Nonfiction editor and proofreader
This is the privacy notice of James Paul Wallis, NIP: 5871727400, REGON: 387433160 (“I”, “my”, or “me”).
My registered office is at Swarzewska 13, 84-100 Puck, Poland.
Allow me to describe my use of data in simple terms before going on with the long formal version.
In brief, I may end up holding your data if you provide it to me. In practice, that could involve you sending me an email, which would mean I would then have your email address. Any data you provide in emails to me or in attachments, for example your name, will then be available to me. As well as being able to access your data in your emails to me, I may also record basic data elsewhere, for example in order to prepare invoices and accounts. Access to that data is limited to third parties you may imagine would have lawful access, for example my accountant and the tax office.
In the case of manuscripts and documents sent to me to edit, proofread, or otherwise work on, I tend to save these to my local computer and work offline before returning a final version by email. Such offline versions may also get saved in my periodic backups, which are to local drives and cloud backup services. The versions attached to emails may remain available to me in my email folders. All of which is probably what you would expect.
And now on to the long, formal version for the sake of completeness.
This notice describes how I collect, store, transfer and use personal data. It tells you about your privacy rights and how the law protects you.
In the context of the law and this notice, “personal data” is information that clearly identifies you as an individual or which could be used to identify you if combined with other information. Acting in any way on personal data is referred to as “processing”.
This notice applies to personal data collected through my website and through social media platforms and other online platforms, including Facebook, Twitter, LinkedIn and Reedsy.
Except as set out below, I do not share, or sell, or disclose to a third party, any information collected through my website.
Data Protection Officer
If you have any questions about how I process your personal data, including any requests to exercise your legal rights, please contact me at email@example.com.
Personal data I process
How I obtain personal data
The information I process about you includes information:
- you have directly provided to me
- that I gather from third party databases and service providers
- as a result of monitoring how you use my website or my services
Types of personal data I collect directly
When you use my website, use my services or buy from me, I may ask you to provide personal data. This can be categorised into the following groups:
- personal identifiers, such as your first and last names, your title and your date of birth
- contact information, such as your email address, your telephone number and your postal addresses for billing, delivery and communication
- account information, including your username and password
- payment information, such as a debit or credit card number and expiry date and bank account details
- records of communication between me including messages sent through my website, email messages and telephone conversations
- marketing preferences that tell me what types of marketing you would like to receive
Types of personal data I collect from third parties
Where appropriate, I reserve the right to confirm some of the information you provide to me directly using data from other sources. I also add to the information I hold about you, sometimes to remove the need for you to provide it to me and sometimes in order to be able to assess the quality of the services you offer.
The additional information I collect can be categorised as follows:
- information that confirms your identity
- business information, including your business trading name and address, your company number (if incorporated), and your VAT number (if registered)
- information that confirms your contact information
- reviews and feedback about your business on other websites through which you sell your services
Types of personal data I collect from your use of my services
By using my website and my services, I may process:
- your username and password and other information used to access my website and my services
- technical information about the hardware and the software you use to access my website and use my services, including your Internet Protocol (IP) address, your browser type and version and your device’s operating system
- usage information, including the frequency you use my services, the pages of my website that you visit, whether you receive messages from me and whether you reply to those messages
- transaction information that includes the details of the products services you have bought from me and payments made to me for those services
- your preferences to receive marketing from me; how you wish to communicate with me; and responses and actions in relation to your use of my services.
My use of aggregated information
I may aggregate anonymous information such as statistical or demographic data for any purpose. Anonymous information is that which does not identify you as an individual. Aggregated information may be derived from your personal data but is not considered as such in law because it does not reveal your identity.
For example, I may aggregate usage information to assess whether a feature of my website is useful.
However, if I combine or connect aggregated information with your personal data so that it can identify you in any way, I treat the combined information as personal data, and it will be used in accordance with this privacy notice.
Special personal data
I do not collect any special personal data about you.
Special personal data is data about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.
It also includes information about criminal convictions and offences.
If you do not provide personal data I need
Where I need to collect personal data by law, or under the terms of a contract I have with you, and you fail to provide that data when requested, I may not be able to perform that contract.
In that case, I may have to stop providing a service to you. If so, I will notify you of this at the time.
The bases on which I process information about you
If a basis on which I process your personal data is no longer relevant then I shall immediately stop processing your data.
If the basis changes then if required by law I shall notify you of the change and of any new basis under which I have determined that I can continue to process your information.
Information I process because I have a contractual obligation with you
When you create an account on my website, buy a product or service from me, or otherwise agree to my terms and conditions, a contract is formed between you and me.
