GDPR Policy

General Data Protection Regulation (GDPR) Policy
Download this policy document as a PDF

What information do we collect and what do we do with it?

1) Information about clients or people who ask us for a quote:

What: Name, email address, institutional affiliation if appropriate, invoice data for previous work with us (date, amount, rate per minute, whether it was paid on time), information used to give quotes. Any personal information about clients that may be included within the recordings we transcribe (though all audio files are deleted after completion of a transcription job).

Why we need this information: In order to run the business smoothly
Legal justification: Contract & Legitimate interest

How do we keep this data safe?
We use password protected files and email. Passwords are not given out to anyone outside the business. All our staff sign a confidentiality agreement and we make sure everyone is aware of the requirements of data protection.

Sharing of data?
None

2) Files that we are working on

What: Audio files, including confidential research interviews. Other files if we are doing voice recording or proofreading. Any personal information that may be included within the recordings we transcribe. The information in these files may be either fully confidential, embargoed until a certain date, or publicly available (e.g. podcasts).

Why we need this information: In order to do the work we’ve been paid to do.
Legal justification: Contract

How do we keep this data safe?
We take information security very seriously and we are aware of the importance of making sure your research data remains secure. All our transcribers sign a confidentiality agreement and we make sure everyone is aware of the requirements of data protection. We are also able to sign your own confidentiality agreement specific to your project if requested. The interviews and transcripts are kept on password-protected computers/servers and are only accessed by the people who need to use them for doing the transcription work. This would be for doing the transcription or for checking the lengths of the file and audio quality in order to allocate the work among ourselves. We can use file encryption when emailing documents on request. All audio files are deleted after completion of a transcription job, once you confirm you have received the transcripts.

Sharing of data?
We have reciprocal agreements with a couple of other small transcription businesses to undertake one another’s overflow work in order to meet deadlines. If we do this, all transcribers including those from the other companies will sign the same confidentiality agreement. We include this information in your terms and conditions, and give you the opportunity to opt out if you prefer.

Key contact:

The named person responsible for data protection in TypeOlogy Co-operative is Alex Hilton, who can be contacted by email at typeology.coop@gmail.com. They are responsible for making sure that the policy is up to date and being followed and that new members are trained in data protection requirements.