Item 10 - Agreements with Accent on Languages, Inc., Mente, Inc. dba Cesar Vargas and Assoc.

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The City of Santa Ana l Translation Services and Alternate Formats 1 RFP #2023-14 CD Data Protection and Privacy Interpreters Unlimited (IU) respects the privacy of protected health, educational records, and other sensitive information and understands the importance of keeping this information confidential and secure. IU understands the importance of the Health Insurance Portability and Accountability Act (HIPAA), Family (Educational Rights and Privacy Act (FERPA), and Health Information Technology for Economic and Clinical Health Act (HITECH), as it applies to our services. Therefore, we have developed the following guidelines to ensure confidentiality of protected health information, educational records, and other sensitive information we may become privy to when providing our language services. IU staff, interpreters and translators are required to adhere to guidelines in place to ensure the correct handling of sensitive and/or confidential information. IU has a zero -tolerance policy for those who do not comply with these guidelines. Compliance with HIIPAA, FERPA and HITECHIU maintains a comprehensive system to ensure compliance with applicable provisions of the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA) as well as the Health Information Technology for Economic and Clinical Health Act (HITECH) recently put into effect. Since our goal is to provide the highest level of service to our customers and business partners, we want you to know how IU complies with the HIPAA, FERPA, and HITECH directives. Our Privacy Policy contains procedures addressing the protection, use, and disclosure of protected health information ("PHI") along with education/school records, accounting of disclosures, access by individuals and third parties to PHI, protection of PHI by contractors, business associate agreements, and training of employees. We treat personal information securely and confidentially. We limit access to personal information to only those persons who need to know that information to provide support services to our customers. This also includes our interpreters who are trained in the importance of safeguarding this information and must comply with our procedures and applicable laws. We employ strict physical, electronic, and procedural security standards to protect personal information and maintain internal procedures to promote the integrity and accuracy of that information. Translators are not allowed to remove any documents that contain information defined as sensitive and/or confidential. IU translators must adhere to the following guidelines: Systems and Tools Implement a secure FTP server to ensure protected transmission of files and PHI. Plunet software which suDnorts a wide ranee of laneuaees and dialects. while simultaneously supporting the largest set of filetypes for translations allowing fast turn -around times. r PLUNET sulovorts over 70 different file tvnes includine Adobe PDF and InDesian. XML. Java. HTML, Microsoft Word and PowerPoint. Security Measures r SFTP/ FTP sites used for transmission of files will be restricted solely to Your organization IP addresses to ensure tighter security. Encryption of main ERP system where IU client data- including PHI- will be stored. Code review in place to assess security considerations prior to deploying new code into internal systems. Annual independent code audits and penetration testing. Software specifically designed to prevent SQL injections and XSS intrusions. :Z Multiple redundant firewalls in place to detect and prevent various types of remote intrusion. • Do not discuss the subject matter, details, or content of a translation project with anyone outside • Follow guidelines of IU Privacy Policy interpretation 10 translation transpertatiun AN )sign language 8943 Calliandra Pd, San Diego, CA 92126 / Phone 800.726.9891 / Fax 80072698.22 Page 17 of 33