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 the type of audio or video content you need transcribing, you can rest assured that we take the security of your data seriously.

We offer a robust catalogue of security features, have ISO certification and are compliant with Data Protection Laws, bringing 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 forms an 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 uses 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 Verbit 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 60 days after uploading. Formatted transcriptions are deleted after 12 months.

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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.

Our catalogue of security redundancies allows us to ensure compliance with stringent UK Data Protection laws, even as they evolve 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 introduce serious security vulnerabilities.

Developers of Automated Speech Recognition (ASR) apps are able to access the data in your recordings. While typically done for benign reasons like quality control, it can bring individuals into contact with your sensitive, confidential or personal data.

What's more, ASR companies may outsource their testing to third-party companies, which can be based in territories where Data Protection laws are less stringent. It can be challenging to know who has your data, where it is stored, who has access to it or if it has been copied.

Sensitive data

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 often handle sensitive and confidential data. Our robust security provisions assure our clients that their data is in safe hands.

Confidentiality

A range of clients in commercial and creative media use our video transcription and captioning services. Content surrounding new product development is not yet subject to general release and is highly confidential. We provide the strictest confidentiality and high levels of security regarding the audio and video materials they send us.

Security is at the heart of everything we do at Verbit.

Peace of mind delivered by our security redundancies

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 800 strictly vetted transcribers. We use an encrypted online system and are fully compliant with 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.

Our upload portal is fully secure

Uploading an audio or video file to us via our portal is completely secure. We use state-of-the-art SSL encryption to ensure your data is invisible to third parties. What's more, the data you upload is not locally downloaded but stored in-browser to reduce the vulnerabilities associated with centralized data storage.

ISO Certification… What does it mean?

Our ISO 27001 and 9001 certificates mean that our information security management infrastructure has undergone a rigorous formal assessment by an independent third party.

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.

If you'd like to discuss the option of putting a Non-Disclosure Agreement or NDA in place, please get in touch.

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Are transcription services secure?
2
How is your transcript being produced?
3
Who has access to your data when using transcription services?
4
What certifications should my transcription service have?
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Should a transcription service have a HTTPS website?
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What types of encryption should a transcription service use?
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Are UK transcription services more secure?
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Are cheaper transcription services less secure?
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Is ASR more secure than human transcription services?

Are transcription services secure?

Transcription services are used for a wide variety of use cases. The content being transcribed often contains sensitive, personal or confidential information.

However, the emphasis is usually on accuracy, time and budget when selecting a supplier, not security. Keeping data safe will have been a priority during a project but can be overlooked at the transcription stage.

We want to ensure that you have all the information you need to find a quality transcription service that also delivers on security. You can't just assume that a service is secure, you need to carry out the relevant checks.

Levels of security vary between transcription services. But there are some clear criteria you can look for to ensure you find a secure service that's right for you.

How is your transcript being produced?

The tools used to produce your transcript impact the level of security offered by a transcription service.

The different approaches adopted by companies influence the level of risk to your data. For example, some providers allow their freelance transcribers to download the content to their own computers to carry out the transcription using a word processor. As you can imagine, this introduces a high level of risk into the process. The security of your data becomes reliant on individuals and the protection they have put in place. It is almost impossible to ensure secure networks are being used, that the latest updates are installed and that all security protocols are being adhered to.

Instead, look for a service with a secure software platform. The transcriber can play the audio or video and complete the transcript, all within a secure environment. The transcriber will not have the ability to download the files and store them locally. A secure platform not only reduces the opportunity for any unfortunate malicious behavior, but also helps to minimize any human error.

Who has access to your data when using transcription services?

When using human-based transcription services, people will inevitably be looking at your data. When selecting a service, there are some key elements that you should consider to ensure your data is as safe as possible.

