Privacy Policy

1. Information We Collect

We collect the minimum amount of information needed to schedule and deliver language access services. This may include:

• Client contact information, service locations, billing details, and scheduling preferences.
• Interpreter credentials, certifications, background check confirmations, and availability.
• Encounter details and language pair requirements, which may reference protected health information (PHI) or personally identifiable information (PII) supplied by covered entities.
• Website usage data such as IP address, browser type, device identifiers, and pages viewed, captured via cookies and analytics tools.

2. How We Use Information

OCIN uses collected information only for legitimate business purposes, including:

• Coordinating interpretation and translation assignments and providing customer support.
• Verifying interpreter qualifications and compliance requirements.
• Processing invoices, payments, and reporting to partnering agencies.
• Maintaining secure records for legal, regulatory, and auditing obligations.
• Improving service quality, platform reliability, and user experience.

3. Legal Bases for Processing

Depending on your relationship with OCIN, our legal bases may include contract fulfillment, compliance with legal obligations, protection of vital interests, or legitimate interests pursued by a covered entity. When required, we obtain explicit consent for the processing of sensitive or biometric data.

4. Data Sharing and Disclosure

We never sell personal data. We may share information with:

• Qualified interpreters, translators, or subcontractors engaged under Business Associate Agreements or confidentiality contracts.
• Technology providers that power our secure scheduling portals, telehealth platforms, or payment systems.
• Regulatory authorities or law enforcement if required by law or to protect the safety of individuals.

All third parties are vetted for compliance with HIPAA, FERPA, and state privacy laws, and they are contractually restricted from using the information for unauthorized purposes.

5. Data Retention

OCIN retains records only for as long as necessary to satisfy service obligations, legal retention schedules, or dispute resolution requirements. When data is no longer required, it is securely destroyed or anonymized.

6. Security Measures

We protect information through encryption, access controls, role-based permissions, secure file transfers, and ongoing staff training. Incident response protocols are tested regularly, and breaches are reported in accordance with applicable laws.

7. Client and Interpreter Rights

Depending on your jurisdiction, you may have rights to access, correct, or delete personal data, restrict processing, or obtain copies of data in portable formats. Requests can be submitted by email to privacy@oregoncertified.com. We verify identity before fulfilling requests to protect confidentiality.

8. Cookies and Online Tracking

Our website may use essential cookies for security and session continuity, as well as analytics cookies to understand aggregated usage trends. You can adjust cookie preferences through your browser settings. For more information, review our Cookie Policy.

9. Children's Privacy

OCIN services are directed to professional organizations and adult clients. We do not knowingly collect information from children under 13 without verifiable parental consent consistent with COPPA requirements.

10. International Transfers

OCIN primarily operates within the United States. If cross-border transfers occur—for example, when a client travels internationally—we ensure appropriate safeguards such as standard contractual clauses or comparable legal mechanisms.

11. Updates to This Policy

We may update this Privacy Policy to reflect regulatory changes or improvements to our privacy practices. Revisions will be posted on this page with a new effective date. Significant changes will be communicated to affected partners and interpreters.

12. Contact Us

Questions about this Privacy Policy or our privacy program can be directed to: