Privacy Policy
Verbal Words respects your privacy and is committed to protecting your personal data. This Privacy Policy explains what information we collect, why we collect it, how we use it, who may receive it, and what rights you have under applicable data protection law, including the General Data Protection Regulation (GDPR).
1. Who is responsible for your personal data?
Verbal Words is based in Ireland.
For the purposes of the GDPR, the data controller is the person responsible for deciding how and why your personal data is processed.
For privacy-related questions or requests, contact us at:
Email: support@verbalwords.com
2. What information do we collect?
We collect and process the following categories of information, depending on how you use our website:
Customers
Your name and email address.
Information needed to manage your order and communicate with you.
Audio or video recordings and the resulting transcripts that you submit for transcription.
Relevant order and payment records.
Payment card details are entered through Stripe. We do not intentionally collect or store your full payment card details on the Verbal Words website. Stripe processes payment information under its own applicable privacy terms.
Your name, email address and any information you provide when applying to work with Verbal Words.
3. Why do we use your information?
We process personal data only for legitimate, specified purposes, including:
Providing transcription services and delivering completed transcripts.
Communicating with customers about orders.
Processing payments and maintaining necessary transaction records.
Responding to customer inquiries and privacy requests.
Reviewing applications and contacting applicants about current or future opportunities.
Protecting and maintaining the security of our website.
We do not sell your personal data.
We may share or allow access to relevant information where necessary to operate our service, including with:
TransferNow: Used to transfer audio and video recordings securely.
Assigned transcriptionists: Recordings are made available to the transcriptionist assigned to your order so they can prepare your transcript.
Stripe: Used to process payments.
Website hosting, email and technical service providers: These providers may process relevant information to operate, maintain or secure our website and communications.
These providers and transcriptionists should only receive access appropriate to their role and the services they provide. Where required by law, appropriate data-processing agreements and confidentiality obligations will be put in place.
We may also disclose information where required by law or where necessary to establish, exercise or defend legal claims.
Verbal Words uses TransferNow for file transfers rather than storing customer recordings directly on the website.
TransferNow states that uploaded files are automatically deleted after 30 days. This is the stated transfer-service retention period; it does not necessarily mean that every copy held elsewhere is automatically deleted at the same time.
Recordings are shared with the transcriptionist assigned to the relevant order. Access to recordings and transcripts must be limited to what is necessary to complete the work.
Our file-retention practice: Recordings and completed transcripts are kept on the transcriptionist’s computer for up to 30 days and then permanently deleted. This is because we may need to edit the work if you request another review.
We do not use customer recordings for unrelated purposes without an appropriate legal basis.
You can read more about TransferNow’s handling of personal data in its Privacy Policy.
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, taking account of applicable legal obligations.
Customer names and email addresses: Retained for order administration, customer communication and necessary business records. Deleted within 30 days.
Audio and video recordings: TransferNow states that uploaded files are automatically deleted after 30 days. Any other copies are handled according to our file-retention practices.
Completed transcripts: Deleted within 30 days.
Payment and transaction records: Retained for as long as required for applicable accounting, tax and legal obligations.
Applicant information: Retained for 30 days so that applications can be considered and, where appropriate, applicants contacted about future opportunities.
You may request deletion of your personal data at any time. We will assess the request and delete information where required by law, subject to any applicable legal obligations or other lawful grounds for retention.
We aim to respond promptly to deletion requests. GDPR requests are handled within the applicable legal deadlines.
7. How do we protect your information?
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, alteration and disclosure.
Our website uses encryption, and access to website administration is restricted to authorised administrators. We also use automated security patching and malware scanning to help protect the website.
Recordings are transferred through TransferNow, and access is provided to the transcriptionist assigned to the relevant order.
No online service or method of electronic storage can be guaranteed to be completely secure. We take appropriate measures to reduce risks and to respond to security incidents in accordance with applicable law.
8. Cookies and tracking technologies.
Our website may use cookies or similar technologies to support website functionality, understand website usage or measure advertising performance.
Some cookies may be strictly necessary for the website to function. Other cookies, including certain analytics or advertising technologies, may require your consent before they are used.
Where consent is required, we will seek it before placing or using the relevant technologies. You can manage your preferences through the available cookie settings.
9. International transfers of personal data.
Some of our service providers may process or store personal data outside the European Economic Area (EEA).
Where personal data is transferred outside the EEA, we will ensure that the transfer complies with applicable data protection law, including the use of an applicable adequacy decision or appropriate safeguards where required.
For information about a particular provider’s processing locations and safeguards, please consult its privacy documentation or contact us.
10. Your data protection rights.
Under the GDPR, you may have the right to:
Access your personal data and request a copy.
Rectify inaccurate or incomplete information.
Erase your personal data where the legal conditions for deletion are met.
Restrict certain processing.
Object to processing based on legitimate interests in applicable circumstances.
Data portability where the legal requirements are met.
Withdraw consent where processing is based on consent, without affecting processing carried out before withdrawal.
Lodge a complaint with a data protection supervisory authority.
To exercise your rights, email support@verbalwords.com. We may need to verify your identity before responding. We will respond within the time limits required by applicable law.
Some rights are subject to legal conditions and exceptions. For example, we may need to retain certain transaction records to comply with legal obligations.
If you are in Ireland, you can contact the Data Protection Commission if you have concerns about how your personal data is handled.
11. Applicant information
If you apply to work with Verbal Words, we use the information you provide to assess your application and contact you about relevant opportunities.
We retain application information only for the period described in this policy or for another period justified by a lawful purpose. You may request access to, correction of or deletion of your information, subject to applicable legal requirements.
12. Third-party websites.
Our website may link to third-party services, including TransferNow and Stripe. When you visit those services, their own privacy policies and terms apply to their handling of your information.
We are not responsible for the privacy practices of third-party websites, so we encourage you to review their policies.
13. Changes to this privacy policy.
We may update this Privacy Policy to reflect changes to our services, data-handling practices or legal requirements.
The latest version will be published on this page with its updated date. Where required by law, we will provide additional information or notice about significant changes.
14. Contact us
If you have questions about this Privacy Policy or how Verbal Words handles your personal data, contact:
Email: support@verbalwords.com
By using our website and/or purchasing services on this website, you are agreeing to this entire privacy policy and our Terms & Conditions. You may wish to check this page from time to time, as any recent updates will be indicated by the date at the bottom of this page.
Last updated: 15/10/2026