Find out how your data will be managed by the provider. Some companies will only give access to the individuals who will be transcribing and quality-checking your content.
Other companies may make the content accessible to much larger numbers (potentially 10,000s across the globe), even if those people don't end up working on the transcription. This is not good practice when it comes to information security and is contrary to the principles of GDPR and adds another level of risk.
Ensure transcribers are required to use a secure portal to access and work on your files. If transcribers can download content as a local file to their machines, you're reliant on the security measures they have in place to keep your information safe.

Consideration of who has access to your content also applies to Automatic Speech Recognition Services (ASR). Although machines are carrying out the transcription, people will likely have access to the information too. This could be for product development reasons, quality control or customer success and support. Any security concerns apply to both human transcription services and ASR.

Whether using a human transcription service or ASR, look for other signs of security including relevant ISO certifications, HTTPS websites and encryption usage.

What certifications should my transcription service have?

There are International certifications focused on information security management and quality management systems, which combined, are a sign that a transcription service takes security seriously.

ISO 27001 and ISO 9001 demonstrate that a company has invested in its processes and been through a rigorous assessment to achieve the certification. ISO 27001 relates to operating a robust information security management system. ISO 9001 sets out the criteria for a quality management system with a strong customer focus. ISO provides peace of mind that the service adheres to high standards and has been approved by an impartial third-party expert.

Should a transcription service have an HTTPS website?

A service without an HTTPS website is a red flag. A company that hasn't gone through the process to gain an SSL certificate is likely not security conscious and won't have sufficient procedures in place to keep your data safe.

An HTTPS site displays the padlock you see on legitimate websites and provides a basic level of encryption between the website and your browser. However, whenever sharing information, you should view this as a minimum requirement and look for additional levels of protection.

What types of encryption should a transcription service use?

Alongside the basic level of an HTTPS website, there are additional layers of protection that should be in place.

Alongside the basic level of an HTTPS website, additional layers of protection should be in place.

Ideally, you want the portals where you upload your content to be encrypted and for the service to store information in encrypted formats too. If you can't find information about security protocols on a company's website, drop them a line. Reputable companies will have the information to hand and will be happy to share the details.

It's probably a bit of a red flag if a supplier can't, or doesn't want to, provide you with any security information!

Are UK transcription services more secure?

UK transcription services are a good choice if you are concerned about the security of your information.

The UK has been subject to GDPR which means businesses have policies, processes and procedures in place to protect data and privacy. Even though the UK has left the EU, there is now a UK version of the GDPR in domestic law.
Any rights conferred on data subjects by data protection legislation must be reliably enforced in a court of law. Otherwise, unfortunately, the legislation is worthless. The UK has a robust judicial system which pursues privacy and security violations should they occur.

Are cheaper transcription services less secure?

Although cost is not a direct sign of security, a cheaper price could be an indication that a service has less rigorous processes and systems in place.

If a service seems particularly cheap, it is worth understanding how that price is achieved.

Are you comparing like with like? Many advertised prices are based on perfect audio quality, with 'additions' quickly adding up for poor audio, multiple speakers, accents or specialist topics.
Are they using up-to-date security protocols? Things to look for include an HTTPS site and encrypted portals and storage.
Do they have any security certifications in place? Certifications, such as ISO, are usually time and resource-intensive and may not be prioritized by companies competing on price.

Is ASR more secure than human transcription services?

You may feel that removing the 'human' element from the transcription process will automatically give you a more secure service. However, regardless of the type of service, people inevitably will have some level of access to your content. Therefore, the checklist for a secure service applies to both human transcription services and ASR.

For ASR, people are likely to have access to your information for several legitimate reasons. This can include carrying out quality control on the platform and the subsequently returned transcripts. Customer success teams are likely to have access to and view the content to provide support and resolve any potential issues.

Content may also be used to help develop and test new features and for additional tasks such as algorithm training. Using 'real-life' content can be helpful in these circumstances to ensure new features and functionality work well for the provider's use cases. Using existing content tends to be quicker, easier and cheaper than generating fresh content. More people could have access to and listen to your content than you expect. Check the fine print in the T&Cs to understand how your content is used.

