Key Methods To Ensure Privacy With Transcription Services

In scientific, legal, commercial, consumer research, and other areas, audio, and video transcription services are essential and remain in need. Grand View Research projects an annual compounded growth rate (CAGR) of 6.1% over the following seven years for the U.S. transcription market, valued at $nearly 20 billion in 2019. However, the confidentiality of information communicated via video or audio files continues to be a serious concern due to increased cyber dangers.

Therefore, the consumer should examine their professional transcription services’ reviews, history, and information security protocols before providing audio files. It’s a serious issue and one cannot afford to make any mistakes. Contacting the best service providers, such as Mars Translation, should be your priority. 

But still, it begs the question; how is one supposed to ensure that a service provider is the one that holds data protection to its highest level?  

The following five measures will help ensure your supplier offers the required protection.

1. Agree To A Non-Disclosure Contract

Signing a nondisclosure agreement (NDA) with your transcription service provider is essential in ensuring data protection. An NDA should expressly state that the service provider is required by law to protect your data. Additionally, it guarantees that your data is protected from unauthorized access and that the service provider has complete control over it at all times during the transcription process. You shouldn’t continue with this business partnership if they don’t sign it; that’s a warning indication.

2. Pick A Business With A Solid Web Reputation That You Can Trust

It’s crucial to conduct a thorough background check before joining a new transcription company, just as in other professions. Online ratings and reputation are critical in this. Look for information about their privacy procedures by reading as many reviews as possible on several websites, including TrustPilot, the Better Business Bureau, Capterra, Google Business Profile, Yelp, and Facebook. You can comprehend the caliber of their services and make an informed choice by reading honest and descriptive evaluations from their previous customers.

3. Examine The Website Data Encryption Techniques Used By Your Provider

Before giving the transcription service provider access to your video or audio files, verify the website address and login page. If the URL begins with “HTTPS,” you are set to go because the “S” indicates that it is encrypted using the Transport Layer Security/Secure Sockets Layer. All data exchanged between a web server and a browser is kept private and secure thanks to SSL/TLS, which encrypts the connection between them. Any web page’s address bar will display a padlock icon or sign to indicate that this data security protocol is in operation.


The authentication of websites and the preservation of the confidentiality and integrity of data supplied while in transit are the main goals of HTTPS. It protects against eavesdropping and tampering by encrypting bidirectional communications between a client and a server. Your audio and video files will be safe from fraudsters when you upload them to their website.

4. Recognize Who Is In Charge Of Your Audio Or Video Transcription

Knowing who manages your transcribing work once your files are with the literary translation services. Ensure that no overseas workers have access to your audio or video transcription files, as this could jeopardize their security. You might discover that these workers are outside American jurisdiction, making it challenging to pursue violations. Utilizing transcriptionists based in the United States allows you to monitor their progress and impose legal requirements for data protection and confidentiality.

5. Verify That GDPR Or Other Laws Are Being Followed

Businesses operating in the EU must abide by the General Data Protection Regulation (GDPR). A company handling customer data must assume responsibility for data security and use adequate data handling safeguards to protect it. Therefore, you must determine whether your transcription service provider’s data protection policies comply with GDPR or a similar law in the United States, such as the California Consumer Privacy Act (CCPA). 

The provider’s adherence to regulations demonstrates their commitment to safe data and transcribing services. Additionally, if your data security is compromised, the transcription service provider may be subject to fines or other penalties, so they will significantly secure your data.

Your data is at risk of being misused by cybercriminals if the transcription service provider doesn’t have an NDA. There are no data encryption tools on the website. They must follow GDPR or assign transcription work to offshore freelancers and employees with sufficient compliance. Before giving professional translation services your recordings, whether you need a video or audio transcription, confirm these five points with the vendor to ensure your entire confidence in the vendor’s data security and confidentiality methods and procedures.


Remember that your transcription data may contain delicate and private information and must be kept confidential to safeguard your interests and those of your clients. Find a transcription translation service provider who can provide the highest data protection in multiple languages. And the privacy level is maintained. Moreover, an agency that gets its staff to operate smartly is the one you should aim for. 

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