This is the privacy notice of Transcript Services Ltd. We are company number 9541315, registered in England.
1. This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide us. It covers infomation that could identify you and information that could not.
2. If there are one or more points below you are not happy with, your only recourse is to leave our website before providing any personal information.
3. We take seriously the protection of your privacy and confidentiality. We understand that all visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them and will not accidentally fall into the hands of a third party.
4. We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
5. Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).
6. The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now by requesting that you read the information provided at www.knowyourprivacyrights.org.
7. Except as set out below, we do not share, or sell, or disclose to a third-party, any information collected through our website.
The bases on which we process information about you
The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
If the basis changes then, if required by law, we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
1. Information we process because we have a contractual obligation with you.
When you buy a service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us. In order to carry out our obligations under that contract, we must process the information you give us. Some of the information may be personal information. We may use it in order to:
1.1 Verify your identity for security purposes
1.2 Provide you with our services
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract. We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
2. Information processed with your consent
When you browse our website or ask for further information about our company, you provide your consent to us to process information that may be personal information. Sometimes, you might give your consent implicitly, such as when you send us a message by email to which you would expect us to reply. Except where you have consented to us using your information for a specific purpose, we do not use your information in any way that would identify you personally. We continue to process your information on this basis until you withdraw consent. You may withdraw your consent at any time by emailing us at email@example.com.
3. Information provided on the understanding that it may be shared with a third party
I use a small team of transcribers to help me process the work, which means occasionally I send your audio files to one of them, using a secure, UK-based, GDPR compliant method of transfer. They will transcribe the audio file and return the transcript to me using the same secure method of transfer. They have all signed confidentiality notices and have also agreed that they also comply with the GDPR regulations.
We store the information in password encrypted folders for a period of six months and then all records are deleted, unless requested otherwise. This period can be shortened on request.
Once your information enters the public domain, we have no control over what any individual third party may do with it. We accept no responsibility for their actions at this time.
4. Sending a message to our support team
When you contact us, whether by telephone, through our website, or by email, we collect the data you have given to us in order to reply with the information you need. We record your request and our reply in order to increase the efficiency of our business. We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high-quality service.
5. Access to your own information
To obtain a copy of any information that is not provided on our website, you may send us a request at firstname.lastname@example.org. After receiving the request, we will tell you when we expect to provide you with the information.
6. Verification of your information
When we receive any request to access, edit, or delete personally identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
7. How you can complain.
If you are in any way unhappy with how we process your personal information, you have a right to lodge a complaint with the Information Commissioner's Office. This can be done at https://ico.org.uk/concerns/. We are on the public register of data controllers with the Information Commissioner's Office and the registration reference is ZA353951.
8. Retention period for personal data
Except as otherwise mentioned in this privacy notice with regards to work completed for you, we keep your personal information only for as long as is required by us to provide you with the services you have requested, to comply with other law, including for the period demanded by our tax authorities, and to support a claim or defence in court.
9. Compliance with the law
We may update this privacy notice from time-to-time, as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.