Privacy Policy

 

Swyft Transcription (referred to as “we,” “us,” or “our”) is committed to protecting the privacy of our users. This Privacy Policy describes how we collect, use, and disclose the information you provide when using our website and transcription services (collectively, the “Service”).

1. Information We Collect

We collect information that allows us to provide, maintain, and improve our Service. This information falls into three main categories:

A. Personal Information You Provide

We collect personally identifiable information that you voluntarily provide to us when registering for an account, purchasing services, or contacting us. This may include:

  • Contact Data: Name, email address, phone number, and billing address.
  • Account Credentials: Username and password (hashed).
  • Payment Data: We may collect data necessary to process your payment, such as your payment instrument number and the security code associated with your payment instrument. (Note: All payment data is typically handled and stored securely by a third-party payment processor like Stripe, and we do not store full credit card details on our servers).

B. Transcription Content (Audio/Video Files and Transcripts)

When you submit files for transcription, we collect the content of those files (audio, video, text, and the resulting transcript).

  • Confidentiality: We treat all submitted content with the highest level of confidentiality. We will only access or use this content as necessary to provide the Service, troubleshoot technical issues, or as required by law.
  • Data Security: We implement technical and organizational measures to ensure the security and confidentiality of your submitted files, including industry-standard encryption protocols. (If applicable, state your HIPAA compliance status here.)

C. Information Collected Automatically

When you use our website, we automatically collect certain technical information:

  • Usage Data: Information on how you access and use the Service, such as the type of browser, operating system, pages visited, time spent on pages, and dates/times of access.
  • Device Data: Internet Protocol (IP) address, device identifiers, and mobile network information.
  • Cookies and Tracking Technologies: We use “cookies” and similar tracking technologies (like web beacons and pixels) to track activity on our Service and hold certain information to personalize your online experience, remember your preferences, and improve security. You have the ability to accept or decline cookies.

2. How We Use Your Information

We use the collected information for the following purposes:

  • To Provide and Maintain the Service: To process your transcription orders, deliver completed transcripts, and manage your account.
  • To Improve the Service: To understand user activity and behavior, troubleshoot technical issues, and develop new features and products.
  • To Communicate with You: To send service updates, security alerts, and support and administrative messages.
  • Marketing and Promotions: To send you newsletters, marketing, or promotional materials about our products and services. You can opt-out of these communications at any time.
  • Security and Fraud Prevention: To protect against malicious, deceptive, fraudulent, or illegal activity and to enforce our terms and agreements.
  • Legal Compliance: To comply with legal obligations and regulatory requirements.

3. Sharing Your Information

We may share your information in the following circumstances:

  • With Third-Party Service Providers: We may share data with trusted third parties who perform services on our behalf, such as payment processing, website hosting, data analysis, customer support, or sending emails. These third parties are prohibited from using your personal information for any purpose other than to provide these services and are required to maintain the confidentiality of your information.
  • For Business Transfers: In the event of a merger, acquisition, or asset sale, your Personal Data may be transferred as a business asset.
  • For Legal Reasons: We may disclose your personal information if required to do so by law or in the good faith belief that such action is necessary to:
    • Comply with a legal obligation or governmental request.
    • Protect and defend the rights or property of Swyft Transcription.
    • Protect the personal safety of users or the public.

4. Data Security

We take reasonable technical and organizational precautions to protect your Personal Data from unauthorized access, use, disclosure, alteration, or destruction. We operate secure data networks protected by industry-standard firewalls and password protection systems. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee its absolute security.

5. Data Retention

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy, including for the purpose of satisfying any legal, accounting, or reporting requirements. We will retain and use your transcription content (audio/video and transcripts) for a set period (e.g., 90 days) after your order is complete to allow for revisions and downloads, after which it is automatically deleted, unless otherwise agreed upon.

6. Your Data Protection Rights (GDPR, CCPA, etc.)

Depending on your geographic location, you may have specific rights regarding your personal data:

  • Right to Access: The right to request copies of your Personal Data.
  • Right to Rectification: The right to request that we correct any information you believe is inaccurate or incomplete.
  • Right to Erasure (“Right to Deletion”): The right to request that we delete your Personal Data from our records, subject to certain exceptions (e.g., to comply with a legal obligation).
  • Right to Object/Restrict Processing: The right to object to or request that we restrict the processing of your Personal Data.
  • Right to Data Portability: The right to request that we transfer the data we have collected to another organization, or directly to you, under certain conditions.
  • Right to Withdraw Consent: The right to withdraw your consent at any time where we rely on your consent to process your personal information.

To exercise any of these rights, please contact us using the information in Section 8. We will respond to your request in accordance with applicable data protection laws.

7. Children’s Privacy

Our Service is not intended for individuals under the age of 13. We do not knowingly collect, either online or offline, personal information from children under 13. If we become aware that we have collected Personal Data from a child under age 13 without verification of parental consent, we will take steps to remove that information from our servers.

8. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Effective Date” at the top of this Policy. You are advised to review this Privacy Policy periodically for any changes.

9. Contact Us

If you have any questions about this Privacy Policy, please contact us:

SWYFT Transcription
Email: info@swyfttranscription.com
Phone: +15105649434