Privacy Policy

Effective Date: November 17, 2025

Western Interpreting Network ("WIN", "we", "us", or "our") is committed to protecting your privacy and ensuring compliance with the Health Insurance Portability and Accountability Act (HIPAA), the California Consumer Privacy Act (CCPA), and applicable U.S. privacy laws.

Information We Collect

We may collect the following categories of personal and professional information:

• Identifiers: Name, email address, phone number, IP address, mailing address
• Professional details: Agency affiliation, interpreter certifications
• Communications data: Job requests, interpreter responses, chat transcripts
• PHI (when applicable): Information relating to interpreting services for healthcare settings
• Device/browser information: Collected via cookies or analytics tools
• SMS opt-in data: Mobile number, consent timestamp, message history

SMS Consent and Communication

When you provide a mobile number to us, you may receive SMS messages related to interpreting services, scheduling updates, and account activity.

• Message frequency varies by usage.
• Message and data rates may apply.
• You may opt out at any time by replying STOP.
• For help, reply HELP or contact us at support@westerninterpreting.net.

We do not send marketing SMS messages without explicit opt-in consent.

HIPAA Compliance

We maintain administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of Protected Health Information (PHI) when it is handled as part of interpreting services for covered entities.

• Access to PHI is restricted to authorized personnel only.
• We sign Business Associate Agreements (BAAs) with clients where required.
• All transmission of PHI (email, SMS, or web portals) is encrypted where feasible.

We do not use PHI for marketing or analytics.

If you are a client or patient with questions about how your medical or sensitive information is handled, please contact our Privacy Officer at privacy@westerninterpreting.net.

CCPA Disclosures (California Residents)

If you reside in California, you have rights under the California Consumer Privacy Act (CCPA), including:

• Right to Know: Request details on what personal information we collect and why
• Right to Delete: Request that we delete your personal information
• Right to Opt Out of Sale: We do not sell personal information
• Right to Non-Discrimination: You will not be penalized for exercising your rights

To exercise these rights, please email privacy@westerninterpreting.net or call 951-526-2646. We may verify your identity before fulfilling your request.

How We Use Information

We use your data for:

• Providing interpreting services
• Job coordination and communication
• Internal auditing and billing
• Legal compliance
• Improving our services

We do not sell, lease, or rent your personal information to third parties.

Sharing of Data

We may share your information with:

• Service providers (e.g., SMS gateway providers)
• Medical or educational institutions to coordinate services (with proper authorization)
• Law enforcement or government agencies when required by law

All third parties must adhere to confidentiality and data protection standards equivalent to ours.

Security Measures

• SSL/TLS encryption on all web sessions
• Server-level and database-level access restrictions
• Passwords stored securely using salted hashes
• Role-based access controls for staff and interpreters
• Annual internal audits and breach response protocols

Contact Information

If you have questions or concerns about this privacy policy, please contact: