Policies of Security, Confidentiality, and Reliability

As a freelance professional, my commitment to the security, confidentiality, and reliability of my clients' information is fundamental in all areas of my work, including translation, database management, virtual assistance, and personal administration. This document establishes the policies and terms governing the handling of sensitive information.

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1. Commitment to Confidentiality

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1.1 Protection of Content

I strive to prevent confidential project files and content from being accessible by unauthorized parties.

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1.2 No Discussion

I will not discuss the confidential content of the project with unauthorized parties.

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1.3 File Deletion

I will delete project files upon completion of the work or am willing to do so upon request.

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1.4 No Paper Copies

I will not create paper copies of confidential documents, and if any are produced, I commit to destroying them upon project completion.

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1.5 Encrypted File Storage

I understand how to store files only in encrypted form and am willing to agree to do so.

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1.6 Password-Protected Folders

I understand how to password-protect file folders and am willing to agree to this.

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1.7 Encrypted File Transfer

I understand how to send and receive project files in encrypted format and am willing to agree to this.

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1.8 Dedicated Project Folder

I am willing to maintain separate file folders for each client.

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1.9 Remote Backup

I have a regime, available upon request, for performing remote backups of files while work is ongoing.

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1.10 Archiving

I have a regime, available upon request, for retaining copies of project files after work is completed.

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1.11 No Cloud Storage

I am willing to agree to store content only locally on my own machines, i.e., not in "the cloud."

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1.12 No Unauthorized Sampling

I use samples of completed translations (in portfolios or other means to promote my services) only with the client's permission.

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1.13 Confidential Collaboration

I will not disclose confidential information when seeking assistance from other professionals regarding term selection or other aspects of the project.

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1.14 No Discussions of Terms

I am willing to agree not to seek assistance from other translators regarding term selection or other aspects of the project.

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1.15 No Claims of Ownership

I accept that completed translations are the property of the client or the client's client and waive any personal rights over them.

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1.16 Confidential Reference Material

I consider reference materials to be confidential; I do not share such materials and would not use them in projects for other clients without permission.

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2. Document and File Management

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2.1 Home Office

I have a dedicated office in my home, where I am the sole user, ensuring the privacy and security of information.

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2.2 Dedicated Computer

I have a dedicated computer for work, password-protected and equipped with anti-theft hardware features.

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2.3 Antivirus and File Scanning

My computer has licensed and updated antivirus software, and all incoming/outgoing files are scanned for viruses and malware.

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2.4 Operating System Updates

Updates to my operating system are installed automatically to maintain device security.

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2.5 Privacy Screen

My computer screen is not visible through a window to protect the information being handled.

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2.6 FIPS

My devices comply with the U.S. Federal Information Processing Standards (FIPS).

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2.7 Encrypted Hard Drive

My hard drive is encrypted.

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2.8 RAID

My hard drives use redundant RAID.

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2.9 File Auditing

I understand how to enable security auditing and file logging and am willing to agree to do so.

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2.10 Locked Phone

My mobile phone is protected by a password, fingerprint, or facial recognition.

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2.11 No Piracy

I do not use pirated software on my devices.

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2.12 Protected Network

My home office network is password-protected and has a firewall.

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2.13 No External Wifi

I do not use, or am willing to agree not to complete a project using, wifi outside of my home office.

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2.14 Offline Work

I am willing to work from home, alone and offline, if necessary.

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2.15 VPN Usage

I understand how to use, and am willing to accept, a secure VPN for file transfers.

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2.16 Encrypted Email

I have an email account that allows me to exchange end-to-end encrypted messages, and I am willing to accept only such transfers.

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3. Collaboration and Conflicts of Interest

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3.1 Conflict of Interest

If I experience a conflict of interest, or recognize the possibility of such a perception, I will discuss it immediately with my client.

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3.2 No Insider Trading

It is my policy not to take any action (e.g., buying stocks) as a result of having accessed confidential information.

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3.3 Illegal Activities

If I become aware of any illegal activity, it is my policy to report it immediately to the relevant authorities and to my client, if appropriate.

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4. Compliance and Reporting

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4.1 Disclosure Reporting

If confidential information is ever inadvertently disclosed, I would immediately notify my client.

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4.2 Assumption of Confidentiality

In the absence of a contrary agreement, my assumption is that files and content should remain confidential.

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4.3 Experience with Secure Projects

I have experience working with highly confidential content.

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4.4 No Subcontracting

I do not subcontract/outsourcing work, or I do not do so without the client's permission.

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4.5 Security Specialist

I have been trained in, or have worked in, the field of data security.

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4.6 Background Check

I am willing to undergo personal background checks.

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4.7 Drug Testing

I am willing to undergo drug testing.

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5. Password Practices

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5.1 Password Management

I have a professional approach to passwords that involves (1) strong, long passwords; (2) different passwords for different sites/services; and (3) periodic password rotation.

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5.2 Two-Factor Authentication

I use two-factor authentication procedures whenever possible.

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6. Certifications

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6.1 HIPAA Training

I am trained/certified in HIPAA.

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6.2 Security Clearance

I currently hold an active security clearance from a governmental agency.

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7. Other Personal Characteristics

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7.1 Code of Conduct

I have endorsed the Professional Guidelines of ProZ.com or am subject to the code of conduct of a recognized industry association.

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7.2 Own NDA

I can provide my own NDA/security policy for clients who do not have one available.

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7.3 Assumption of Confidentiality

In the absence of a contrary agreement, my assumption is that files and content should remain confidential.

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7.4 Experience with Secure Projects

I have experience working with highly confidential content.

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7.5 No Subcontracting

I do not subcontract/outsourcing work, or I do not do so without the client's permission.

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7.6 Background Check

I am willing to undergo personal background checks.

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7.7 Drug Testing

I am willing to undergo drug testing.

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8. Acceptance of Terms

By working with me, you agree to accept these securities, confidentiality, and reliability policies. I am open to signing a confidentiality contract that formalizes this commitment, thus ensuring compliance with all security protocols.

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Contact

For any inquiries or clarifications regarding these policies, please feel free to contact me.