Data Protection
At Spell Switch, data protection is at the core of everything we do. We understand that our clients trust us with recordings that may involve sensitive conversations, confidential legal matters, corporate communications, academic research, and in some cases, protected or privileged information. Our responsibility is to safeguard that data with the highest possible standard of security, and we operate with the same rigor used by enterprise-level organizations. Our privacy and data-protection framework is built around advanced technology, strict internal protocols, and a zero-tolerance approach to data mishandling.
End-to-End Secure Workflow
From the moment a file is uploaded to the moment a transcript is delivered, every step of the workflow is governed by encrypted systems. All audio and video files are transferred using SSL/TLS encryption, and we rely exclusively on secure cloud infrastructure with redundant protections, controlled access points, and continuous monitoring. We do not use local machine storage at any stage—this eliminates the risk of device-level compromise and ensures files exist only in encrypted cloud environments.
Zero Local Storage Policy
Spell Switch follows a strict zero-local-storage policy. All transcription work is performed within secure, access-restricted cloud environments. No media files, transcripts, backups, or client metadata are ever stored on personal computers, external drives, or unsecured devices. Once a project is completed and delivered, files are purged from our systems in accordance with our Data Deletion Policy unless otherwise requested by the client.
Role-Based Access & Internal Controls
Access to client data is restricted through a role-based permissions model. Only team members directly involved in the transcription or quality-assurance process can view files, and all access is logged, monitored, and automatically revoked when a project is complete. Each member of our team is bound by strict confidentiality agreements, internal security audits, and mandatory training focused on data protection and privacy compliance.
Secure Infrastructure & Encryption Standards
Our cloud systems utilize modern encryption protocols that match or exceed the standards used in finance, legal tech, and healthcare technology. Data is encrypted both at rest and in transit, protected by multi-factor authentication, and physically hosted in data centers with certified security frameworks such as ISO 27001, SOC 2, and GDPR-ready architecture. These systems protect against unauthorized access, network threats, hardware failures, and data breaches.
Privacy by Design
We follow a privacy-first approach that considers data protection at every stage of product design, workflow development, and client servicing. Our systems are engineered to minimize data exposure, reduce handling where possible, and limit retention to only what is absolutely necessary.
Client Control & Transparency
We give clients full control over their data. You may request deletion, expedited removal, extended retention, or segmented delivery at any time. Our processes ensure complete transparency, with clear documentation on how your information is stored, used, protected, and ultimately removed. At Spell Switch, we treat your recordings and documents with the highest level of confidentiality and security. Our commitment to state-of-the-art data protection is not just a feature of our service—it is the foundation of our identity.