Last updated: September 30, 2021
Secure. Confidential. Protected
Our Culture of Confidentiality
Our secure transcription service handles the privacy of your information with the utmost confidentiality and security.
Safeguarding the confidentiality of your information is as serious to us as a heartbeat. We go to great lengths to ensure this is a priority throughout our organization. Our “culture of confidentiality” has four components:
- Legal Measures
- Independent Compliance Audit
Oath of confidentiality. Employees are required to say an oath of confidentiality quarterly, as a reminder of the personal responsibility to safeguard all data and PII and to follow required protocols.
Password-protected and limited-access accounts. Transcripts and audio files can only be accessed by transcriptionists to whom they are assigned. Login credentials are unique and can only be accessed by the Chief Confidentiality Officer. Our secure proprietary platform, TranscriptionManager, ensures files are only visible and accessible to the assigned team.
Limited file storage time. Transcripts and audio files are removed from our secure proprietary platform, TranscriptionManager once the project has been completed and delivered to the client. No one can access client files without appropriate security clearance.
Confidentiality process oversight manager. A Chief Confidentiality Officer is responsible for ensuring company-wide adherence to all four “culture of confidentiality” components.
Secure file deletion. When transcripts and audio files are deleted, they are purged according to current security standards to remove artifacts and the possibility of recovery.
Abnormality alerts. In the event unusual activity or unauthorized access to platforms is detected, exception reports are generated to immediately notify our Information Security team.
Biometrics, physical security. Entry and exit to and from the transcription room is restricted to authorized personnel We enforce data leak prevention policies such as paperless operations.
All employees sign confidentiality/non-disclosure agreements at the start of their employment to legally bind them to protecting the confidentiality of client information. Agreements promise criminal litigation in cases where a violation is intentional or the result of gross negligence. Copies of this confidentiality statement are available on request.
Independent Compliance Audit
An independent accounting firm annually audits the company’s adherence to confidentiality procedurestogether with the appropriateness of security controls , and provides a report. This is a self-imposed discipline which is designed to keep us on track, to continuously improve security as new threats emerge, and reassure our clients that these measures are more than just words.
Data security and confidentiality of information is our priority. Your files are protected at all times.