Disclaimer - This content aims to provide you with some basic information regarding security when using transcription services. It is not legal, security or technical advice and should not be relied on as such. Please seek professional advice where required.

What our clients think

I would like to publicly declare my love for Takenote. They have great people and a wonderful staff who work with you to develop great transcripts. Very fast, thorough and professional. A must-have tool for serious video marketers and SEO practitioners.

Very professional and excellent service. Will continue to use for our note-taking!

We were extremely happy and impressed with the quality of the transcripts. Take Note provide reliable, professional and efficient services. They also give excellent support to their customers throughout every step of the process. Their online system is intuitive and easy to use, which allows to upload files within minutes. We will continue using their services without a doubt! Thank you.

Take Note offered a highly professional service that was fast, efficient, and of a high standard. They were exceptionally quick in their communication, which was key in achieving the results we needed. Many thanks, look forward to working with your team again.

I recently used Take Note for transcribing a series of focus groups and would highly recommend them. The transcriptions were to a good quality and were turned around very quickly. The Take Note portal was very easy to navigate and it was clear when my transcriptions were ready. I particularly like the Quote Generator function, which makes it really easy to play around with functions and costs. I also found everyone at Take Note to be really helpful and quick to respond. I had an issue with video files being too large to upload to the portal. After contacting Take Note, someone helped me with compressing the file so it could be uploaded.

I work for a research company and Take Note supply us with transcribtions for: audio calls, online focus groups, face-to-face focus groups etc. They work very efficiently and I've always had great service from all the members of their team. I would **highly recommend** this company to anyone looking for really fast transcribing turn-arounds. Thanks for all your help!

Speedy, accurate transcriptions with great customer service. Totally recommend.

What a great service from end to end! The online portal to upload the files was simple and clear and the delivery time was really quick too. The quality of the output was top-notch - even with some "testing" content to be captured. Take Note are now my #1 supplier of choice for typing services. Thank you!

I just wanted to extend a big thank you for the quality of work produced – please see below for some great feedback from one of my most senior colleagues here. Really high praise and makes me look good to have such great suppliers so THANK YOU! Please can you contact the transcriber and say how great these transcripts are. Not sure if they ever get thanks, probably only complaints, but these are really fabulous and hugely helpful in their richness. The transcriber has really captured the rhythm of language and so the spirit of the group, not just what they said. Excellent work. Like to give credit where it’s due.

We use Take Notes services regularly and are always completely satisfied with the level of service we receive. The note takers are friendly and professional and the notes are always of a high quality standard and delivered in a timely fashion. A joy to work with!

I have been genuinely impressed by the level of service offered by Take Note. From the moment I first contacted them for a quote, they have been friendly, helpful, and proactive. All of my queries have been answered quickly and fully, and they have been very accommodating of the needs relating to our project. I heartily recommend Take Note, and will certainly be using them for future transcription work that I and my colleagues need.

Professional, friendly and most importantly, high quality. The project is managed from start to finish, and there is always help on hand if you have any questions. I am looking forward to working with the team again.

Portail intuitive, easy to access, easy to use, fast & efficient upload, fast & efficient quote system, a great choice of services, high quality complete notes, good quality service received. Great team to work with, patient, pro-ac

Very professional, very quick turn around and speedy communication. Would highly recommend.

Take Note have always been my first choice when booking live note-taking or transcriptions for my clients. Take Note are really responsive to requests and have never let me down. All of my clients are really happy with the transcriptions/note-taking we have had. Also costs are very reasonable. Excellent and would thoroughly recommend. Lucy - Source Fieldwork

Take Note are absolutely brilliant. Always seem to deliver quicker than they say they would. Good customer service too. I called them with a query and they were both friendly and helpful

Take Note have been my go to agency for transcription ever since I began working at Acacia Avenue. I've been offered free trials from various other transcription agencies, and I'm yet to experience a portal that's as user friendly and streamlined. Our contacts do a brilliant jobs of managing our requests too. Highly recommended.

