Privacy Policy

Effective Date: December 12, 2025

1. Introduction
Qualtranscribe LLC ("we," "our," or "us") is committed to safeguarding your privacy and handling your data with transparency and care. This Privacy Policy explains how we collect, use, store, and disclose personal and institutional information obtained from users of our services, including through our website www.qualtranscribe.com ("Website") or any third-party cloud storage services we use.

By using our services, you agree to the collection and use of information in accordance with this policy. If you do not agree with this Privacy Policy, please refrain from using our services.

2. Information We Collect
We may collect and process the following types of information:

A. Contact and Account Information

Name, email address, phone number, mailing address
Billing and payment information
Account credentials for our secure portal
Communication records (emails, support requests, feedback)

B. Project Content: - Audio, video, or document files submitted for transcription/translation.

Audio, video, or document files submitted for transcription or translation
File content may include business communications, research interviews, meetings, legal proceedings, financial discussions, or other recorded content
Any information contained within the files you submit

C. Technical Data:

P addresses, browser type, device information
Upload timestamps, file metadata (names, sizes, formats)
Website usage analytics (anonymized)

3. Use of Information
We use your data to:

Deliver services: Perform transcription and translation services as requested
Communicate: Provide project updates, respond to inquiries, and deliver completed work
Quality assurance: Conduct internal review and quality control processes
Business operations: Process payments, maintain accounts, and manage service delivery
Legal compliance: Meet contractual and regulatory obligations

We do not:

Use your content for AI training or machine learning model development
Engage in automated decision-making or profiling
Use data for marketing purposes without explicit consent
Sell or rent your information to third parties

4. Legal Basis for Processing

Our processing of your data is based on:

Consent: You have provided consent for specific processing activities
Contractual necessity: Processing is required to deliver the services you requested
Legal obligations: Compliance with applicable laws and regulations
Legitimate business interests: Operational needs that do not override your privacy rights

5. Retention and Deletion

Project Files

Transcription files, audio/video recordings, and completed transcripts are deleted 30 days after project delivery
This retention period allows for quality review, revisions, and client download
Earlier deletion available: Clients may request immediate deletion after delivery; such requests are processed within 24-48 hours

Account Records

You may delete or request deletion your account data at any time
Contact and billing information retained for the period required by applicable tax and legal regulations (typically 7 years)
Communication records (email communications, etc.) retained for 1 year for customer service

Deletion Process

When deleted, data is:

Removed from active systems and backups
Overwritten using industry-standard methods
Verified as completely erased
Certificate of Destruction available upon request

6. Sharing and Third Parties

We share your data only with parties necessary to deliver our services:

Service Providers

Professional transcriptionists: Independent contractors who perform transcription work under confidentiality agreements
Cloud storage providers: Secure file hosting services (such as Citrix ShareFile)
Payment processors: For billing and transaction management
Infrastructure providers: Hosting and IT services

All service providers are contractually required to protect your data and use it only for authorized purposes.

Legal Disclosures

We may disclose information when:

Required by law, court order, or legal process
Necessary to protect our legal rights
Required for regulatory compliance

What We Don't Do

We do not sell, rent, or share your data with:

Advertisers or marketing companies
Data brokers
Any unauthorized third parties

7. Data Security

256-bit AES encryption for stored data
TLS encryption for data transmission
Multi-factor authentication for account access
Secure, password-protected file transfer systems
Regular security audits and updates
Automatic session timeouts

Operational Measures

Confidentiality agreements with all staff and contractors
Role-based access controls (personnel access only what they need)
Regular security training
Incident response procedures
Secure deletion protocols

Physical Measures

Encrypted devices for all work
Secure workstation requirements
Prohibition on accessing data in public locations

8. International Operations

Qualtranscribe works with a global network of professional transcriptionists located in multiple countries, including the United States, Canada, United Kingdom, and EMEA (Europe, Middle East and Africa). Our international network enables us to:

Support diverse language requirements: Access native speakers and language experts for accurate translation and transcription in multiple languages
Provide specialized expertise: Match projects with transcriptionists who have relevant subject matter knowledge and cultural context
Ensure faster turnaround times: Leverage different time zones for expedited delivery
Maintain competitive pricing: Offer cost-effective solutions without compromising quality
Handle high-volume projects: Scale resources to meet demanding project requirements
Accommodate regional dialects and accents: Utilize transcriptionists familiar with specific regional speech patterns

All contractors, regardless of location, follow the same rigorous confidentiality and security standards.

