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GDPR Statement

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Effective Date: June 1, 2022

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Qualtranscribe is committed to protecting the privacy and personal data of our clients in full accordance with the General Data Protection Regulation (GDPR) (EU 2016/679). This statement outlines our practices regarding the collection, use, protection, and handling of personal data in the course of delivering transcription, translation, and related services.

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Data Responsibility

Qualtranscribe acts as a data processor on behalf of its clients, who serve as data controllers. We ensure that all personal data processed through our services is handled lawfully, fairly, and transparently.

 

Types of Data Processed

We only collect personal data necessary to provide our services. This may include:

  • Audio and video files containing identifiable information

  • Written transcripts or translated materials

  • Contact information for billing and project management

 

 Lawful Basis for Processing

We process personal data based on the following lawful bases:

  • With the client’s explicit instruction and consent

  • To fulfill contractual obligations and deliver transcription/translation services

  • To comply with legal obligations

  • On the basis of legitimate interests to ensure effective service delivery

 

Data Usage

Your data is used strictly for the purpose of providing transcription, translation, and related client communications. We do not share personal data with third parties for marketing or commercial purposes.

 

Data Security

We implement robust technical and organizational safeguards to protect personal data from unauthorized access, alteration, loss, or destruction. These include:

  • Encrypted file storage and transfers

  • Restricted access to project files

  • NDA-bound transcription and translation staff

  • Ongoing monitoring and system controls

 

Data Retention

We retain your personal data only for as long as necessary to fulfill the requested service. Unless otherwise agreed, all files are securely deleted or anonymized within 30 days after project completion.

 

Subprocessors and Data Transfers

We may engage trusted subprocessors (e.g., cloud storage or secure file transfer services) to support our operations. These subprocessors are:

  • GDPR-compliant

  • Bound by contractual terms

  • Required to process data only under our instructions

 

If personal data is transferred outside the European Economic Area (EEA), we ensure adequate protections such as Standard Contractual Clauses (SCCs) or equivalent legal safeguards are in place.

 

Data Subject Rights

As a data subject, you have the right to:

  • Access your personal data

  • Request rectification, deletion, or restriction of processing

  • Object to processing based on legitimate interests

  • Request data portability

  • Withdraw consent at any time

 

Requests can be submitted by contacting us at support@qualtranscribe.com.

 

Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, Qualtranscribe will notify you and the relevant supervisory authority without undue delay, and within the timeframe specified under the GDPR.

 

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