Ethics and Data Handling


We work with universities, researchers, and research teams who are responsible for handling sensitive data. Our transcription processes are designed to support ethical research practice, participant confidentiality, and institutional compliance. We do not generate AI transcripts or submit research data to third-party AI transcription services.

This page outlines how we handle research data in practice.

Scope of Work

All transcription work is carried out strictly within the scope agreed with the client and, where applicable, the approved ethics protocol.

  • Audio and video files are used solely for the purpose of producing the requested transcript

  • Files are not reused, shared, retained for secondary purposes, or used for training

  • We do not claim ownership of any research data at any stage


Transcriber Access & Confidentiality

All transcription work is carried out by experienced UK-based transcribers.

  • Transcribers work under signed confidentiality agreements

  • Access to files is limited to those directly involved in the assigned task

  • Transcribers are accustomed to handling sensitive academic and research material, including interviews, focus groups, and protected populations


Data Transfer & Storage

We use secure systems designed to minimise unauthorised access and data exposure.

  • Files are transferred via a secure, 256-bit encrypted transcription management system

  • Accounts are password protected, with passwords set and controlled by the client

  • Files are stored only for as long as required to complete the agreed work

Specific retention or deletion requirements can be accommodated on request.


Anonymisation & Re-identification Risk

We offer optional anonymisation services to support participant confidentiality and reduce re-identification risk.

Options include:

  • Removal or replacement of names and identifying details

  • Consistent pseudonymisation across transcripts

  • Preservation of analytic meaning while reducing disclosure risk

Anonymisation is carried out according to client instructions and research needs. Where anonymisation may affect analytic value, this is handled transparently rather than inferred.

Accuracy & Research Integrity

Transcripts are produced to support defensible qualitative analysis.

  • Speech is represented accurately rather than “cleaned” in a way that alters meaning

  • Inaudible or unclear sections are clearly marked with a time stamp

  • Non-verbal elements (pauses, emphasis, overlapping speech) can be included where required

We do not guess or infer unclear content.


Use of AI and Automated Transcription Tools

We do not generate AI transcripts on behalf of clients and do not submit research data to third-party AI transcription services.

Where a hybrid editing service is used, draft transcripts must be generated by the client within their own institutional systems, such as Zoom or Microsoft Teams, during the live session.

Zoom and Teams transcripts are generated in-session and form part of the institution’s own systems, governance, and data handling arrangements. This ensures that responsibility for automated processing remains within tools already approved and managed by the institution.

Our role in these cases is limited to human review and correction of the client-supplied draft transcript.

  • Drafts are reviewed against the original audio by a human transcriber

  • Errors, omissions, and misattributions are corrected

  • The final transcript is produced to academic and research standards

Drafts produced by external AI transcription tools are not accepted.

Clients may choose fully human transcription at any time, particularly for sensitive, restricted, or ethics-limited research projects.


Compliance & Accountability

Our processes are designed to align with common university, ethics committee, and funder expectations.

  • GDPR-compliant handling of personal data

  • Willingness to sign NDAs or institution-specific agreements

  • Clear service descriptions suitable for ethics and funding documentation

We are happy to answer questions from researchers, administrators, or ethics committees regarding our data handling practices.


Further Information

If your project has specific ethical, security, or funder requirements, we encourage you to contact us before booking transcription so we can confirm suitability.