Confidentiality & POPIA Compliance Statement

At Transcribe Direct, we understand that the audio, video, and documents you entrust to us often contain sensitive, proprietary, or personal information. We are fully committed to the protection of privacy in accordance with the South African Protection of Personal Information Act (POPIA), No. 4 of 2013.

1. Our Role as an Operator

In terms of POPIA, Transcribe Direct acts as an Operator processing personal information on behalf of our clients (the Responsible Parties). We process all data strictly in accordance with your instructions and only for the purpose of providing transcription and copytyping services.

2. Confidentiality & Non-Disclosure

  • Human-Verified Security: Every member of our team (transcribers, typists, and editors) has signed a legally binding Non-Disclosure Agreement (NDA).

  • Access Control: Access to your files is strictly limited to the personnel assigned to your specific project.

  • Prohibition of Use: We do not use, sell, or share any information contained in your files for any purpose other than completing your requested service.

3. Data Security Measures

We implement “appropriate, reasonable technical and organisational measures” as required by Section 19 of POPIA:

  • Secure Transfer: We use encrypted platforms for the upload and download of all client files.

  • AI Processing: Where AI technology is used to assist in transcription, we utilize secure, enterprise-grade processing that does not use your data to “train” public models.

  • Data Minimality: We only collect the information necessary to perform the service.

4. Retention & Disposal

Once a project is completed and delivered to your satisfaction, we do not retain your files indefinitely.

  • All source audio/video and final transcripts are permanently deleted from our active systems after [e.g., 30 days], unless otherwise agreed upon in writing.

5. Breach Notification

In the highly unlikely event of a security compromise, we are committed to notifying you immediately, as required by Section 22 of POPIA, to ensure you can take the necessary protective steps.