Your confidence in us
We do understand the need for strict confidentiality for every item, project, or document that we process. We have an experienced team of UK based transcribers all of whom have signed legally-binding Confidentiality Agreements as part of their contracts. We, as a company, are happy to provide a standard confidentiality agreement of our own, or sign any project specific confidentiality agreements you may wish to provide.
Our Assurances
It is a strict condition at Essential Secretary Ltd that any confidential information received concerning the client, its staff, clients, suppliers or others with whom the organisation may trade or is involved with is not divulged to any third party.
The information contained within the audio recordings or transcript documents received in relation to the client, the identity of staff members concerned, the identity of client’s clients as well as any matters discussed or raised on the audio tapes (this list is non-exhaustive) is strictly confidential to the client and shall be referred to as ‘Confidential Information’.
We will not divulge any of the Confidential Information to any person or company who is not a party to the Confidential Information without the prior written consent of the client unless required to do so by law. If such disclosure is required by law, then we will promptly give notice of such disclosure to the client.
No use may be made of the Confidential Information, documentation, audio recordings or any other information other than for the purposes of the services or otherwise as instructed in writing by the client.
We shall make no direct or indirect contact with the client’s clients, suppliers or staff in respect of the services, other than specifically authorised in writing by the client.
We acknowledge that we will be in possession of ‘Personal Data’ as described in the Data Protection Act 1998 and we shall comply with the provisions of this Act.
The obligation of confidentiality shall continue to apply without limit in time after the work has been carried out and / or termination of the contract.
Security
As with confidentiality, we take the security of your files extremely seriously. Your audio files begin their journey through cyberspace when you upload them to us. This crucial first step should be taken with complete confidence that the platform we use is encrypted and safe.
Transportation
The service we provide on this website is protected using military grade 128-bit Transport Layer Security (TLS) encryption for security during upload and download. This method of encryption is secure enough to transfer large legal documents, medical records, and audio files, and ensures that your data is never exposed during transport from your computer to the server. In the unlikely event of data being intercepted during transport, our end-to-end TLS encryption ensures your data is unreadable
Storage
As we prefer the highest level of data sensitivity, in addition to security on the transportation of your files, we encrypt your files while they are stored on the server for the short time we have them for transcription purposes. This extra security measure protects your data in the extremely unlikely event of unauthorized access to the data servers. Even if an intruder could access your data, it would be encrypted using military-grade 256-bit Advanced Encryption Standard (AES) security.
From the time the upload of the file starts, we take all means possible to protect the data all the way until it is completely removed from our system.
Password Protection
To further protect your data, your files are given password protection to protect file download links. Password protection has the primary advantage of limiting file access to only the party with whom you wish to share the file. With password protection enabled, no one may download your file without the correct password.
Deletion
Each data object that the customer sends is encrypted and has a set time to live on our system. When it comes time to expire the data, we utilize a proprietary deletion process to completely and securely wipe the data from our system. Simple deletions of this data would be unacceptable, so we take several steps, including making multiple passes over the data with random data, to render it unrecoverable. There are no tapes or other backups. You can have peace of mind, that your transfer was secure, complete and private.