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Data Security

Data Security

TranslatinMind respects a confidentiality policy to ensure peace of mind of our clients.

Here is a list of key elements regarding confidentiality, feel free to get in touch with us to get more details regarding our behaviour.

Confidentiality is discussed before any contract begins.

• Safeguarding of content: We take care to prevent confidential project files and content from being accessed by unauthorized parties.
• No discussion: We do not discuss confidential project content with unauthorized parties.
• File deletion: We delete project files upon completion of work, or are willing to do so upon request.
• No paper copies: We either do not create paper copies, or are willing to agree to shred them upon project completion.
• Encrypted file transfer: We understand how to, and are willing to agree to, send and receive project files in encrypted format.
• Dedicated project folder: We are willing to agree to keep separate file folders for separate clients.
• Remote backup: We have a regimen, available upon request, for backing up files remotely while work is underway.
• Archiving: We have a regimen, available upon request, for maintaining copies of project files after completion of work.
• No cloud storage: We are willing to agree to store content only locally on our own machine(s), i.e., not in "the cloud".
• No unauthorized sampling: We use samples from completed translations (in portfolios, or otherwise to market my services) only with client permission.
• Confidential collaboration: We do not disclose confidential information when obtaining assistance from fellow translators on term selection, etc.
• No term discussions: We are willing to agree not to obtain assistance from fellow translators on term selection, etc., at all.
• No ownership claims: We are willing to agree that completed translations are the property of the client or client's client, and waive any personal rights thereof.
• No foreign TM/MT: We are willing to agree not to use translation memories (TMs) or machine translation (MT) systems that contain data, or that have been trained using data, from other clients.
• Confidential TM/MT: We are willing to agree not to use content from projects worked on for one client, to add to translation memories or train MT systems that are used with other clients.
• No cloud MT/TM/etc.: We are willing to agree not to use any cloud-based translation memory, machine translation, optical character recognition (OCR) or other such cloud-based services that involve disclosure of content to third-party systems.
• No TM/MT sharing: We are willing to agree not to share a given client's TMs and MT training data with other professionals.
• Reference material confidential: We consider reference materials to be confidential; we do not share such materials, and would not use them on other client's projects, without permission.
• Dedicated computer: We have a dedicated computer for translation work.
• Locked computer: The work computer is password protected.
• Sole user: The work computer is not used by anyone else.
• Antivirus: The computer has up-to-date, licensed antivirus software.
• File scanning: All incoming/outgoing files are scanned for viruses and malware.
• OS updates: Updates to the operating system are auto-installed.
• Software updates: We have a tool that checks for updates to all of the software on my computer.
• Anti-ransomware: We have an up-to-date, licensed anti-ramsomware program.
• Private screen: The computer's screen is not visible through a window.
• Locked phone: The mobile phone is pin or thumbprint protected.
• No pirating: We do not use pirated software.
• Password-protected network: Our office's network is password protected.
• Firewall: Our home office's network is protected by a firewall.
• No outside wifi: We do not use, or are willing to agree not to complete a project using, wifi outside of the office.
• Wired connection: The network is wired; there is no wifi, or we are willing to agree to work only on a wired connection.
• Offline work: We are willing to work from the office, offline only, if required.
• VPN: We understand how to, and are willing to agree to, use an encrypted VPN for file transfers.
• Encrypted email: We have an email account that enables us to exchange end-to-end encrypted messages, and am willing to agree to only such transfers.
• Non-disclosure of clients: We do not disclose our clients' identities or contact information, or the identities or contact information of their clients or vendors, without first obtaining permission to do so.
• Non-disclosure of processes, rates: We do not discuss our clients' internal processes, tools, rates of payment, or other such information, without first obtaining permission to do so.
• Private correspondence: We consider communications with clients to be confidential and do not disclose emails or other such correspondence.
• Secure record-keeping: Our customer list(s), invoices and other such records are secured.
• Password management: We have a professional approach to passwords that involves (1) strong / long passwords; (2) different passwords for different sites/services; and (3) periodic password rotation.
• Two-step verification: We use two-step verification procedures whenever possible.
• Conflict of interest: If we experience a conflict of interest, or recognize the possibility of that perception, we will immediately discuss that with the client.
• No privileged actions: It is our policy not to take any actions (ex. buying stock) as a result of having gained access to confidential information.
• Illegal activities: If we became aware of any illegal activity, it is our policy to immediately report that to the relevant authorities, and to our client if appropriate.
• Work on server: We are willing to agree to perform work remotely on tools/applications/portals controlled by the client.
• Encrypted file storage: We understand how to, and are willing to agree to, store files only in encrypted form.
• Password-protected folders: We understand how to, and are willing to agree to, password-protect file folders.
• TM/MT deletion: We are willing to agree to destroy any translation memories, machine translation engines and glossaries created specifically for a given project, upon completion of the project.
• No public spaces: We work exclusively, or almost exclusively, from home. The client can request office only work.
• On-site audit: We are willing to agree to make the office available for on-site audit.

Last updated: 20th of April 2019, 3:38pm