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Privacy Policy

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Effective Date: June 1, 2022


1. Introduction
QualTranscribe ("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:

  • Contact Information: Name, email address, phone number, mailing address, and other identifiers provided during form submission or communication.

  • Media Files: Audio, video, or voice notes submitted for transcription. These may contain personal, institutional, or protected health information (PHI).

  • Account Activity: Feedback, support requests, and usage details relating to your interaction with our services.

  • - Technical Information: IP addresses or other metadata associated with uploads and platform usage, collected through secure tools.


3. Use of Information
We use your data to:

  • Deliver and improve our transcription services

  • Communicate project statuses or respond to inquiries

  • Conduct internal quality assurance and troubleshooting

  • Comply with legal and contractual obligations

  • Support anonymized analytics (non-identifiable data only)

 

We do not use data for automated decision-making, profiling, or marketing without user consent.


4. Legal Basis for Processing
Depending on your jurisdiction, processing of your data is justified based on:

  • Consent

  • Contractual necessity

  • Compliance with legal obligations (e.g., HIPAA, GDPR)

  • Legitimate business interests, provided they do not override your privacy rights

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5. Retention and Deletion

  • Transcription files and associated data are deleted from our servers within 3 business days after project delivery.

  • Contact and transaction information may be retained for legal or operational reasons.

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6. Sharing and Third Parties
We may share your data only with:

  • Authorized employees or contractors involved in delivering the transcription service

  • Subprocessors such as Citrix ShareFile, our secure cloud storage provider, under Business Associate Agreements (BAAs)

  • Legal authorities if required by law or legal proceedings


We do not share, sell, or rent your data to advertisers or marketing partners.


7. Data Security

  • Files are uploaded and stored using encrypted cloud platforms (AES-256, TLS)

  • Multi-factor authentication is enabled for access to secure systems

  • Access is role-based and reviewed regularly

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

  • Access, correct, or delete your personal data

  • Object to or restrict certain types of processing

  • Request data portability

  • Withdraw consent at any time

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Requests can be directed to: support@qualtranscribe.com


9. Children's Privacy
Our services are not intended for users under 18 years of age. We do not knowingly collect personal information from children.


10. International Data Transfers
Qualtranscribe operates globally. If you are located in the EEA or another jurisdiction with data transfer restrictions, your information may be processed outside your country under appropriate safeguards, such as Standard Contractual Clauses (SCCs).


11. 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.


12. Contact Us
For questions, complaints, or requests related to this policy or to request a Non-Disclosure Agreement (NDA), please contact:

Email: support@qualtranscribe.com
 

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