US-Only Service Available: If you require processing exclusively within the United States (for institutional policies, legal requirements, federal contracts, or other reasons), please specify this when placing your order. We will ensure your project is handled only by US-based professionals with no international data transfer.

Additional Information for EEA, UK, and Switzerland Residents

For individuals in the European Economic Area, United Kingdom, and Switzerland, we process your personal data in compliance with the General Data Protection Regulation (GDPR) and equivalent laws.

Your Rights: You have the right to access, rectify, erase, restrict processing, object to processing, and request portability of your personal data. You also have the right to withdraw consent and lodge a complaint with your local data protection authority.

Legal Basis: We process your data based on contract performance, legal obligations, legitimate interests, or consent as applicable.

International Transfers: When transferring data outside the EEA/UK/Switzerland, we use Standard Contractual Clauses and implement appropriate safeguards to protect your data.

To Exercise Your Rights: Contact us at support@qualtranscribe.com with "GDPR Request" in the subject line.

9. Your Privacy Rights
Depending on applicable law, you may have the right to:

Access your personal data and obtain a copy
Correct inaccurate or incomplete information
Delete your personal data (subject to legal retention requirements)
Restrict certain types of processing
Object to processing based on legitimate interests
Data portability - receive your data in a structured format
Withdraw consent at any time

How to Exercise Your Rights

Contact us at support@qualtranscribe.com with your request. We may need to verify your identity before processing certain requests.

10. Data Breach Notification

If a security incident affects your personal information, we will:

Investigate and contain the breach immediately
Notify affected clients within 72 hours of discovery
Report to authorities as required by law
Provide details about the incident and remediation steps
Offer appropriate support and assistance

11. Our Transcription Process

Human Transcription: We use exclusively human transcription. No automated speech recognition or AI tools access your content. All work is performed manually by trained professionals.

Confidentiality: All transcriptionists sign confidentiality agreements and are prohibited from sharing, discussing, or retaining any client content.

Quality Assurance: Transcripts may be reviewed by a second professional for quality purposes. All reviewers are bound by the same confidentiality requirements.

12. Cookies and Website Analytics

Our website uses:

Essential Cookies:

Session management and login functionality
Secure file upload operations

Optional Analytics:

Anonymized website usage statistics
No personal information collected through analytics

You can control cookies through your browser settings. Disabling cookies may affect some website features.

We do not use:

Advertising or tracking cookies
Third-party marketing pixels

13. Children's Privacy (Minors)

Our services are not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately at support@qualtranscribe.com, and we will promptly delete such information.

Note: We do transcribe research interviews and recordings that may involve minors when conducted by authorized researchers with appropriate IRB approval and parental consent. However, we do not collect information directly from children or market our services to minors.

14. Content Ownership

You own your content. We claim no ownership over materials you submit or information they contain. Upon full payment, you own the completed transcripts and may use them without restriction.

15. Business Transfers

If Qualtranscribe is acquired or merged with another company, your information may be transferred. We will notify you via email before any transfer occurs.

16. Policy Updates

We may update this policy periodically. Changes will be posted on our website with a new effective date. Material changes will be communicated via email. Continued use after changes constitutes acceptance.

17. Specific Privacy Laws

California Residents (CCPA/CPRA)

You have additional rights including:

Right to know what information is collected
Right to delete personal information
Right to opt-out of sale (we do not sell information)
Right to non-discrimination

European Residents (GDPR)

You have rights as outlined in Section 9, plus the right to lodge complaints with your data protection authority.

Other Jurisdictions

We comply with applicable privacy laws in all jurisdictions where we operate.

18. Policy Updates
We may update this policy to reflect changes in our practices or legal obligations. Updated versions will be posted on our Website with an effective date.

19. Contact Us

For questions about this Privacy Policy or to exercise your privacy rights:

Email: support@qualtranscribe.com
Phone: 617-351-8271

Privacy Policy

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