dictate2us Limited ("We") are committed to protecting and respecting your privacy.
Introduction & General Terms
At dictate2us we are committed to protecting the personal information we hold about our members, newsletter subscribers and website users or any other data subject whose personal information we hold. Personal information as outlined in this policy is being processed by dictate2us Ltd ("we", "our", "us", "dictate2us").
Our commitment to you
Who we are
dictate2us was established in 2006 to bring high quality, reliable and trusted transcription, translation and typing support services to a large range of sectors. We tailor our services for organisations, institutions and individuals by allocating a specialist with sector-specific experience and expertise to each project. This ensures our customers benefit from a rapid, accurate and user-friendly experience.
What data we collect
When you send us information, submit an online form or when you visit our website, we may collect both personal and pseudonymous data about you.
When we talk about personal data we mean any information that can identify you as an individual, such as your name and postal address. Pseudonymous data doesn’t identify you as a person but it might be used in aggregate, for instance when you participate in a survey or when we analyse audience interaction with our products and services.
What data is collected on our mobile apps
Our Android and iOS mobile apps allow you to upload and send us audio files (upload audio information). In the users' device, the user can record the audio by giving permissions to microphone and device storage. After Recording, Data will be saved in device, and if the user requires transcription, the user can send this file to dictate2us for the sole purpose of transcription (typing). Personal and sensitive user data from the apps shares (Audio) when you submit an audio file for transcription.
Data you provide to us
When you participate in, access, purchase or sign up to any of our services, activities or online content, such as membership subscriptions, newsletters, competitions or events, we receive personal information about you. This can consist of information such as your name, email address, postal address, telephone or mobile number and school, as well as information collected about your use of our services (such as when you enter our sites and how long you stay on them).
Data we collect through your use of our websites
We may collect information about how you use our websites or other content online, and the device(s) you use to access the services. This includes collecting unique online identifiers such as IP addresses, which are numbers that can uniquely identify a specific computer or other network device on the internet. Anonymous data will be recorded for the purpose of reporting web traffic statistics, advertisement ‘click-throughs’, and/or other activities on our sites.
How we use your data
We may use the information you share with us and the information we collect through your use of our sites in the ways described below and as described at the time of capture.
We will use the details you have shared to send you the newsletter to which you have subscribed. We will provide a way for you to unsubscribe on every newsletter we send to you. Details you share with us for the purpose of newsletter subscription will never be shared with a third party.
We will use the details you have shared to manage your registration and entry into our event. This may include contact via telephone, email, SMS and post with information relating to the event you have registered to attend. Your data will not be added to any marketing lists unless you have consented to this, and will only be shared with a third party where they were named at the point of data capture and you explicitly agreed to the sharing of your data or where they are a third party who we have appointed to manage the delivery of the event.
We will use the information you provide to deliver customer services related to your purchase and to respond to inquiries or requests that you direct to us. Your data will not be added to any marketing lists unless you have consented to this, and will only be shared with third parties where we have appointed them to manage specific aspects of your customer care.
We may use the information you provide to invite you to participate in surveys and focus groups about our products, advertisers and services. Participation is always voluntary and the answers you provide are anonymous and aggregated to support our learnings and inform changes we can make to improve our products and services. Your data will not be added to any marketing lists unless you have consented to this and were informed at the point of capture and will only be shared with third parties where we have appointed them to manage research activity on our behalf.
We may use the details you share with us to send you offers and promotions by email, post, telephone or SMS wherever we have legitimate interest grounds to do so and where you have not objected. We will provide a way for you to opt-out of receiving marketing promotions both at the time of data capture and everytime we contact you thereafter. You can also email firstname.lastname@example.org to request your details are suppressed from all promotional campaigns. We won’t use your personal data for marketing purposes at all if you’ve told us not to.
We may process your personal data on the basis of a legitimate interest which may include promoting similar products or services via direct marketing activity, to manage supression and unsubscribe requests received from you, to identify and prevent fraudulent behaviour, maintaining the security of our system, data analytics, enhancing, modifying or improving our services, identifying usage trends and determining the effectiveness of our campaigns.
Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights.
The dictate2us website uses Google Analytics as its primary solution for tracking website visits, interactions and events. dictate2us uses website analytics data to help improve the way we delivery content and online experiences to visitors.
For full details on how Google processes your data please visit: Google's Data privacy and security information
Links to other websites
How we keep your personal data secure
dictate2us’s security policies, rules and technical measures have been implemented to protect your personal information from unauthorised or improper use and from accidental loss.
