www.minutesservices.com
Ph: +1 (202) 888-0899, +1 (888) 991-0898
9480 Main St #1059, Fairfax, VA 22031
UPDATED: 02/24/2023
Security & Privacy Policy
At “Minutes Services”, we recognize the importance of our clients’ privacy and
confidentiality. We have been delivering secure and confidential minute-taking and
transcription work since 2019 and are committed to providing and maintaining
industry leading confidentiality and security standards.
Minutes Services is dedicated to maintaining open communication with clients,
minute-takers, and transcribers to ensure that all your information privacy and
confidentiality requirements are met. Privacy is considered a key element of Minutes
Services’ service delivery, and as such is monitored closely by our System
Administration and Management.
If you have any special requests regarding your data security and confidentiality
requirements, such as the signing of non-disclosure agreements, please don’t
hesitate to get in contact with us (see below – 6. Contact Us).
In ensuring the confidentiality and privacy of your personal information and
files, Minutes Services undertakes various measures, including but not limited
to:
1.1. Secure Customer Portal and Cloud File Server
Minutes Services maintains a secure online customer portal, hosted with
Microsoft 365 SharePoint in the US East Region, to which clients can upload
meeting recordings, supporting documents, and other files.
All access to the site is fully auditable via Microsoft Azure Portal and Azure
Active Directory, and the secure server encrypts files in transit and at rest,
making them secured from data breach.
Our secure portal supports SSL/TLS and SHA-2 security protocols for a
secure and encrypted connection, and to make sure your data is invisible to
third parties.
Clients’ access to Minutes Services’ online customer portal is secured with
Azure B2B collaboration, wherein clients are invited as guests to sign-in to the
portal with their own work, school, or social account credentials. Thus, we
don't store or manage client or guest account usernames and passwords.
Other than clients themselves, only system administrators have access to the
clients’ files and documents stored on the customer portal under their guest
accounts which are subject to the strict external collaboration Microsoft 365
www.minutesservices.com
Ph: +1 (202) 888-0899, +1 (888) 991-0898
9480 Main St #1059, Fairfax, VA 22031
P A G E | 2
security settings.
1.2. Access Level Management and Audit Trail
All activity on Minutes Services cloud file server is fully auditable. Access to
clients' files and information is strictly managed with Microsoft Azure and 365
access level management, password protection, and two-factor
authentication.
We use Microsoft 365 for strong granular access controls to ensure our staff
only have access to what they need. Thus, clients’ content is only accessible
to the people specifically managing or working on their project which includes
minute-taker, editor, technical support personnel, and project manager.
Moreover, access to our portal and server requires two-factor authentication,
authorization, and it is restricted to specific whitelisted geographic locations
and IP addresses.
1.3. Employee and Subcontractor Confidentiality Agreements
All employees of, and subcontractors to, Minutes Services sign a strict non-
disclosure and confidentiality agreement before the commencement of work.
Non-disclosure agreements can also be made available at the client’s request.
1.4. Document Delivery
Completed meeting minutes and transcripts are delivered by default via
upload to the client account on our secure online portal, thus restricting
access to those holding the login and password details. This method is
protected by standard SSL/TLS protocol. If preferred, documents can be
returned via email in addition to being uploaded.
Clients can grant other members of their team access to our secure customer
portal to upload meeting recordings, book minute-takers, download meeting
minutes, transcripts, and invoices.
1.5. Continuous Monitoring and Security Threat Detection
Minutes Service Infrastructure team uses user account logs and other threat
monitoring tools for sophisticated monitoring and alerting of cyber security
threats and breaches. These include:
User and Guest Sign-ins – Monitoring the usage of company portal, files, and
applications by internal and guest users, and user sign-in activities.
Activity Audit logs – Auditing logs for all changes made to company files and
resources by various internal and guest users.
Risky sign-ins – Monitoring and alerting on indicator for a sign-in attempt that
might have been performed by someone who is not the legitimate owner of a
www.minutesservices.com
Ph: +1 (202) 888-0899, +1 (888) 991-0898
9480 Main St #1059, Fairfax, VA 22031
P A G E | 3
user account.
Users flagged for risk – Monitoring and alerting on indicator for a user account
that might have been compromised.