In order to carry out my obligations under that contract I must process the information you give me. Some of this information may be personal data.
I may use it in order to:
- verify your identity for security purposes when you use my services
- sell products to you
- provide you with my services
- provide you with suggestions and advice on products, services and how to obtain the most from using my website
I process this information on the basis there is a contract between me, or that you have requested I use the information before I enter into a legal contract.
I shall continue to process this information until the contract between me ends or is terminated by either party under the terms of the contract.
Information I process with your consent
Through certain actions when otherwise there is no contractual relationship between me, such as when you browse my website or ask me to provide you more information about my business, including information about my products and services, you provide your consent to me to process information that may be personal data.
Wherever possible, I aim to obtain your explicit consent to process this information, for example, I may ask you to agree to my use of non-essential cookies when you access my website.
If you have given me explicit permission to do so, I may from time to time pass your name and contact information to selected associates whom I consider may provide services or products you would find useful.
I continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by instructing me by email to firstname.lastname@example.org. However, if you do so, you may not be able to use my website or my services further.
I aim to obtain and keep your consent to process your information. However, while I take your consent into account in decisions about whether or not to process your personal data, the withdrawal of your consent does not necessarily prevent me from continuing to process it. The law may allow me to continue to process your personal data, provided that there is another basis on which I may do so. For example, I may have a legal obligation to do so.
Information I process for the purposes of legitimate interests
I may process information on the basis there is a legitimate interest, either to you or to me, of doing so.
Where I process your information on this basis, I do after having given careful consideration to:
- whether the same objective could be achieved through other means
- whether processing (or not processing) might cause you harm
- whether you would expect me to process your data, and whether you would, in the round, consider it reasonable to do so
For example, I may process your data on this basis for the purposes of
- improving my services
- record-keeping for the proper and necessary administration of my business
- responding to unsolicited communication from you to which I believe you would expect a response
- preventing fraudulent use of my services
- exercising my legal rights, including to detect and prevent fraud and to protect my intellectual property
- insuring against or obtaining professional advice that is required to manage business risk
- protecting your interests where I believe I have a duty to do so
Information I process because I have a legal obligation
Sometimes, I must process your information in order to comply with a statutory obligation.
For example, I may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
This may include your personal data.
Information I process to protect vital interests
In situations where processing personal information is necessary to protect someone’s life, where consent is unable to be given and where other lawful bases are not appropriate, I may process personal information on the basis of vital interests.
For example, I may inform relevant organisations if I have a safeguarding concern about a vulnerable person.
How and when I process your personal data
Your personal data is not shared
I do not share or disclose to a third party, any information collected through my website, unless this is required to perform services to which you have consented, for example to send you email newsletters using a third-party emailing service.
Payment information is limited to the information provided by, for example, my bank when you make a payment to me.
Information obtained from third parties
Although I do not disclose your personal data to any third party (except as set out in this notice), I sometimes receive data that is indirectly made up from your personal data from third parties whose services I use.
No such information is personally identifiable to you.
Service providers and business partners
I may share your personal data with businesses that provide services to me, or with business partners.
- I may pass your payment information to my payment service provider to take payments from you
- I may use fraud prevention agencies and credit reference agencies to verify your identity and I may pass your information to those agencies if I strongly suspect fraud on my website
- I may pass your contact information to advertising agencies to use to promote my services to you
This is information given to me by you in your capacity as an affiliate of me or as a referral partner.
It allows me to recognise visitors that you have referred to me, and to credit to you commission due for such referrals. It also includes information that allows me to transfer commission to you.
The information is not used for any other purpose.
I undertake to preserve the confidentiality of the information and of the terms of my relationship.
I expect any affiliate or partner to agree to reciprocate this policy.
Use of information I collect through automated systems
Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit a website that uses them. They allow information gathered on one web page to be stored until it is needed for use at a later date.
They are commonly used to provide you with a personalised experience while you browse a website, for example, allowing your preferences to be remembered.
They can also provide core functionality such as security, network management, and accessibility; record how you interact with the website so that the owner can understand how to improve the experience of other visitors; and serve you advertisements that are relevant to your browsing history.
Some cookies may last for a defined period of time, such as one visit (known as a session), one day or until you close your browser. Others last indefinitely until you delete them.
Your web browser should allow you to delete any cookie you choose. It should also allow you to prevent or limit their use. Your web browser may support a plug-in or add-on that helps you manage which cookies you wish to allow to operate.
The law requires you to give explicit consent for use of any cookies that are not strictly necessary for the operation of a website.
