Your Trust is Our Priority

Our practices are designed to be fully compliant with the Protection of Personal Information Act (POPIA) of South Africa.

This Privacy Policy describes how HT TRANSTXT (Pty) Ltd (“we,” “us,” or “our”) collects, uses, and discloses your personal information when you use our transcription services. By using our services, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect information provided directly by you to facilitate high-fidelity transcription:

• Contact & Billing Data: Name, email, and payment details.
• Client Content: Audio/video files and reference materials. These files may contain Sensitive Personal Information or Material Non-Public Information (MNPI).

2. Data Security & Privacy Commitment

At HT TRANSTXT, we treat your data as a confidential asset. Unlike services that rely on third-party file-sharing platforms, we utilize a proprietary, end-to-end secure upload system.

• Private Infrastructure: All files are uploaded directly to our private, encrypted server environment hosted on a secure South African-compliant infrastructure.
• No Third-Party Handlers: We do not use external links or third-party storage providers to process your sensitive audio or video files.
• Encryption in Transit: Our website is protected by high-level SSL (Secure Socket Layer) encryption, ensuring that your data is scrambled and unreadable while being transmitted from your computer to our server.
• POPIA Compliance: In accordance with the Protection of Personal Information Act (POPIA), your data is stored in a controlled environment with restricted access, used solely for the purpose of fulfilling your transcription request, and is purged according to our strict data retention schedules.

3. Strict File Deletion & Retention Policy

Because we prioritize your privacy, our transcribers operate under a Strict Deletion Protocol:

• Immediate Purge: Transcribers are contractually mandated to permanently delete all audio and transcript files from their local workstations within 24 hours of project delivery.
• Server Purge: Files stored on our secure central server are automatically purged 30 days after project completion, unless a ‘Certificate of Destruction’ is requested sooner.
• No Secondary Backups: We do not allow the storage of client files on external drives or personal cloud accounts.
• Manual Oversight: A project lifecycle is overseen by management to ensure files are handled only by the assigned professional.

4. Expert Network & PE Compliance (MNPI)

We recognize the sensitivity of due diligence and expert network recordings:

• Vetting & Binding NDAs: All HT TRANSTXT transcribers are strictly vetted and are required to sign a legally binding Non-Disclosure Agreement (NDA) before accessing any client files. This agreement explicitly prohibits the disclosure of any information contained within your audio, including trade secrets, financial data, and Material Non-Public Information (MNPI). These obligations remain in effect even after the transcription project is complete. Leveraging over 15 years of professional recruitment expertise, our transcribers are personally vetted not just for speed, but for their integrity and experience in handling high-sensitivity corporate and legal material.
• Clean Room Environment: Transcribers work in private, secure environments. The use of public Wi-Fi or shared devices for transcription is strictly prohibited.

5. Legal & International Compliance

POPIA (South Africa): We comply with the Protection of Personal Information Act. Our Information Officer ensures all data subjects’ rights are respected.

GDPR (EU/International): For our international clients, we act as a Data Processor. We process data only under your instructions and maintain the technical and organizational measures required under Article 32 of the GDPR.

6. Information Sharing

We never sell or trade your data. Data is only shared with the specific vetted transcriber assigned to your project. We may disclose information only if required by law (e.g., a valid subpoena).

7. Your Rights

You have the right to access, correct, or demand the “Right to be Forgotten” regarding your data. For any data inquiries or to request a Certificate of Destruction, contact: info@httranstxt.co.za.