Privacy policy

Last updated 11 October 2026.

JA Transcription is committed to safeguarding the privacy of the information we gather and use. This policy explains how we use the information you provide through this website. It does not cover the content of client audio files and reports, which we handle as a data processor under our terms of business.

JA Transcription, of Hollinwood Business Park, Albert Street, Oldham OL8 3QL, is the controller of the personal information described here. We are registered with the Information Commissioner's Office (ZA288589). If you have any questions about this policy, email info@jatranscription.com.

What we collect

• Enquiry details. When you use the contact form we collect your name, email address, optional phone number and organisation, the service you are interested in, how you usually send files and your message.
• Checklist requests. If you request a downloadable checklist we collect your name, email address and, if you choose to give it, your role.
• Correspondence. The emails, calls and messages you exchange with us.
• Business contact details. If you work as a consultant, medical expert, clinician, solicitor or in a related role, we may collect your name, professional role, specialty, organisation and work contact details from the sources listed under "If we contact you about our services" below.
• Website usage data. If you accept analytics cookies, Google Analytics collects information about how you use the site, such as the pages you visit, your approximate location and device type. If you decline, no analytics cookies are set.

Please do not put patient or other sensitive information in the contact form.

How we use it and our legal basis

• To reply to your enquiry and provide quotes or services. Our legal basis is taking steps at your request before entering into a contract and our legitimate interest in responding to business enquiries.
• To manage our relationship with clients, including invoicing and record keeping. Our legal basis is performance of a contract and legal obligations.
• To understand and improve the website using analytics. Our legal basis is your consent, which you can withdraw at any time through "Cookie settings" in the footer.
• To contact professionals who commission, write or sign medico-legal reports and may find our services useful. Our legal basis is our legitimate interest in promoting our services to a relevant professional audience. You can object at any time.

If you request a checklist we use your details to provide it and to record who has asked for it. Our legal basis is your consent, which you can withdraw by emailing us.

We do not send marketing emails to individuals unless you have asked us to or we have your consent. The only exception is described in the next section. You can unsubscribe at any time.

If we contact you about our services

We sometimes contact consultants, medical experts, clinicians, solicitors, practice managers and medical secretaries to tell them about our services. This section explains how we do that.

Where we get your details. We use publicly available sources such as professional registers, hospital and practice websites, professional directories and professional networking sites. We also use recommendations from existing clients and services that help us find and check work contact details.

How we contact you. We contact you by post, by telephone or by email to a work address. We email only work addresses of organisations such as NHS trusts, hospital groups, law firms and limited companies. If you practise as a sole trader or in a partnership, we email you only if you have asked us to or have given your consent. Otherwise we write or call. We check telephone numbers against the Telephone Preference Service and the Corporate Telephone Preference Service before we call.

Telling you where we got your details. If we did not get your details from you, our first message will say where we got them. We will do this within one month at the latest.

Stopping contact. You can ask us to stop at any time by emailing info@jatranscription.com or by using the opt-out in any message. We will always act on this. We then keep only your name and contact details on a list so that we do not contact you again.

How long we keep your details. We keep business contact details for up to 12 months after our last contact with you. We delete them sooner if you ask us to. If you become a client, we handle your details as described elsewhere in this policy.

If you apply to work with us

If you send us a CV or other application details we use them only to assess your application and to contact you about it. We keep them for as long as needed for that purpose and for a reasonable period afterwards in case suitable work arises and you can ask us to delete them at any time.

Client files and reports

When we transcribe, review or validate reports for clients we process the personal data in their audio files and reports as a data processor. This can include health information about patients and other people named in a report. The client who sends us the files is the controller and decides why the data is used. We use it only to provide the service and only on the client's instructions.

We hold client files on our own secure storage in the UK. We share them with our team through a private, access-controlled Google Drive folder, which may store data outside the UK with appropriate safeguards, and send them over encrypted connections. Our team is bound by confidentiality agreements. We do not use artificial intelligence or automated speech recognition tools on client files unless the client has agreed in writing. We delete client files within one month of the invoice being paid, or earlier if the client asks, subject to the limits in our terms of business. The terms of business also set out our data protection duties as a processor in clause 7 and Schedule 1.

If your information appears in a report we handled and you want to use your rights, please contact the organisation or professional who commissioned the report, because they decide how it is used. If you contact us we will pass your request to them and help them to respond.

Who we share it with

We never sell your personal information. We use a small number of service providers to run the website and our business, including website hosting and form handling, email hosting, services that help us find and check professional contact details and, if you consent, website analytics. Some of these providers may process data outside the UK, in which case appropriate safeguards are used. We may also share information where we are required to by law.

How long we keep it

We keep enquiry details for as long as needed to deal with your enquiry and, where you become a client, for the period needed for our business and legal records. Client audio files and transcripts are handled under our terms of business.

Security

We store your information securely and use technical and organisational measures to guard against unauthorised access, loss or disclosure.

Your rights

Under UK data protection law you have the right to ask for access to your personal information, to have it corrected or erased, to restrict or object to its use and to receive a copy in a portable format. You have an absolute right to object to direct marketing. To exercise these rights, email info@jatranscription.com. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

Links to other sites

Our website may link to other websites. We cannot control sites outside the jatranscription.com domain and are not responsible for how they handle your data. Please read their privacy policies before you share information with them.

Changes to this policy

We may update this policy from time to time. The latest version is always published on this page.