All our employees and data processors that have access to, and are associated with, the processing of your personal information are legally obliged to respect the confidentiality of your data.
Note that our website provides commenting facilities where you can post information. When you do so, be aware that other visitors may collect any information you make public.
Who we share your personal data with
How long we keep your personal data for
We will hold your personal information on our systems only for as long as required to provide you with the products and/or services you have requested.
Where you sign up to receive email marketing from us we will retain your e-mail address after you ‘opt-out’ of receiving emails in order to ensure that we continue to honour and respect that request. To unsubscribe from marketing emails at any time, please click on the unsubscribe link at the bottom of any marketing email. You may also contact us at email@example.com to inform us if you do not wish to receive any marketing materials from us.
In some circumstances you can ask us to delete your data: see "Your rights" below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Personal Data - Your rights
Under the Data Protection Act 2018 and GDPR data protection legislation in the UK, you have the rights shown below:-
- Your right to be informed
- Your right of access
- Your right to rectification
- Your right to erasure
- Your right to restrict processing
- Your right to data portability
- Your right to object
- Your rights in relation to automated decision making and profiling
Right of Access
You may, at any time, request access to the personal data that we hold which relates to you (you may have heard of this right being described as a "subject access request").
Please note that this right entitles you to receive a copy of the personal data that we hold about you in order to enable you to check that it is correct and to ensure that we are processing that personal data lawfully. It is not a right that allows you to request personal data about other people, or a right to request specific documents from us that do not relate to your personal data.
You can exercise this right at any time by writing to our Privacy Officer at firstname.lastname@example.org and telling us that you are making a subject access request. You do not have to fill in a specific form to make this kind of request.
Your Right to Rectification and Erasure
You may, at any time, request that we correct personal data that we hold about you which you believe is incorrect or inaccurate. You may also ask us to erase personal data if you do not believe that we need to continue retaining it (you may have heard of this right described as the "right to be forgotten").
Please note that we may ask you to verify any new data that you provide to us and may take our own steps to check that the new data you have supplied us with is right. Further, we are not always obliged to erase personal data when asked to do so; if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to erase we will tell you what that reason is at the time we respond to your request.
You can exercise this right at any time by writing to our Privacy Officer at email@example.com and telling us that you are making a request to have your personal data rectified or erased and on what basis you are making that request. If you want us to replace inaccurate data with new data, you should tell us what that new data is. You do not have to fill in a specific form to make this kind of request.
Your Right to Restrict Processing
Where we process your personal data on the basis of a legitimate interest (see the How we use your data section of this Policy which explains why we use your personal data) you are entitled to ask us to stop processing it in that way if you feel that our continuing to do so impacts on your fundamental rights and freedoms or if you feel that those legitimate interests are not valid.
You may also ask us to stop processing your personal data (a) if you dispute the accuracy of that personal data and want us to verify that data’s accuracy; (b) where it has been established that our use of the data is unlawful but you do not want us to erase it; (c) where we no longer need to process your personal data (and would otherwise dispose of it) but you wish for us to continue storing it in order to enable you to establish, exercise or defend legal claims.
Please note that if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to stop processing, we will tell you what that reason is, either at the time we first respond to your request or after we have had the opportunity to consider and investigate it.
You can exercise this right at any time by writing to our Privacy Officer at firstname.lastname@example.org and telling us that you are making a request to have us stop processing the relevant aspect of your personal data and describing which of the above conditions you believe is relevant to that request. You do not have to fill in a specific form to make this kind of request.
Your Right to Portability
Where you wish to transfer certain personal data that we hold about you, which is processed by automated means, to a third party you may write to us and ask us to provide it to you in a commonly used machine-readable format.
Because of the kind of work that we do and the systems that we use, we do not envisage this right being particularly relevant to the majority of individuals with whom we interact. However, if you wish to transfer your data from us to a third party we are happy to consider such requests.
Your Right to stop receiving communications
For details on your rights to ask us to stop sending you various kinds of communications, please contact our Privacy Officer at email@example.com
Your Right to object to automated decision making and profiling
You have the right to be informed about the existence of any automated decision making and profiling of your personal data, and where appropriate, be provided with meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing that affects you.
Exercising your rights
If you wish to exercise any of these rights or simply wish to find out what information, if any, we hold that relates to you, you must make your request in writing by sending an email to our Privacy Officer at firstname.lastname@example.org.
You can help us to process your request quickly by providing us with information that will help us identify records we hold that relate to you. For example your name, username, email address, telephone number or in the case of information captured via cookies, the IP address of the device you have used.
This privacy & cookies policy was last updated on 15 December 2022.