I am undertaking a doctorate and I used Take Note for transcription of my interviews (8 in total - due to upload another 2 this week). The Take Note dashboard is very comprehensive compared to others that I have used, but most of all it is very user friendly and there is help on hand should you need it. The price is VERY reasonable - compared to other transcription services that I have used in the past. The quality of the manuscripts is excellent, and they are available for downloading in different formats. I have and will be using them again! I used Take Note again, for further interview transcriptions - again, they were efficient and provided an excellent service! And VERY reasonably priced too! I have recommended the service to a colleague who is also undertaking doctoral study - and she has also used the service! (and is very happy with Take Note!)

We have used Take Note over the past 3+ years, and they have produced over 1,000 hours worth of transcripts for us (over 10,000 A4 pages). Some of the recordings were difficult, and the content specialised. Over that time, the staff has proven to be professional, easy to work with and quick to adjust according to our specifications. Couldn't say enough good about them or rate them more highly. You won't be disappointed if you choose them for your transcription work.

The company I work for has been using Take Note for a number of years and in the 4 and a half years I've worked here, I have dealt with them on a regular basis. I can honestly say they have never let us down! Any time of day (or evening) I will receive a prompt response- with the answer always being 'of course we can help and meet your deadline.' The staff are so friendly in emails and on the phone and yet always professional- you know you're in capable hands.

Take Note are always incredibly professional, swift and friendly. My go to service for quick turnaround transcriptions for MTV and Comedy Central.

Take Note are really helpful and responsive and always turn around transcripts really quickly (good communicators too)

I have TakeNotes services on numerous occasions now and they have always done a wonderful job every time. It was on time, completed at a really high use-able, clear standard and the cutting down of the unnecessary parts of the transcript were really successful and saved a lot of my time. You can see that the person transcribing has a high level of understanding of the purpose of the transcription. Thanks so much

Take Note are our go-to company for all of our transcript needs for over 5 years now. Their transcripts are high quality and accurate. The portal to upload audio is very easy to use and so handy to login into to see the stage our transcripts are. We also use Take Note for Notetaking and their note takers arrive promptly, smartly dressed and ready to work. We have great feedback from our clients, and of course the TN team are lovely to work with too. Highly recommend.

I couldn't be happier with TakeNote - friendly efficient service, really reasonably priced, with excellent note takers who deliver accurate transcripts at seriously impressive speed (first thing the morning after a late evening of note taking).

Takenote offer a range of transcription services to suit differing needs. They are extremely responsive to queries and have an efficient online portal to upload recordings and download transcripts. I would highly recommend their services 🙂

I contacted Takenote via the chat on the website. Lucy was really helpful and gave me quotes really quickly for a few different options. Once my client approved the costs the set up on the online portal was done in minutes where I then uploaded everything ready to be transcribed. Although I only paid for turnaround in 7 days I started receving completed transcriptions back the next day. The quality of them was great and the support via email and the chat was great, everyone was really friendly and helpful. I was also surprised at just how good the price was for 40 transcribed videos! I wouldn't go anywhere else after this.

Take Note have been a great find! Their team was so helpful, responding very quickly - and the process of uploading files to their portal is simple, and clear. The transcriptions were very accurate … and these were supplied ahead of the 48 hours turnaround time too! So all round, I'd highly recommend them

Service is fantastic, even though i quite often book VERY last minute they do everything they can to help me out. Transcripts are always good quality and note takers at f/w always do a great job. Would highly recommend

Take Note provide very high quality transcription. I've used them many times for both the 24 hour and 48 hour turnaround services. The transcripts have been returned earlier than expected and are always accurate. The portal is easy to use in terms of uploading audio files, and inviting colleagues/clients to read and download the transcripts. The staff are always quick to respond and very helpful whenever I've had queries. I'd recommend them to any market or social research agency who needs good quality transcripts, quickly.

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Security & Compliance