How CAQA Languages protects confidential documents, recordings and information across translation, interpreting and training work.
This Confidentiality policy explains how CAQA Languages, part of CAQA Groups and a Career Calling International initiative, protects the confidential information entrusted to us by learners, organisations and communities when we deliver language training, document translation, interpreting, localisation, subtitling, plain-language editing and cultural competency services. Language work is intimate work: we routinely see personal records, commercial documents, health information and community materials, and we treat every engagement on the basis that what you share with us stays within the engagement.
Unless the material is already public or you tell us otherwise in writing, we treat as confidential all source documents supplied for translation and every draft and completed translation of them; recordings, transcripts and notes arising from interpreting, subtitling or transcription assignments; learner information and training records from language-training programs, including enrolment details, assessments and progress notes; and business information disclosed while scoping or delivering an engagement, such as pricing, policies, internal documents and the fact that a sensitive matter exists at all.
Interpreters and translators engaged on your work are bound to confidentiality as a condition of their engagement. They may use the information they see or hear only to perform the assignment. They must not discuss the content of a session or document with anyone outside the engagement, must not use it for their own or anyone else’s benefit, and must return or destroy working materials when the assignment ends. Interpreters additionally observe impartiality: what is said in an interpreted session is conveyed between the parties and goes no further.
Documents and recordings are shared internally only with the people who need them to deliver your engagement, such as the assigned translator, interpreter, reviewer or trainer and the coordinator managing the work. Files are stored on access-controlled systems, and physical documents, where used, are kept securely and returned or destroyed at the end of the engagement. Terminology lists and glossaries built from your material are used only for your work unless you agree otherwise.
We disclose confidential information only with your consent, to the practitioners engaged on your assignment under equivalent confidentiality obligations, or where disclosure is required by law, by a court or tribunal, or by a regulator with lawful authority. If a disclosure is compelled, we will tell you before complying wherever the law allows us to do so.
We keep engagement records for as long as needed to deliver the service, manage quality reviews and meet our legal and accounting obligations. At your request, and subject to those obligations, we will return or securely destroy source documents, recordings and working files at the end of an engagement and confirm that this has been done.
Some engagements need more than our standard position, for example tender documents, legal matter support or sensitive community consultations. We can enter into a specific confidentiality deed or comply with your own confidentiality regime; raise this at the enquiry stage so it can be built into the engagement terms. No payments are taken through this website, and confidentiality arrangements are agreed as part of the written engagement that follows your enquiry.
Personal information contained in documents, recordings and learner records is also handled in accordance with our Privacy Policy and the Privacy Act 1988 (Cth). Where this Confidentiality policy is stricter than the Privacy Policy, the stricter position applies to your engagement materials.
To raise a confidentiality concern, request a confidentiality deed, or ask for the return or destruction of your material, email info@caqa.com.au, phone 1800 266 160, or use our contact page.
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