Terms & Conditions

 

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.

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.

Under GDPR, the main grounds that we rely upon for processing personal information of our users are as follows:

  • Necessary for entering into or performing a contract: In order to perform obligations that we undertake in providing a service to you or taking 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 you have requested or for our legitimate business purposes, such as accountancy, IT, or professional support services.

 

Data Retention Policy

This Data Retention Policy outlines how UK Transcription Ltd retains and manages the data collected from its users.

  1. Uploaded Audio: Audio files uploaded by users are retained for 30 days from the date of receipt.
  2. Financial and Account Data: Financial and account-related information is retained for a period of 7 years.
  3. Transcript Access: Users can access their transcripts for 3 months following the end of their contract.
  4. Encrypted Archives: Transcripts are stored in encrypted archives 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 2 years.
  7. Customer Contacts for Accounts and Invoicing: Customer contacts related to accounts and invoicing are retained for the length of the contract plus 6 years.
  8. Customer Contacts for Sales and Quotations: Customer contacts for sales and quotation purposes are retained for 1 year.
  9. Website and Email Usage Analytics: Anonymised website and email usage analytics data are retained for 7 years.
  10. Customer Feedback: Feedback provided by customers on our services is retained for 5 years.
  11. Data Security and Transfer: Data transfers, including audio uploads and transcript downloads, are secure and encrypted with 256-bit SSL. Non-encrypted transfer of data is strictly opt-in.
  12. Card Payments: Card payments are processed by Stripe; no card data is accessible, collected, or stored. All customer card data prior to July 2016 was permanently destroyed on 1st August 2016.
  13. 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, Citrix, and Zapier.
  14. Quick Drop Audio Uploads: Audio uploads and file storage are hosted on EU servers operated by Citrix.
  15. Transcript and Operational Data: Transcript and operational data are processed and stored in a VPS managed by Krystal UK.
  16. Backups: Backups of transcripts are encrypted at rest using AES-256 encryption.

 

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.

 

  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.

 

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.

 

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.

 

 

 

The UK's leading provider of interview transcription services.

Contact Us

support@uktranscription.com

Phone: 01273 921552

UK Transcription Ltd
7 Bell Yard, London, WC21 2JR

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