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Confidentiality

Safeguarding your information is as serious to us as a heartbeat. It is a lifeline of our business.

The person doing your transcription will not know your identity, nor can they find it out. They will know you only as a number and when they send a transcription to an anonymous email like 2ut432f@journalcall.com, it is forwarded to your email by a system that they cannot access. It is locked in an encrypted database to which there is no key; it can only be managed by a ‘bot' that is instructed never to reveal such information.

Recordings are visible only to transcriptionists (not to company management or administrators) via anonymized links, and once they have been transcribed, access to these recordings can only be granted by you.

Further this process is wrapped in a “culture of confidentiality” which is built on five pillars:

(1) Processes
(2) Technology
(3) Legal measures
(4) Independent compliance audit
(5) Identity

Processes

Oath of confidentiality. Employees are required to say an oath of confidentiality quarterly, as a reminder of our responsibility. Read it here.
Restricted access to transcription room. Visitors are not permitted in transcription rooms unless there is a business reason. Transcriptionists are not permitted to bring writing implements or electronic storage devices into the transcription areas.
Facility visitors escorted & recorded. Facility visitors must sign in with identification and stated purpose. Visitors are not permitted to be in the facility unaccompanied.
Central, password protected, limited access document storage. Documents are stored in password protected folders on a central server, not on local hard disks. This makes the process of managing documents more orderly and manageable. Files can only be accessed by transcriptionists who work on them.
Document passwords. (Optional) If the client so desires, documents will be password protected before they are sent electronically.
Limited file storage time. (customer specified) Files will be deleted as specified by the client. The intent is to eliminate access to files once they have been transferred to the client.
Confidentiality process oversight manager. A chief Confidentiality Officer is responsible for ensuring company-wide adherence to confidentiality processes and measures.

Technology

Firewall, anti-virus/anti-spyware. All workstations are equipped with antivirus and anti-spyware programs. The facility is of course equipped with a high-security firewall to protect against unwanted outside access.
Encrypted emails. (client specified) If desired, email encryption programs will be used.
Secure file deletion. When files are deleted, they are securely purged to remove artifacts and the possibility of recovery.
Abnormality alerts. Exception reports are generated whenever unusual or non-authorized access to files is detected.
Anonymous email forwarding If requested by the client (and for all JournalCall customers) transcriptionists do not know the identity of the individual client. The account is identified only as an ID number and when an email is sent, it is forward to the correct email address by an encrypted database that knows which email address corresponds to each ID number.

Legal measures

All employees sign and email confidentiality/non-disclosure agreements at the start of their employment to legally bind them to protecting the confidentiality of client information.
Agreements promise criminal litigation in cases where a violation is intentional or the result of gross negligence. Copies of this confidentiality statement are available on request.

Independent Compliance Audit

An independent accounting firm audits the company's adherence to confidentiality procedures annually, and provides a report. Read it here. This is a self-imposed discipline which is designed to keep us on track and reassure our clients that these measures are more than just words.

Corporate identity

As a result of the stock-tithe ( about ), which is central to our company's identity, we believe that the success of our company is important beyond simply a financial responsibility. This elevates the sense of importance we ascribe to our commitment to confidentiality.

Oath of confidentiality:

We protect our clients' confidentiality and report anyone who fails to do so.

I acknowledge that our clients may entrust us with confidential information and that we have, as an organization and as individuals, promised to protect its confidentiality. I will be vigilant with any non-public information I receive from a Civicom client, will do my best to protect its inviolable confidentiality, and will report anyone who does not act in keeping with this oath. If there is any doubt whether information is public, I will assume that it is not, and that the information is confidential. I consider this commitment important, not only because allowing confidential information to become exposed is illegal, but also because upholding our promise to our clients is simply the right thing to do—for them, and for us as a team. I understand that violations of this oath and/or failure to report known violations to management, is grounds for dismissal, forfeiture of accrued benefits, and if appropriate—harsher penalties.