YOUR DATA, YOUR PRIVACY AND THE GDPR
I am a registered sole trader operating as Denise Cowle Editorial. I offer copyediting and proofreading services to independent authors, businesses and organisations, and traditional publishing houses. My client base is worldwide.
This policy describes how I protect and make use of the information you give me.
If you are asked to provide information, it will only be used in ways stated in this policy.
This privacy policy was last updated on 7 July 2020.
Why do I collect data from you?
I gather and use certain information about you in order to:
- respond to your requests for information, e.g. my availability or a quote for editorial services
- allow me to contact you while an editing project is ongoing
- send you my email newsletter, if you have specifically signed up for it
- enable certain functions on this website
- better understand how visitors use this website.
What information do I collect from you?
I collect the following minimal information:
- your name
- your contact postal address
- your email address
- information pertinent to your enquiry, e.g. word count and the nature of your project
- copies of our email correspondence.
I will never use this data for marketing or promotion purposes without getting your permission in writing first (for example, to publish your testimonial for me on my website), or unless you have signed up to receive my email newsletter.
FINANCIAL INFORMATION
I do not collect any financial information via this website. If you engage my services I will send you an invoice by email, but for which I will need your postal address. I do not accept direct payment by card or cheque so I do not hold your financial information.
PROJECT INFORMATION
I may keep project information and documents indefinitely unless you ask me to delete them. I may archive project documents and correspondence on completion but retain anything necessary to provide a reference for future projects with you, e.g. the style sheet I have agreed with you and a record of our contract for services, or to maintain my business records.
How do I use cookies?
A cookie is a small file placed on your computer’s hard drive. It enables my website to identify your computer as you view different pages on my website.
The only way in which I use cookies is for web analytics, specifically Google Analytics.
Cookies do not provide me with access to your computer or any information about you other than that which you elect to share with me.
You can use your web browser’s cookie settings to determine how my website uses cookies. If you do not want my website to store cookies on your computer or device, you can amend your settings. Please note that this may affect how my website functions, and some pages may become unavailable to you.
To learn more about cookies, visit All About Cookies.
To read Google’s privacy statement, and how you can request that I remove your information from my analytics data, see Google’s data privacy policies and approach and its data processing terms.
How do I collect your personal data?
I collect and store minimal information via the following forms:
- Contact form (via WordPress)
- Booking confirmation form (via WordPress)
- Newsletter signup (via MailChimp)
- Email (via GSuite)
I will never lease, distribute or sell your information to third parties unless you give me written permission to do so, or I am required to do so by law.
You can ask me to remove your data from WordPress or MailChimp at any time.
How do I store your personal data?
The minimal information I collect is stored on the following data servers:
WordPress. This is my website host. It is password-protected and has SSL-certification (https) to provide an additional layer of security. You can access WordPress’s privacy policy here.
Dropbox. This is my cloud-based file management system accessed via my password-protected computer. My Dropbox account is protected by a two-step password-authentication process. You can access Dropbox’s privacy policy here.
MailChimp. This is my newsletter-subscription management system. MailChimp requires a double opt-in. That means that after a subscriber signs up they have to confirm their opt-in via email. You can access MailChimp’s privacy policy here.
GSuite by Google. This is the password-protected server I use to communicate via email. You can access Google’s privacy policy here.
DATA SERVERS IN THE UNITED STATES
Weebly, Dropbox, MailChimp and Google’s servers are based in the US but are registered with the EU–US Privacy Shield.
How long do I keep your data for?
Because many of my customers and clients work with me more than once, I do not delete data unless specifically requested to do so.
HMRC requires me to keep records for ‘at least 5 years after the 31 January submission deadline of the relevant tax year’. See ‘How long to keep your records‘.
Please ask if you want me to delete or amend your records. As long as I’m complying with HMRC’s legal requirements, I’ll action your request immediately.
With whom is your data shared?
No one, unless you request that I do so in writing, or HMRC elects to audit my business.
LINKS TO OTHER WEBSITES
My website contains links to enable you to visit other websites of interest easily. However, once you have used these links to leave my site, I do not have any control over that other website. Therefore, I cannot be responsible for the protection and privacy of any information that you provide while visiting such sites, and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy statement applicable to the website in question.
Contact me
If you have any questions or requests for modification or removal of your data, you are welcome to email me at denise@denisecowleeditorial.com or write to me at Denise Cowle Editorial, 5 Leverndale Court, Glasgow, G53 7SJ, UK.
If you need assistance with creating your own GDPR-compliant website privacy policy, the ICO provides some excellent guidance.
