Sterling Transcription utilises Australia-based instances of the Microsoft Azure cloud network. Features of this environment include:

• A primary protection layer, which includes deployment of a high-specification Fortigate Firewall appliance, fully optimised with IPS/IDS,
• A secondary layer of protection with the existence of a demilitarised zone (DMZ) which separates all file servers from public access points via deployment of a reverse proxy server,
• Utilisation of Microsoft Entra ID cloud-based identity and access management solution, as well as protection by Microsoft Defender for Business, and
• Configuration of the environment to include encryption of all files at rest, with a high-level AE256 encryption algorithm.

Additional to these features are cloud-to-cloud, real-time backups which mean that Sterling Transcription has disaster protection and recovery plans for its operating environment that has World-class metrics for Recovery Point Objective (RPO – or time interval during which data is potentially exposed to loss), and Recovery Time Objective (RTO – or how quickly full operational systems can be restored).

Access to the client portal is auditable via IP number. All client accounts are password protected and clients can set their passwords, which are stored in a secure encrypted format.

Sterling Transcription regularly commissions independent penetration testing of its systems with credentialled client account access.

Sterling Transcription continues to hold ISO 27001 Information Security Management Systems certification, a leading international standard focused on information security. This standard was developed to help organisations of any size in any industry, to keep their information and the information of clients, safe and secure.

The Information Security Management System (ISMS) standard is a framework of policies and procedures that includes all legal, physical, and technical controls involved in an organisation’s information risk management processes.

All activity on the Sterling Transcription secure website is fully auditable by Sterling Transcription. Access to client and file information is strictly managed through the use of access level management and password protection.

Both typist and administrative activity is recorded, providing a complete audit trail of when and by whom audio and documents are accessed. Sterling Transcription also periodically audits the systems and processes of subcontracted typists for compliance with GDPR data security principles.

All employees of, and subcontractors to, Sterling Transcription sign a confidentiality agreement in compliance with the General Data Protection Regulation before the commencement of work. Non-disclosure agreements are also available on request.

Sterling Transcription limits the distribution of personal information of clients so that only client information necessary for proper completion of the transcription services is made available. Completed documents are returned via upload to the client account on the secure website, thus restricting access to those holding the login and password details. If preferred, upon request documents can be returned via email.

For security and confidentiality purposes, Sterling Transcription deletes all audio and video files from each client account as soon as the completed transcripts are returned to the account, and deletes all transcripts from each client account 90 days after completion of transcripts.

If you require your transcripts to be deleted sooner, or purged from all instances (main server, secure backup area), please contact us to arrange.

Unless otherwise agreed with clients, archived copies of transcripts are maintained for a period of time for quality assurance purposes.

Files may be retrieved during this time for a small retrieval fee, outlined in the rates brochure.

You are able to view and amend your client personal details in the ‘Edit Profile’ tab of your personal account. If you have any enquiries or requests about our data handling practices or wish to submit a request to access, amend or delete any of your personal data held by Sterling Transcription, please don’t hesitate to contact our Data Protection Officer at dataprotection@pacificsolutions.com.au.

We will endeavour to respond to you within one week, and guarantee that we will respond within 30 days.

Sterling Transcription adheres to applicable data protection laws in the EU, which includes respecting the following privacy rights: