Privacy Policy

Certified Languages International (CLI) is committed to protecting your privacy in a variety of ways including using industry accepted security measures to protect against the loss, misuse and altercation of data contained in our system. CLI’s policy is designed to ensure the safety and accuracy of our clients and their customers’ personal information. Any information given to us will never be sold, rented, traded, or leased.

At CLI we recognize that privacy is important. This Privacy Policy applies to all of the interpretation and translation services offered by CLI.

CLI adheres to the The Health Insurance Portability and Accountability Act of 1996 (HIPAA) as well as the U.S. Safe Harbor Privacy Principles of Notice, Choice, Onward Transfer, Security, Data Integrity, Access and Enforcement, and is registered with the U.S. Department of Commerce’s Safe Harbor Program.

All CLI interpreters are U.S.-based with the exception of our French Canadian interpreters, who may be based in Canada.

If you have any questions about this Privacy Policy, please feel free to contact us via email privacymatterscertifiedlanguages dot com or write to us at:

Confidentiality Matters
c/o Certified Languages International
4724 SW Macadam Ave.
Portland, OR 97239
USA

Confidentiality Precautions

Each and every person who works with CLI, either as a direct employee in the central offices or as a contract interpreter, receives training in the compliance with the confidentiality and non-disclosure laws. This training takes place prior to the employee or contractor ever working with the customer in any form. Further, questions pertaining to their understanding of this information are incorporated in our testing program. Periodic review of this information takes place via quarterly training updates. As part of our employee initiation program, every employee is required to read, understand, and sign our proprietary employee manual, which includes all documentation required for confidentiality, HIPAA, and Safe Harbor requirements.

CLI is constantly aware of the necessity to keep all documentation and recordings regarding our customers and their clients in strict confidentiality. We have implemented the following procedures to ensure that our practice of protecting private information is followed. These practices are consistently reviewed and updated and include:

We have contacts within Centers for Medicare & Medicaid Services (CMS) and The U.S. Office for Civil Rights (OCR) who specialize in HIPAA compliance. These contacts evaluate our practices and advise us, ensuring our practices are HIPAA compliant.
No confidential information is available on the web. All data is stored securely in-house.
Our premises are not open to the public, the doors are locked and solely accessible via regulated key cards.
Every employee has a strict confidentiality agreement with emphasis on HIPAA and Safe Harbor compliance.
Interpreters are bound by signed confidentiality and HIPAA compliance agreements.
Strict guidelines require Customer confidential information not leave the office. None of our Customer information is available online.

In order to provide our services, we may collect the following types of information:

Information you provide: When you sign up with CLI we ask you for personal information (such as your name, email address, phone number and other account information and an account password). For certain accounts, we accept credit card or other payment account information which we maintain in encrypted form on secure servers.
User communications: When you send email or other communications to CLI, we may retain those communications in order to process your inquiries, respond to your requests and improve our services.

Your choices for personal information include:

When you sign up for our interpreter services, the only confidential information that is necessarily exchanged is the information that the interpreter is relaying between the two parties. No confidential information needs to be entered into the computer, recorded, or written down.
CLI records telephone interpreting calls for customers that request this service. All recordings are stored off-site in a secure location. These recordings are made strictly for quality assurance purposes and then destroyed after three months. As a customer of CLI you have the right to refuse that your calls are recorded.
CLI customizes our services to meet the needs of our customers. We will gather any information that you desire for billing purposes and this information will appear on the invoices. This information can include client names, dates of birth, ID numbers and more. If you choose, we will not gather any confidential information at the time our services are utilized.

Information Sharing

CLI only shares personal information with other companies or individuals outside of CLI in the following limited circumstances:

We have your consent. We require opt-in consent for the sharing of any client specific information.
We have a good faith belief that access, use, preservation or disclosure of such information is reasonably necessary to (a) satisfy any applicable law, regulation, legal process or enforceable governmental request, (b) enforce applicable Terms of Service, including investigation of potential violations thereof, (c) detect, prevent, or otherwise address fraud, security or technical issues, or (d) protect against imminent harm to the rights, property or safety of CLI, its users or the public as required or permitted by law.
If CLI becomes involved in a merger, acquisition, or any form of sale of some or all of its assets, we will provide notice before personal information is transferred and becomes subject to a different privacy policy.
Please contact us at the address below for any additional questions about the management or use of personal data.

Information Security

We take appropriate security measures to protect against unauthorized access to or unauthorized alteration, disclosure or destruction of data. These include internal reviews of our data collection, storage and processing practices and security measures, as well as physical security measures to guard against unauthorized access to systems where we store personal data.

We restrict access to personal information to CLI employees, contractors and agents who need to know that information in order to operate, develop or improve our services. These individuals are bound by confidentiality obligations and may be subject to discipline, including termination and criminal prosecution, if they fail to meet these obligations.

Data Integrity

CLI processes personal information only for the purposes for which it was collected and in accordance with this Privacy Policy or any applicable service-specific privacy notice. We review our data collection, storage and processing practices to ensure that we only collect, store and process the personal information needed to provide or improve our services.

Enforcement

CLI regularly reviews its compliance with this Privacy Policy to ensure it meets both HIPAA and Safe Harbor standards. Please feel free to direct any questions or concerns regarding this Privacy Policy or CLI’s treatment of personal information by contacting us through this web site or by writing to us at the address below.

When we receive formal written complaints at this address, it is CLI’s policy to contact the complaining user regarding his or her concerns. We will cooperate with the appropriate regulatory authorities, including local data protection authorities, to resolve any complaints regarding the transfer of personal data that cannot be resolved between CLI and an individual.

Changes to This Privacy Policy

Please note that this Privacy Policy may change from time to time. We will not reduce your rights under this Privacy Policy without your explicit consent, and we expect most such changes will be minor. Regardless, we will post any Privacy Policy changes on our website and, if the changes are significant, we will provide a more prominent notice (including, for certain services, email notification of Privacy Policy changes).

If you have any additional questions or concerns about this Privacy Policy, please feel free to contact us any time via email privacymatterscertifiedlanguages dot com or at: