PRIVACY POLICY
On Time Interpreting Inc.
Effective Date: 01/01/2026 On Time Interpreting Inc. (“we,” “us,” or “our”) is committed to protecting the privacy and confidentiality of all personal information and sensitive data entrusted to us in the course of providing professional interpreting and translation services. This Privacy Policy explains how we collect, use, protect, and disclose information in compliance with applicable laws, including HIPAA (where medical interpreting is involved), and industry ethical standards for confidentiality.1. Information We Collect We collect personal information necessary to provide high-quality interpreting services, such as:
- Contact details: Name, email address, phone number, and mailing address (for clients, interpreters, and end-users).
- Service-related details: Appointment information, language preferences, session notes, and billing data.
- Device and usage data: IP address, browser type, and usage analytics to improve our platform and services.
- In medical or legal contexts: Limited Protected Health Information (PHI) or sensitive case details solely for the purpose of facilitating accurate interpretation.
We do not collect more data than reasonably necessary. For interpreting sessions, we may record calls only with explicit client consent for quality assurance, and such recordings are securely stored and deleted per our retention policy (typically 30–90 days unless otherwise required).2. How We Use Your Information We use collected information to:
- Deliver and coordinate interpreting services (e.g., scheduling appointments, matching interpreters, facilitating sessions).
- Communicate updates, reminders, and service-related notices.
- Process payments and maintain billing records.
- Improve our services through analytics and quality assurance (with strict confidentiality).
- Comply with legal obligations, such as court orders or HIPAA requirements.
We prioritize confidentiality: All interpreters and staff are bound by strict confidentiality agreements, ethical codes (e.g., from organizations like the National Association of Judiciary Interpreters and Translators or Certification Commission for Healthcare Interpreters), and HIPAA training where applicable.
3. Data Protection and Security We implement industry-standard security measures, including encryption (e.g., AES-256), access controls, secure servers, and regular audits to protect against unauthorized access, disclosure, or loss.
- Interpreters receive mandatory training on confidentiality and data protection.
- Session content is treated as confidential and not shared beyond the immediate interpreting purpose.
- Information obtained via SMS consent or phone numbers is never shared with third parties for marketing.
We maintain Business Associate Agreements (BAAs) with partners where HIPAA applies.
Information Sharing We do not sell personal information. We may share data only as necessary:
- With Certified and/or qualified interpreters or subcontractors bound by confidentiality agreements.
- With service providers (e.g., scheduling platforms, payment processors) under strict contracts.
- As required by law (e.g., court subpoenas) or to protect rights and safety.
PHI or sensitive session content is shared only for treatment, payment, healthcare operations, or equivalent legal purposes, in compliance with HIPAA and client agreements.5. User Rights You have the right to:
- Access, correct, or delete your personal data.
- Request restrictions on processing (especially for sensitive data).
- Opt out of non-essential communications.
To exercise these rights, contact our Privacy Officer at the details below. We respond promptly and in accordance with applicable laws.6. Opt-In/Opt-Out for Communications You may opt in or out of marketing or promotional communications at any time via account settings or by contacting us. We honor your preferences immediately.7. SMS and Phone Communications See our separate Terms and Conditions for SMS below. Phone numbers and SMS consent data are used solely for service-related communications (e.g., appointment reminders) and are never shared for third-party marketing.8. Data Retention We retain data only as long as necessary for service delivery, legal compliance, or quality assurance. Session recordings and sensitive notes are deleted promptly after the required retention period.9. Policy Updates We may update this policy. Significant changes will be notified via email or our website. Continued use after changes constitutes acceptance.10. Accessibility and Contact This policy is available on our website footer and in client portals. For questions, concerns, or to exercise rights:
Privacy Officer
On Time Interpreting Inc.
Email: oti_incoffice@yahoo.com
Phone: 818-330-9571 We are committed to transparency and protecting the trust you place in us for confidential interpreting services.
TERMS AND CONDITIONS FOR SMS
On Time Interpreting Inc.
SMS Terms and Conditions
Effective Date: 01/01/2026
A. Introduction By providing your phone number and consenting to receive SMS communications from On Time Interpreting Inc. (“we,” “us,” or “our”), you agree to these Terms. These apply to text messages for service-related communications.B. Consent for SMS Communications You consent to receive SMS messages at the phone number you provide. Consent is voluntary and not required to receive interpreting services (alternative communication methods are available). SMS consent information is not shared with third parties for marketing.
C. Types of SMS Communications
With consent, you may receive messages related to:
- Appointment scheduling, confirmations, and reminders.
- Service updates, billing notices, or changes in interpreting assignments.
- Quality feedback or urgent session notifications.
- Promotional offers (only if you have separately opted in).
D. Message Frequency
Frequency varies. You may receive up to [e.g., 4–8] messages per month, depending on your active services. “Message frequency may vary.”E. Standard Messaging Disclosures
- Message and data rates may apply according to your carrier plan.
- You can opt out at any time by replying STOP to any message.
- For help, reply HELP or contact us at [Business Number] or visit [Website URL].
- See our [Privacy Policy URL] for full privacy details and [Terms URL] for general Terms of Service.
F. Potential Fees
Standard carrier message and data rates apply for domestic or international messages. We are not responsible for carrier fees.G. Opt-In Methods You may opt in via:
- Online forms or client portals.
- Verbal consent during calls or bookings.
- Paper forms or agreements.
H. Opt-Out Methods
Reply STOP to any SMS. You may also contact us directly. We process opt-outs promptly (typically within 10 business days). After opting out, you will no longer receive SMS but may still receive other communications (e.g., email).I. HELP and Support Reply HELP for assistance or visit [Website URL] / contact [Business Number].J. Privacy and Confidentiality All SMS communications respect our Privacy Policy. We treat your phone number and any session-related details with strict confidentiality. Data is used only for the stated purposes and protected per industry standards (including HIPAA where applicable). We do not share it for third-party marketing.
K. Modifications
We may update these terms. Changes are posted here with a revised date. Continued consent or service use after updates constitutes acceptance.L. Acknowledgment By consenting to SMS, you acknowledge you have read, understood, and agree to these terms.
L. Acknowledgment
By consenting to SMS, you acknowledge you have read, understood, and agree to these terms.