How to Spot Security Risks on a Transcription Company’s Website

A secure and confidential transcription service has strong data protection policies, compliance certifications, and transparent security measures. But how can you tell if a transcription company is secure and confidential or just making vague claims?

Many transcription companies expose their security weaknesses on their own websites—if you know where to look. Here’s a simple checklist to help you identify warning signs before trusting a provider with your confidential files.

1. Careers Page: Are They Hiring from Global Freelance Platforms?

🔍 What to Check:

• Does the company openly recruit transcriptionists from freelance marketplaces like Upwork or Fiverr?
• Do they (not) state the requirements for security training or background checks?
• Does their application form ask what country they are from?

⚠️ Why This is a Risk:
Many transcription services outsource work to global freelancers, meaning your files could be handled by anonymous, unvetted individuals in countries with weaker privacy laws.

✅ What a Secure Provider Should Have:
✔️ A US-based transcription team that is screened, trained, and under legally binding confidentiality agreements (NDAs).

2. Terms of Service & Privacy Policy: Hidden Data Risks

🔍 What to Check:

• Does the company claim the right to store, analyze, or use transcriptions for AI training?
• Do they have a clear deletion policy, or do they retain transcripts indefinitely?
• Is there a stated commitment to SOC-2, HIPAA, or GDPR compliance?

⚠️ Why This is a Risk:
Some transcription companies use your transcriptions to train AI models—without explicitly stating it in their marketing. Others store transcriptions longer than necessary, increasing the risk of data exposure in a breach.

✅ What a Secure Provider Will Have:
✔️ A clearly defined data retention and deletion policy.
✔️Independent verification, such as SOC-2, NIST, or ISO and HIPAA compliance statements that are specific and verifiable.

Transcription providers without proper security measures have already suffered serious breaches—some of which were avoidable. →

3. Contact Us Page: Do They List a Physical Business Address?

🔍 What to Check:

• Is there a real U.S. business address, or just a generic contact form?
• Do they provide a direct phone number for support?

⚠️ Why This is a Risk:
Some providers operate without a physical office or legal business registration in the U.S., making accountability difficult if security issues arise.

✅ What a Secure Provider Should Have:
✔️ A verifiable U.S. business address and direct contact information.

4. Lead Form Security: Is the Page Encrypted?

🔍 What to Check:

• Does the website use HTTPS (look for a padlock icon in the browser)?
• If you upload files, is there an encryption statement about how data is protected?

⚠️ Why This is a Risk:
A non-secure lead form means the information you provide them about your work could be intercepted, especially if the website doesn’t use SSL encryption.

✅ What a Secure Provider Has:
✔️ A fully encrypted website (HTTPS).
✔️ A clear explanation of how file uploads are secured.
✔️ A disclaimer that they will not use or share your information with third parties. 

Before trusting a transcription provider, use these simple website checks to spot red flags and avoid risky services. →

5. Security Certifications: Are They Clearly Displayed and Verifiable?

🔍 What to Check:

• Does the website display SOC-2, NIST, ISO, HIPAA, and/or GDPR compliance badges?
• Can they provide third-party security audit reports upon request?

⚠️ Why This is a Risk:
Some companies claim to be compliant but have never undergone a third-party audit. Without verification, their security claims are meaningless.

✅ What a Secure Provider Should Have:
✔️ A dedicated security page explaining certifications and compliance measures.
✔️ The ability to provide proof of compliance upon request.

6. Search for Past Security Breaches or Complaints

🔍 What to Check:

• Search Google for "[Company Name] data breach" or "[Company Name] security issue".
• Look for complaints about security, service reliability, or confidentiality.

⚠️ Why This is a Risk:
If a company has a history of security breaches, it’s a huge red flag—especially if they haven’t improved their security measures afterward.

✅ What a Secure Provider Has:
✔️ A clean record with no major security incidents.
✔️ A transparent security policy explaining how data is protected and monitored.

Final Thoughts: Don’t Trust a Transcription Provider Without Verifying Their Security

If a transcription company lacks clear security statements, compliance verification, and encryption policies, assume your data is at risk.

Before uploading sensitive files, take five minutes to check their website for red flags—it could save you from a costly security failure.

🔹 Next Steps: Use this checklist before choosing a secure transcription service. If a provider can’t prove their security measures, it’s time to find a more reliable alternative.