- to track how you use my website
- to record whether you have seen specific messages I display on my website
- to keep you signed in to my website
- to record your answers to surveys and questionnaires on my site while you complete them
- to record the conversation thread during a live chat with my support team
Personal identifiers from your browsing activity
Requests by your web browser to my servers for web pages and other content on my website are recorded.
I record information such as your geographical location, your Internet service provider and your IP address. I also record information about the software you are using to browse my website, such as the type of computer or device and the screen resolution.
I use this information in aggregate to assess the popularity of the webpages on my website and how I perform in providing content to you.
If combined with other information I know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to my website.
Re-marketing involves placing a “tracking technology” such as a cookie, a “web beacon” (also known as an “action tag” or a “single-pixel GIF”) to track which pages you visit and to serve you relevant adverts for my services when you visit some other website.
The benefit of re-marketing technology is that I can provide you with more useful and relevant adverts, and not show you ones repeatedly that you may have already seen.
I may use a third-party advertising service to provide me with re-marketing services from time to time. If you have consented to my use of such tracking technologies, you may see advertisements for my products and services on other websites.
I do not provide your personal data to advertisers or to third-party re-marketing service providers. However, if you are already a member of a website whose affiliated business provides such services, that affiliated business may learn of your preferences in relation to your use of my website.
The law requires me to tell you about your rights and my obligations to you in regard to the processing and control of your personal data.
I do this now, by requesting that you read the information provided at http://www.knowyourprivacyrights.org
Use of my services by children
If you are under 18, you may use my website only with consent from a parent or guardian.
I collect data about all users of and visitors to these areas regardless of age, and I anticipate that some of those users and visitors may be children.
Encryption of data sent between me
I use Secure Sockets Layer (SSL) certificates to verify my identity to your browser and to encrypt any data you give me.
Whenever information is transferred between me, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.
Delivery of services using third party communication software
With your consent, I may communicate using software provided by a third party such as an email system provider.
Such methods of communication should secure your personal data using encryption and other technologies. The providers of such software should comply with all applicable privacy laws, rules, and regulations, including the GDPR.
If you have any concerns about using a particular software for communication, please tell me.
Data may be processed outside the UK
My websites are hosted in the UK. I am based in Poland.
I may also use outsourced services in countries outside the UK from time to time in other aspects of my business.
Accordingly data obtained within the UK or any other country could be processed inside or outside the UK.
Control over your own information
It is important that the personal data I hold about you is accurate and up to date. Please inform me if your personal data changes.
At any time, you may contact me to request that I provide you with the personal data I hold about you.
When I receive any request to access, edit or delete personal data I first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
Please be aware that I may not be in a position to provide you with all personal data I hold about you, and that if I do provide you with information, I may charge for such provision if doing so incurs costs for me. After receiving your request, I will tell you when I expect to provide you with the information, and whether I require any fee for providing it to you.
If you wish me to remove personally identifiable information from my website, you should contact me to make your request.
This may limit the service I can provide to you.
I remind you that I are not obliged by law to delete your personal data or to stop processing it simply because you do not consent to me doing so. While having your consent is an important consideration as to whether to process it, if there is another legitimate basis on which I may process it, I may do so on that basis.
Communicating with me
When you contact me, whether by telephone, through my website or by email, I collect the data you have given to me in order to reply with the information you need.
I record your request and my reply in order to increase the efficiency of my business.
I may keep personally identifiable information associated with your message, such as your name and email address so as to be able to track my communications with you to provide a high quality service.
When I receive a complaint, I record the information you have given to me on the basis of consent. I use that information to resolve your complaint.
If your complaint reasonably requires me to notify some other person, I may decide to give to that other person some of the information contained in your complaint. I do this as infrequently as possible, but it is a matter for my sole discretion whether I do give information, and if I do, what that information is.
I may also compile statistics showing information obtained from this source to assess the level of service I provide, but not in a way that could identify you or any other person.
If a dispute is not settled then I hope you will agree to attempt to resolve it by engaging in good faith with me in a process of mediation or arbitration.
If you are in any way dissatisfied about how I process your personal data, you have a right to lodge a complaint your relevant national authority. I would, however, appreciate the opportunity to talk to you about your concern before you approach such an authority.
Except as otherwise mentioned in this privacy notice, I keep your personal data only for as long as required by me:
- to provide you with the services you have requested
- to comply with other law, including for the period demanded by my tax authorities
- to support a claim or defence in court
Compliance with the law
I shall update this privacy notice from time to time as necessary.