Privacy Policy
Nota Bene Transcription
Last updated: 26 August 2026
1. Introduction
Nota Bene Services, Company No. 201803049826 (002787424-K) ("we," "us," "our") provides transcription services to law firms, businesses and institutions in Malaysia and Singapore. This Privacy Policy explains what information we collect, how we use and store it and the choices you have. It applies to information we receive through our website, by email or in the course of providing our services.
2. Information We Collect
We collect the following categories of information:
- Contact information: your name, email address, phone number and organisation name when you contact us or request a quote.
- Recordings and files: audio or video recordings and any accompanying documents that you send us for transcription or translation.
- Billing information: invoicing details necessary to process payment, such as billing address and, where applicable, company registration details.
- Website usage data: basic technical information such as browser type and pages visited, if analytics tools are enabled on our website.
3. How We Use Your Information
We use the information we collect solely to:
- provide the transcription or translation services you have requested;
- communicate with you about your project, including quotes, delivery and invoicing;
- maintain accurate business and accounting records; and
- improve our services and website.
We do not use your recordings or documents for any purpose other than producing the transcript or translation you requested and we do not feed client content into any artificial intelligence model.
4. File Storage and Security
Recordings and drafts are stored in an encrypted location for the duration of your project, on a device with full-disk encryption enabled. Access is limited to the person carrying out the work. Files are transferred using password-protected files or encrypted transfer links, not unprotected email attachments, where an encrypted alternative is available.
5. Retention and Deletion
Unless you ask us to retain or return your material, we securely delete recordings, draft transcripts and working copies within 30 days of final delivery. Where a signed confidentiality agreement between us specifies a different retention period, that period applies instead. Billing records are retained for as long as required by applicable tax and accounting law.
6. Third-Party Tools and Artificial Intelligence
We do not upload or process your recordings or transcripts through any artificial intelligence tool, browser-based converter or other third-party software that stores or retains data beyond what is strictly needed to deliver your finished transcript, unless you have given prior written approval for us to do so.
7. Disclosure of Information
We do not sell, rent or share your information with third parties for marketing purposes. We may disclose information where required to do so by law or in response to a valid court order or legal process, in which case we will notify you first unless legally prohibited from doing so.
8. Your Rights
Depending on applicable law in your jurisdiction (including the Personal Data Protection Act in Malaysia and the Personal Data Protection Act in Singapore), you may have the right to request access to, correction of or deletion of your personal data held by us.
9. Cookies and Website Data
Our website may use minimal cookies or analytics tools to understand how visitors use the site. These do not collect the content of any recordings or documents you send us. You can control cookie preferences through your browser settings.
10. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. The "Last updated" date at the top of this page reflects the most recent revision.
11. Contact Us
If you have questions about this Privacy Policy or wish to exercise your rights over your personal data, contact us at enquiries@notabene.my or +60 17 520 1755.