Terms and Conditions

Terms are summarised below. PDF copies of full policy documents are available by request to dpo@uktranscription.com. 

This website, uktranscription.com, is operated by UK Transcription Ltd, 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).

We adhere to the following principles:

 

1. Personal data shall be processed lawfully, fairly, and transparently.
2. Personal data shall be collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes.
3. Personal data shall be adequate, relevant, and limited to what is necessary for the purposes for which it is processed.
4. Personal data shall be accurate and kept up to date.
5. 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.
6. Personal data shall be processed in a manner that ensures appropriate security of the personal data.

 

Data Retention

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.

1. Audio storage and security is managed by Citrix Sharefile EU. Files are retained for 45 days from the date of receipt, and automatically destroyed using Citrix retention policy tools.
2. Financial,  invoice related information, and filename metadata is stored with XERO UK, and retained for a period of 10 years. File names are de-identified by default.
3. Transcript Access: Users can access transcripts via password protected user account, for 3 months following the end of their contract.
4. Encrypted Archives: Transcript archives with additional encryption and access restrictions, are retained for 6 months, solely for the purpose of supplying replacements upon request.
5. Marketing: Data is never collected or retained for marketing purposes.
6. 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.
7. Website and Email Usage Analytics: Anonymised website and email usage analytics data are retained for 7 years.
8. Card Payments: Since 2016, card payments have been processed by Stripe; therefore no card data is accessible, collected, or stored by UK Transcription. All customer card data held by UK Transcription prior to this date was permanently destroyed on 1st August 2016.
9. 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 parties, including Xero and Citrix. 

 

Data Processor Obligations

• The Processor and any approved sub-processor must process Personal Data only as instructed by the Controller and ensure confidentiality agreements are in place for those authorized to process the data.
• Implement appropriate technical and organizational measures to maintain a high level of security, including pseudonymisation, encryption, system resilience, and regular testing.
• Obtain written authorization from the Controller before engaging a sub-processor, inform the Controller of any changes, and ensure the sub-processor complies with the same data protection obligations as the Processor.
• Assist the Controller in responding to data subject rights requests as required by Data Protection Legislation.
• Support the Controller in fulfilling its obligations regarding technical and organizational security measures, breach notifications, data protection impact assessments, and consultation with supervisory authorities.
• Upon the Controller's request, delete or return all Personal Data after the end of service provision and remove existing copies, unless legally required to retain the data.
• Provide the Controller with necessary information to demonstrate compliance with these obligations.
• The Processor will notify the Controller without undue delay (and in any event within 24 hours) upon becoming aware of a personal data breach.
• The Processor will conduct regular data protection impact assessments (DPIAs) where processing is likely to result in high risk to individuals' rights and freedoms.

 

Payment Terms

1. Invoices will be sent via email on the same day as transcript delivery and are due for payment within 30 days of receipt.
2. All transactions must be conducted in British Pound Sterling. Clients are responsible for any conversion or bank fees associated with overseas payments.
3. We do not accept payments in foreign currencies.
4. All quotes, fees, and prices are subject to a 20% VAT, unless the point of origin is exempt from UK VAT.
5. 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

1. 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.
2. 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.
3. 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.
4. 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.
5. 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

1. Due to the nature of email, 100% deliverability cannot be guaranteed. For assured delivery, we recommend using the online client portal to receive transcripts.
2. 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.
3. UKT is not liable for any loss or damage resulting from delays in the completion of work, transcript delivery, or the return of physical media.
4. All quotes are provisional and depend on our ongoing capacity.

 

Refunds

1. Refunds are not available once work has commenced, except at the discretion of UK Transcription.
2. If a client cancels an order, charges for work already completed will still be payable.
3. Replacement transcripts are stored and can be requested within 90 days from the contract completion date.
4. 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.

 

Liability

1. UKT provides secretarial services, not records of truth. UKT is not liable for any direct or consequential loss or damage (including loss of profit) to clients or third parties. Clients must indemnify UK Transcription against all claims and demands related to such losses or damages.
2. UKT will not sign contracts or agreements containing indemnity or loss liability clauses.
3. UKT assumes no liability for loss or damage to physical or digital data or media sent via post or online and cannot guarantee the safe or timely return of goods.
4. As a limited liability company, members of UKT Ltd—including directors, employees, subcontractors, or representatives—cannot be held personally liable for the company's debts or losses.
5. Clients must indemnify UKT against any loss, damages, costs (including reasonable legal fees), expenses, or claims arising from the publication of transcribed data or libelous or illegal content in any material produced for the client.
6. Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

 

UK 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:

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

To exercise any of these rights, please contact our Data Protection Officer at dpo@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.

 

Contact Us

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

 

Last updated: 23/09/2024