QuietLine Transcripts Privacy Policy

 QuietLine Transcripts Privacy Policy

Last updated: 26 April 2025

1. Introduction 

QuietLine Transcripts (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal data. This policy explains how we collect, use, disclose, and safeguard your information when you:

• Visit our website (quietlinetranscripts.co.uk)
• Contact us by email or via our online forms
• Instruct us to transcribe your audio or video files

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

 2. Data Controller

QuietLine Transcripts

Operated by: Kallista Stevens

Address: 137 Almsford Road, Acomb, York, YO26 5NU

Email: contact@quietlinetranscripts.co.uk

 3. What Personal Data We Collect

• Contact details: name, email address, telephone number (when you make inquiries or place orders)
• Project files & metadata: audio/video recordings you upload, project instructions, preferred formatting or timestamps
• Website analytics: IP address, browser type, pages viewed, session duration (via cookies and similar technologies)

4. Why We Use Your Data

We use your information for the following purposes, under the corresponding lawful bases:

1. To deliver transcription services
   
   • Lawful basis: performance of a contract
   • We process your audio/video files and personal instructions to create accurate transcripts.

1. To communicate with you
   
   • Lawful basis: our legitimate interest in providing a smooth service
   • We reply to your questions, confirm orders, and notify you of delivery times.

1. To issue invoices and process payments
   
   • Lawful basis: performance of a contract
   • We generate invoices, track payments, and maintain records for tax purposes.

1. To improve our website and services
   
   • Lawful basis: our legitimate interest in optimizing user experience
   • We analyse anonymised usage data (through Google Analytics) to understand how people navigate our site.

1. For marketing communications (e.g. newsletters, special offers)
   
   • Lawful basis: your consent
   • You may opt in when you subscribe, and you can unsubscribe at any time.

5. Who We Share Your Data With

We never sell your personal data. We may share it only with:

• Payment processors (e.g. Stripe or PayPal) to collect fees
• Website and email hosts (e.g. GoDaddy, Google Workspace) to run our online services
• Professional advisors (e.g. accountants or legal advisors) on a strictly need-to-know basis
  All third parties act under contract and are required to keep your data secure and confidential.

 6. Cookies & Tracking

We use cookies to:

• Remember your preferences (for example, language or text size)
• Measure site performance (via Google Analytics)

You can disable or delete cookies in your browser settings, but note that some parts of our site may not work correctly without them.

7. How Long We Keep Your Data

• Transcription files & finished transcripts: retained for up to 5 years to allow for revisions or re-orders
• Invoice and payment records: kept for 7 years in line with UK tax law
• Marketing consents and communication history: retained until you withdraw consent or unsubscribe

8. Your Rights under UK GDPR

You have the right to:

• Access the personal data we hold about you
• Rectify any inaccuracies or incomplete information
• Erase your data where we have no lawful basis to keep it
• Restrict or object to our processing (for example, direct marketing)
• Data portability – receive your data in a structured, machine-readable format

To exercise any of these rights, email us at contact@quietlinetranscripts.co.uk. We will respond within one month.

 9. Keeping Your Data Secure

We employ appropriate technical and organisational measures to protect your information, including:

• SSL encryption on our website
• Secure server hosting
• Access controls limiting who can view your data

10. Changes to This Policy

We may update this policy to reflect changes in our practices or legal requirements. We’ll revise the “Last updated” date at the top—please check back periodically.

11. Contact & Complaints

If you have any questions, requests, or wish to complain about our use of your data, please contact:

• Email: quietlinetranscripts@gmail.com
• Address: [Your Business Address]

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.