PRIVACY BREACH MANAGEMENT

Effective privacy breach management processes are essential for organizations to promptly and effectively respond to privacy incidents and mitigate their impact.

Plan

a. The Director and VP are informed right away of any potential Privacy breaches

b. Plan: in the event of a privacy breach, any client, contractor or staff will contact the MLC Director or MLC VP who will do the due diligence

c. Conduct privacy assessments: assess the potential risks and vulnerabilities in your organization’s data handling practices to identify areas that require additional safeguards.

Monitor and Assessment

a. Monitor systems and data: Implement monitoring mechanisms to detect any unauthorized access or suspicious activities in real-time.

b. Investigate and assess the breach: As soon as a breach is detected, initiate a thorough investigation to determine the scope, nature, and potential impact of the incident.

c. Identify the breach based on severity and potential risk to affected individuals to determine response measures.

Response

a. Notify the response team members.

b. Contain and mitigate the breach: Take immediate actions to contain the breach, limit further exposure, and mitigate potential harm. This may involve isolating affected systems, patching vulnerabilities, or resetting compromised credentials.

c. Notify affected parties

Remediation and Follow-up

a. Review and update security measures: Conduct a thorough review of existing security protocols and implement necessary improvements to prevent similar breaches in the future.

b. Provide support to affected individuals

c. Learn from the incident: Conduct a post-incident review to identify lessons learned and implement changes in policies, procedures, and employee training to enhance privacy and security practices.

EQUITY PRIVACY

Multi-Languages Corporation understands the sensitive nature of information that may be shared during conversations about equity and diversity and will respect the privacy and confidentiality of employee information, at all times. Complaints surrounding any violence and harassment will be dealt with according to the guidelines set out in our Anti-Violence and Harassment policies.

BUSINESS CONTINUITY AND SECURITY OF DOCUMENTATION

Confidentiality and Privacy:

Multi-Languages complies with all privacy and confidentiality standards as per the agreements signed with each of our clients as well as with each contractor who provides services to us.

We are certified and abide by the strictest national and international industry standards.

Multi-Languages has strict systems in place to guarantee continuity of services to our clients and the respect to the privacy of the information.

Multi-Languages keeps all documents confidential in perpetuity unless otherwise specified in writing by the client.

There are 3 major areas of focus: Communication, Human Resources and Technology.

Communication:

Our team has a system in place to make sure there are no gaps in communication between the different parties involved in the provision of interpreting/translation services (client, interpreters/translators and management).

The system includes relying heavily on email for communication between all parties involved in the interpretation and translation process. We also use the telephone when something more urgent needs to be addressed.  Internally, our team communicates via Slack which is one of the most efficient and effective communication tools in the market today. All platforms we work with have two-factor authentication enabled when the platform allows.

Communication is essential for the success of each assignment; therefore, we prioritize outstanding communication.

Human Resources:

We have a role structure contingency plan which allows the flow of work keep moving forward at all times. Each team member, in absence of one, is fully capacitated to continue and ensure that any interpreting or translation request is taken care of from the initiation stage until the end.

We have a main interpreting coordinator constantly monitoring incoming emails, a first back up person for support, and, further back up for support when the need arises.

We have access to over 1,900 interpreters through our always updated database. It allows us to search by languages, credentials, accreditation, number of jobs done, location, etc.

In the rare event we receive a cancellation from one of our interpreters due to an emergency, we immediately work on finding the most suitable replacement or offer other solutions as needed.

Technology

Our proprietary Database allows us to access immediate reporting to identify any potential gaps, the system tracks every stage of the project with a timestamp by the minute on each Interpreting assignment order. We also have a “Communication System” tab where all important phone calls and emails are noted with the date and time, as well as who spoke with who and what was discussed, this way any of the staff members can continue with a project in the absence of another team member. We provide advice throughout assignment to ensure everything runs smoothly and each request is a success.

Our server is protected by:

UPS (Uninterrupted Power Supply) in case of a power outage

Remote Replicator Back up (real time backup of all server data)

Wireless Internet hub (In case of internet blackout, hub can provide LTE)

We have power, internet, and SSD back up redundancy all in place

 In our 25 years in business, we have not seen a larger disruption to our client’s life other than COVID; our service was never interrupted even the day we transitioned from working at the office to working from home, we have supported our clients not only with in-person assignments but also helped them to transition to new technologies and to provide the best possible solutions.

Acceptable Use Policy

Our Internal Team of Contractors go through a strict screening process and have a contract that stipulates that confidentiality and security are essential to the work we do.

We offer personalized training so our staff knows our system and technology requirements.

Our Team must comply with our policies, our client’s requests and local laws.

Our internal Team are trained to not post commercial messages without the proper permissions, how to access and treat confidential information.