment for our services
• Releasing personal information to regulatory or law enforcement agencies if required or permitted to do so

GDPR

UK Transcription Ltd is committed to protecting the privacy and security of personal data in accordance with the Data Protection Act 2018 (DPA 2018), which incorporates the UK General Data Protection Regulation (UK GDPR).

For detailed information about our security practices and controls, please refer to our Information Security Policy.

We adhere to the following principles:

• Personal data shall be processed lawfully, fairly, and transparently
• Personal data shall be collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes
• Personal data shall be adequate, relevant, and limited to what is necessary for the purposes for which it is processed
• Personal data shall be accurate and kept up to date
• Personal data shall be kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed
• Personal data shall be processed in a manner that ensures appropriate security of the personal data

Our compliance with data protection regulations is supported by the security controls detailed in our Information Security Policy.

Data Retention and Storage

This Data Retention Policy outlines how UK Transcription Ltd retains and manages the data collected from its users. We regularly review and update our retention periods to ensure compliance with data protection laws. You have the right to request erasure of your personal data in certain circumstances, as per the UK GDPR.

All data is stored and processed in accordance with our Information Security Policy, which outlines our comprehensive security controls and procedures.

• File Storage: All uploaded files, user data and transcripts are securely stored ensuring your data remains within the UK and complies with UK data protection regulations
• AI Transcription Processing: For our AI transcription service, audio files are securely processed by third-party providers with enterprise-grade security who do not use customer data to train their models and adhere to strict data protection standards
• Audio File Retention: Uploaded audio files are automatically deleted under the following conditions: (a) 6 weeks after upload if no quote is booked, or (b) 1 week after the agreed delivery date for completed transcription work. Database records, including filenames, metadata, and transcripts, are retained longer for your account access
• Financial Information: Invoice-related information and filename metadata are stored with accounting service providers and retained for a period of 10 years in compliance with UK tax regulations. File names are de-identified by default
• Transcripts Retention: Transcripts are retained for 12 months following end of contract. Users can delete transcripts at any time
• Marketing: Data is never collected, used, sold or retained for marketing purposes
• User Login and Account Information: User login and account information are retained for the length of the contract plus an additional 5 years after last login
• Website and Email Usage Analytics: Anonymised website and email usage analytics data are retained for 7 years
• Card Payments: Card payments are processed by secure third-party payment processors; therefore, no card data is accessible, collected, or stored by UK Transcription
• Third-Party Data Sharing: Accounting data, such as invoices, contact information, file metadata (e.g., filenames and durations), financial account data, and transaction receipts are shared with trusted third-party service providers as detailed in our Information Security Policy

Payment Terms

• Invoices will be sent via email on the same day as transcript delivery and are due for payment within 30 days of receipt
• All transactions must be conducted in British Pound Sterling. Clients are responsible for any conversion or bank fees associated with overseas payments
• We do not accept payments in foreign currencies
• All quotes, fees, and prices are subject to a 20% VAT, unless the point of origin is exempt from UK VAT
• Invoices can be paid by UK entities or, by prior arrangement, EU companies only. We cannot invoice US companies or process W8 forms without a separate agreement

Customer Satisfaction

• If a customer is unsatisfied with the initial transcription draft, we offer further proofing and revisions at no extra cost within the scope of the agreed quotation
• We promise 99% accuracy for transcriptions with good-quality audio. However, transcripts may be incomplete and accuracy is not guaranteed for poor-quality audio. Refunds due to poor audio quality are at UKT's discretion
• UKT is not liable for any loss or damage resulting from errors or inaccuracies in our transcripts. Clients are responsible for reviewing transcripts for errors and accuracy before further use
• As a secretarial support service, our transcripts are not certified for financial advice, court, diagnostic, or legal use. Our work should only be used for professional purposes after approval by a qualified professional
• UKT's transcripts do not constitute a statement of truth in a court of law, and we do not guarantee accuracy for legal purposes

Delivery

• Due to the nature of email, 100% deliverability cannot be guaranteed. For assured delivery, we recommend using this online client portal to access and download your files and transcripts
• UKT aims to deliver transcripts by 5pm on the agreed deadline date; however, deadlines are estimates and subject to change. Late delivery does not entitle clients to withhold payment for completed work
• UKT is not liable for any loss or damage resulting from delays in the completion of work, transcript delivery, or any technical issues that may arise with the online portal
• All quotes are provisional and depend on our ongoing capacity

Refunds

• Refunds are not available once work has commenced, except at the discretion of UK Transcription
• If a client cancels an order, charges for work already completed will still be payable
• Replacement transcripts are stored and can be requested within 90 days from the contract completion date
• Clients must submit complaints in writing or via email within 10 days of receipt of work. Complaints made after this period will not be considered

Limitation of Liability

UK Modern Slavery Statement

We are committed to ensuring that our operations and supply chains are free from any form of slavery, human trafficking, or forced labor. In compliance with the UK Modern Slavery Act 2015, we take all necessary steps to identify and prevent such practices within our organization and among our suppliers. We expect our business partners and suppliers to adhere to the same ethical standards and will not tolerate any violations. Our commitment to preventing slavery and human trafficking is reflected in our policies and procedures, which promote transparency, fairness, and respect for human rights throughout our operations.

Data Subject Rights

We respect and uphold your rights under the UK GDPR, which include:

• The right to be informed about how your personal data is used
• The right of access to your personal data
• The right to rectification if your personal data is inaccurate or incomplete
• The right to erasure (also known as the 'right to be forgotten')
• The right to restrict processing of your personal data
• The right to data portability
• The right to object to processing of your personal data
• Rights in relation to automated decision making and profiling

To exercise any of these rights, please contact us at support@uktranscription.com.

Copyright

The contents of this website and these pages are protected by copyright and no part of them may be reproduced in any form except with our prior written permission.

Cookie Policy

Our website uses essential cookies to enable core functionality such as security, network management, and accessibility. You may disable these by changing your browser settings, but this may affect how the website functions. We do not use cookies for advertising or tracking purposes.

Changes to These Terms

We may update these terms from time to time to reflect changes in our services or to comply with legal requirements. We will notify you of any significant changes by posting a notice on our website or by sending you an email.

Contact Us

If you have any questions about these terms or our data protection practices, please contact support@uktranscription.com