Security & Compliance
Secure Confidential Transcription Services
How do we keep your files safe and secure?
We offer transcription services you can trust, and that means providing robust security assurances. Whatever your transcription needs and whatever audio or video you need us to transcribe you can rest assured that we take the security of your data extremely seriously.
We offer a robust catalogue of security features to assure that we are ISO Accredited and compliant with Data Protection Laws while striving to bring our diverse clientele complete peace of mind.
Our security credentials at a glance
We are fully ISO accredited and have ISO 27001 and 9001 certificates. This is an extremely important part of our security infrastructure and ensures that our extremely high standards remain consistent.
Your content is only visible to the people specifically managing or working on your transcription.
Our online portal used https protocol for a secure and encrypted connection.
All uploaded files are stored in an encrypted AWS bucket and are never downloaded or stored outside our system at any point.
All our servers and databases are firewalled to permit the minimum amount of traffic necessary to run the service.
Our servers can only be accessed by Take Note staff and our development teams. Even then it requires authentication and can only be accessed from a restricted number of IP addresses.
We use Amazon Web Services (AWS) for all our hosting.
All personal data stored is protected by the European Data Protection Act.
All audio files are automatically deleted 3 months after the project close date. Formatted transcriptions are deleted after 12 months.
Why security is important (for you and for us)
We pride ourselves on being able to deliver a fast and accurate service. But that means nothing if our customers can’t trust us with their data. We value our relationships with our customers and strive to keep their data secure.
It’s not only important for our customers, it’s important for us, too! Our catalogue of security redundancies allows us to ensure compliance with stringent UK Data Protection laws which are always changing and evolving in this fast-moving digital landscape.
The importance of the personal touch
Not only is the human touch essential in ensuring accuracy, the unfortunate truth is that automated services can actually represent serious security vulnerabilities.
Developers of Automated Speech Recognition (ASR) apps are able to access the data in your recordings. While this is usually done for quite benign reasons like quality control, it can bring them into contact with your potentially sensitive data.
What’s more, these developers may outsource their testing to third party companies. Some of these companies may be overseas in territories where Data Protection laws are less stringent. The unfortunate truth, in this case, is that you really have no way of knowing who has your data, where it is stored, who has access to it or how many times it has been copied.
Our audio transcription services are used by a range of professionals for many different purposes. These include those working in the legal and medical professions. As such we are often required to handle sensitive data. We need robust security provisions to assure our clients that their data is in safe hands.
Our video transcription and captioning services are used by a range of clients in the realm of commercial and creative media. As such, their work is highly confidential and not yet subject to general release. We need to provide the strictest confidentiality regarding video materials they send us.
So, as you can see, security is at the heart of everything we do at Take Note.
Our security redundancies bring you peace of mind
Your security is our priority! We take great care to ensure that the data you upload to us is completely safe.
Compliant with all UK Data Protection Laws
We are a UK-based team of 600 strictly vetted transcribers. We use an encrypted online system and are fully compliant with all UK Data Protection legislation and 100% GDPR compliant. Your data is only as secure as the people who have access to it, and our stringent recruiting process ensures that our compliance starts with people we know we can trust, if you still feel uneasy, we are happy to sign a strict NDA.
Our upload portal is fully secure
When you upload an audio or video file to us, you can do so with the knowledge that our portal is completely secure. We use state of the SSL encryption to make sure your data is invisible to third parties. What’s more, the data you upload to us is not locally downloaded but stored in-browser. This reduces the vulnerabilities associated with centralised data storage.
Non-Disclosure Agreements (NDAs)
Even with this robust suite of security measures, we appreciate that some of our customers might need a little extra reassurance. For this reason, we are always happy to commit to a Non-Disclosure Agreement or NDA.
This gives us greater legal accountability for your data and provides extra peace of mind that makes us one of the country’s most trusted transcription services.
ISO Accreditation… What does it mean?
ISO Accreditation is a standard that you should expect from any transcription service. But what does it mean in real terms?
Quite simply, our ISO 27001 and 9001 certificates mean that our information security management infrastructure has undergone a rigorous formal assessment by an independent third-party.
All of this combines to give you, our customer, the assurance you need and deserve!