Suspicious activities – Monitoring and alerting on certain suspicious activities
such as an excessive number of failed authentication attempts, and
deprecated user accounts in the system.
Minutes Services collects personal information that is necessary to set up
your client account, and to provide you with minute-taking and transcription
services. We also hold your uploaded audio files and transcribe them in
accordance with your instructions.
2.1. Information Collected from You
Client Account Details – We collect details of your name, organization,
address, phone number, email address and username upon the creation of
your client account. You provide these personal details when registering for an
account via our Self Registration Form, or by contacting us at Minutes
Services to create an account on your behalf.
Customer Inquiry Records – We record important points that arise in our
communications with you, such as your minutes and transcription
requirements and past queries. This information is collected through your
engagements with us via our websites enquiries webforms, over the phone
or by email.
Credit Card Payment and Security – We do not store customers’ PCI
information on our server. Customers’ credit card and online payments are
processed via secure third-party credit card processing providers (Stripe
and PayPal).
2.2. Your Meeting Recording, Minutes, and Transcript Files
After you upload your meeting recordings via customer portal, we hold and
process them for transcription on your behalf. Your files and resulting meeting
minutes and transcripts may contain your personal information or the personal
information of others.
Minutes Services does not collate or analyze the information recorded within
clients’ recorded files or resulting minutes and transcripts. Minutes Services
takes the precaution of treating all client recordings, minutes, and transcript
files as though they contain personal information and thus all files are handled
in accordance with our Security & Privacy compliance.
www.minutesservices.com
Ph: +1 (202) 888-0899, +1 (888) 991-0898
9480 Main St #1059, Fairfax, VA 22031
P A G E | 4
1.1. Information Collected from You
Minutes Services uses client account details for the purpose of providing
you with minutes and transcription services. For example, we use this
information to provide you with a unique username and client account through
which we provide our services, and for contacting you in relation to invoicing,
confirming your minutes and transcription requirements, or advising you when
a deliverable is complete.
Minutes Services uses customer inquiry records for the purposes of
recording your instructions and meeting minutes requirements, to provide you
with accurate and efficient minute-taking and transcription services and
continuity in our customer service and client support.
1.2. Your Meeting Recordings, Minutes and Transcript Files
We process your recording files for the exclusive purpose of providing you
with minute-taking and transcription services. Minutes Services does not
collate or analyze the information recorded in client audio or video files or
the resulting transcripts.
1.3. Disclosure of Your Personal Information and Subcontractors
Minutes Services retains a wide network of experienced and highly skilled
minute-takers and transcribers, all of whom are subject to the same quality
expectations, confidentiality obligations and contractual arrangements.
We may disclose your information to subcontracted minute-takers where
necessary in connection with the provision of our services, and only when
the subcontractor is subject to a strict non-disclosure and confidentiality
agreement.
While providing you with minute-taking and transcription services, your
meeting recordings, supporting documents, meeting minutes and transcripts,
and any other information will never be passed outside the jurisdiction of the
United States of America.
We may also disclose your personal information if required or authorized by
law, or where you specifically consent to the disclosure.
www.minutesservices.com
Ph: +1 (202) 888-0899, +1 (888) 991-0898
9480 Main St #1059, Fairfax, VA 22031
P A G E | 5
4.1. For security and confidentiality purposes, unless archiving is
requested by a client, Minutes Services purges all client meeting minutes,
transcripts and recording files from client accounts approximately one month
after completion of the task or project.
4.2. Unless agreed otherwise, a backup of completed work is
maintained on our secure cloud file server. Where possible, files may be
retrieved from this secure site for a small retrieval fee outlined in the rates
brochure.
4.3. Minutes Services’ archiving service keeps completed meeting
minutes and transcripts (and, by negotiation, meeting recordings) on Minutes
Services’ cloud file server for as long as the archiving fee continues to be paid
by the client.
You may submit a request to access, amend or delete any of your personal
information held by Minutes Services (see below – 6. Contact Us).
If you have any questions or complaints about our data handling practices or
have any reasonable requests regarding your data security and confidentiality
requirements, please don’t hesitate to contact us via email at
support@minutesservices.com, call at +1 (202) 888-0899.
