01 / Security & privacy
Begin with a clear inventory.
Describe what will be processed and why. Audio, images, documents and interaction logs may include personal, confidential or commercially sensitive information even when their primary purpose appears routine. Consider the content itself as well as filenames, metadata, linked records and reviewer notes.
Separate the information the task actually needs from material included by habit. Where feasible, use a non-sensitive example to discuss the workflow before transferring production data. Do not assume that removing a name makes the remaining content anonymous; context may still identify a person.
02 / Security & privacy
Make permitted use explicit.
Document where the material came from, what use is permitted and who has authority to provide it. A file being publicly accessible does not by itself settle whether it may be copied, labeled, redistributed or used to train a model. Record questions about licensing, participant permissions and third-party content for the responsible decision-maker.
Distinguish the service you are requesting from any potential secondary use. Ask how restrictions on model training, analytics, redistribution or onward transfer will be reflected in the engagement terms. If the purpose changes, reassess the permissions instead of relying on the original brief.
- Origin
- Identify the source, collection method and party responsible for providing the material.
- Permission
- Record the relevant agreement or permission reference and its scope.
- Limits
- Specify restricted uses, recipients, locations or time periods for confirmation.
03 / Security & privacy
Map the full handling path.
Follow the data from intake to processing, review, delivery and eventual removal. Include working copies, exports, backups and diagnostic logs in the discussion. Ask which organizations and roles may handle the material and how access is approved and removed.
Before sharing sensitive files, confirm an appropriate transfer method and the controls applicable to that particular workflow. Request current documentation for matters such as processing locations, subprocessors, access restrictions and incident communication. A marketing description is not a substitute for a project-specific agreement.
| Stage | Question to resolve | Record to request |
|---|---|---|
| Intake | What may be sent, and through which approved channel? | Transfer instructions and data scope |
| Processing | Which systems, locations and parties are involved? | Processing description and applicable terms |
| Human review | Who needs access to which parts of the source? | Role and access requirements |
| Delivery | Who receives the files and accompanying metadata? | Authorized recipients and handoff method |
| Retention | What remains, for how long, and how is removal handled? | Retention terms, exceptions and deletion process |
04 / Security & privacy
Design reviewer access around the task.
Reviewers need enough context to make a sound judgment, but not necessarily the entire record. Consider whether task segmentation, masking or a smaller reference set can meet the purpose. Evaluate the tradeoff carefully: removing too much context can make a judgment misleading or impossible.
Test any proposed redaction process on realistic examples. Record what was removed and how the transformation affects the output. If sensitive information is necessary to complete the work, confirm the handling arrangement before proceeding rather than hiding it in a generic upload.
05 / Security & privacy
Plan the end of the engagement at the start.
Agree what happens to source files, intermediate outputs, review notes and final deliverables after acceptance or termination. Clarify applicable retention periods, exceptions, backup treatment, return options and the process for requesting deletion. Ask how completion will be communicated and who owns the request.
Keep a concise record of the answers with the project brief. Revisit it when the scope, data sensitivity, processing arrangement or intended use changes. For legal or regulatory interpretation, involve your qualified advisers; a generic checklist cannot determine the obligations for every jurisdiction and dataset.
- Before transfer
- Confirm the scope, permitted use, handling terms and authorized recipients.
- During work
- Track material changes, access questions and unresolved handling issues.
- At closure
- Reconcile deliveries and follow the agreed retention, return or deletion process.
Further reading
Further reading on privacy risk management across data processing. This guide does not imply certification or legal compliance.