Data protection practices
GoTranscript provides secure language services to thousands of clients worldwide—from Fortune 500 companies to top universities. Our security measures adapt to meet the specialized needs of diverse industries, including highly regulated sectors such as Finance and Healthcare. This overview explains how GoTranscript upholds data protection and privacy, detailing our secure cloud infrastructure, monitoring systems, compliance with laws like HIPAA and GDPR, and more.
1. Introduction
At GoTranscript, safeguarding client data is our top priority. We use industry-leading security measures aligned with strict regulatory frameworks (e.g., GDPR, HIPAA). By maintaining multi-tiered protocols, we ensure consistent service availability and rapid recovery when needed—vital for clients who depend on uninterrupted access to transcription, content, and language services.
2. Cloud Service Providers: AWS
Why AWS?
GoTranscript partners with Amazon Web Services (AWS) to host our language services platform. This partnership delivers high performance, reliability, and resilience across our product offerings.
AWS Security Certifications
AWS has earned multiple industry-recognized certifications, including ISO 27001, CSA STAR, SSAE16 SOC 1/2/3. These reflect AWS’s dedication to:
- Physical Security: Biometric authentication, 24/7 surveillance in data centers.
- Encryption: Data encrypted at rest (AES-256) and in transit (SSL/TLS).
- Constant Monitoring: Proactive threat detection, real-time logging, automated alerting.
- Global Redundancy: Multiple availability zones ensure uptime and data continuity.
3. Identity and Access Management (IAM)
We safeguard our cloud infrastructure through a robust IAM framework:
- Multi-Factor Authentication (MFA)
- Required for all administrative access to management consoles and tools.
- Access Controls & Least Privilege
- Each user gets only the permissions required for their role.
- Permissions are regularly reviewed to prevent unnecessary access.
- Comprehensive Monitoring & Logging
- All actions within our consoles/tools are centrally logged.
- Automated alerts trigger immediate investigation of anomalies.
- Centralized Security Framework
- Clear policies for access control, authorization, and accountability.
- Aggregated logs are continuously analyzed to detect potential risks.
- Security Intelligence & Response
- Our security experts use advanced analytics for proactive threat intelligence and rapid response to evolving cyber threats.
4. Availability & Proactive Monitoring
To ensure continuous service availability:
- 24/7/365 Cloud Operations Center: Real-time alerts let us address incidents immediately.
- Regular Vulnerability Scanning & Patching: Automated scans for operating systems, dependencies, and applications keep our environment updated.
- Redundant Connectivity & DDoS Protection: Multiple internet connections and specialized threat mitigationguard against cyberattacks.
- Rapid Security Upgrades: Security patches are applied urgently, closing vulnerabilities before exploitation.
5. Data Security & Logical Protection
Our approach to data security focuses on isolation, encryption, and least privilege:
- Dedicated Cloud Operations
- A specialized team, separate from corporate systems, manages our hosted environment—minimizing insider threats.
- Logical Segmentation & Encryption
- Each customer’s data is isolated, preventing cross-access.
- AES-256 encryption safeguards both live and backup data.
- Principle of Least Privilege
- Only authorized staff with a defined need can view or manage client data.
- Role-based security training and background checks align with local regulations.
- Regular Backups
- Daily backups retained for up to four weeks, enabling point-in-time recovery.
- Mitigates data loss from unforeseen events.
- Network Segmentation & Firewalls
- Public-facing servers reside in a demilitarized zone (DMZ).
- Multiple firewall layers reduce the attack surface while maximizing threat detection.
6. Business Continuity & Disaster Recovery
GoTranscript ensures uninterrupted service through:
- Multiple Data Centers & Geographic Redundancy: We distribute workloads and backups across various AWS regions to guard against localized failures.
- Global Cloud Operations Staff: Regional incidents have minimal impact on service management; staff are available 24/7/365.
- High-Level Continuity: Even in major disasters, we can swiftly recover thanks to advanced replication and automated failover strategies.
7. HIPAA Compliance
For healthcare organizations handling Protected Health Information (PHI), GoTranscript offers HIPAA-compliant solutions:
- Secure Infrastructure: PHI is encrypted (AES-256 at rest, TLS in transit).
- Controlled Access: Strictly limited to authorized personnel with clearly defined roles.
- Robust Administrative Controls: Staff undergo specialized HIPAA/security training, plus background checks.
- Technical Safeguards: Audit logging, MFA for privileged accounts, secure data centers.
- Continuous Compliance: Regular audits and incident response plans keep processes HIPAA-aligned.
8. PII Protection & NDAs
PII Protection
- Specialized Training: Our staff learn DoD-level PII guidelines to identify and safeguard sensitive data.
- Incident Response: Clear procedures for detecting, reporting, and mitigating PII breaches.
- Continuous Education: Regular refresher courses to stay current with best practices and evolving regulations.
Non-Disclosure Agreements (NDAs)
- Employee NDAs: All staff and contractors sign comprehensive NDAs before accessing client data.
- Client-Specific NDAs: We tailor NDAs for regulated industries with stricter confidentiality needs.
- Ongoing Monitoring: We reinforce NDA obligations through robust access controls and security training.
View NDA Policies: GoTranscript NDA
9. Our “No AI Training” Policy
GoTranscript never uses client content—audio, video, or text—to train AI models or for other unauthorized purposes:
- Contractual Assurance: All agreements prohibit using client data for AI training or data mining.
- Strict Data Isolation: Content is logically separated, minimizing risk of unauthorized access.
- No Third-Party Sharing: We don’t share or sell client data to external parties, including AI developers or data brokers.
Read More: No AI Training Agreement
10. Security Tools & Capabilities
GoTranscript invests in industry-leading security software for:
- Security Information & Event Management (SIEM)
- Consolidates logs, monitors file integrity, and offers deep infrastructure visibility.
- Perimeter Firewalls & Intrusion Prevention
- Prevents unauthorized access, blocks known malware, and detects suspicious activity in real time.
- 24/7 Monitoring & Event Management
- Our Cloud Operations Center runs 24x7x365, ensuring immediate incident response.
- Threat Detection & Predictive Analytics
- Advanced tooling identifies emerging threats, applying predictive analytics and automated incident response.
- System Hardening
- Deploys configurations aligned with CIS (Center for Internet Security) guidelines to minimize vulnerabilities.
- Regular Vulnerability Scanning & Penetration Testing
- Automated scans check for compliance with OWASP Top 10 and other standards.
- Penetration tests occur at least once every 12 months (or with major new product releases).
- ITIL-Compliant Incident Management
- A structured ticketing system handles incidents, service level agreements, and change management.
- Change Advisory Board (CAB)
- Our security team reviews all proposed changes before deployment—preventing risky modifications.
11. Conclusion & Further Information
GoTranscript’s multi-layered security measures are designed for highly regulated industries such as Finance, Healthcare, and beyond. We stay ahead of evolving threats, maintain strict compliance with global standards, and continuously enhance our processes—ensuring data confidentiality, integrity, and availability for all our clients.
Ready to Connect with a Specialist?
Reach out to us for enterprise-level solutions, bulk discounts, or any custom security needs: