Data Protection / Privacy Policy

This Privacy Policy was created in line with the GDPR (General Data Protection Regulation). While this legislation formally applies only to European citizens, we choose to apply it to everyone we deal with.

Who we are

My name is Fiona Pickles. You can contact me at any time via my email address eaditter@manifoldpress.co.uk.

On behalf of book publisher and event manager Manifold Press, and with the support of Julie Bozza, I own and manage the websites and newsletter listed below, including acting as Data Protection Officer for them.

The purpose of these sites and newsletter is to discuss and promote the books we publish and the events we run. We collect a minimal amount of personal data relating to visitors to our websites and subscribers to our newsletter. This policy covers how we deal with that data.

Our business relationships – with authors, editors, proofreaders, designers and other team members – mean that we collect more significant personal data relating to these individuals and organisations. This policy covers how we handle this data as well.

Websites

Data collection: visitor statistics

The IP address is collected for all visitors to the sites, as part of maintaining overall visitor / site traffic statistics. See below for how this information is used.

Data collection: comment forms

The websites include comment forms on all posts and pages, which you can use to contact me or to participate in discussion, if you choose. The following personal data is collected via the comment forms:

  • Your name as given by you (e.g. your real name, nickname, pseudonym, tag, first name only, as you wish).
  • Your email address.
  • Your current IP address.
  • Your website address, if you provide it.

Other visitors to the website will only see your name and your comment. If you provide a website address, it will be linked to your name so that people can visit your site if they wish.

We will never ask you to provide any other personal data. However, if you choose to do so via your comment text, that data will also be covered by this policy.

Data collection: other forms

From time to time, similar data may be collected via forms for giveaways, event pre-orders, opinion polls, and so on. We will always explain what the data is being collected for, and never ask for more data than is necessary for the purpose.

Opt-in checkboxes

Each form includes an opt-in checkbox.

By selecting / checking this box, you are acknowledging that your personal data can be stored and used in line with this Privacy Policy.

You are also confirming that either you are at least 16 years of age or that you have parental consent for opting-in.

You will not be able to post a comment without selecting this checkbox.

Purpose of the data collection

Your name and email address enable notifications to be sent to you of any replies to your comment. Your name also helps organise and personalise any comment threads.

Your IP address helps us automatically filter out spam comments. On average, we receive over 1000 spam comments for every legitimate comment, so it would take up far too many hours in the day if we had to do this manually!

Your IP address also feeds into our visitor statistics. We only view this data in the aggregate, but it is useful to know, for example, what proportion of visitors come from which countries. The IP address also helps us eliminate statistical data associated with bots rather than real people.

Your website address is only used to create a link to your site from your comment, as a courtesy.

Data storage

The data collected via the websites is stored securely via the web-host (currently GoDaddy) and only accessed via a password-protected user account. This stored data is never downloaded to a local laptop or other device.

Comment notifications are received by the site owner via email, and are stored locally on two password-protected laptops.

Newsletters

Data collection

You can subscribe to the Press’s newsletter, if you choose. Subscription forms are included in the sidebars of the Press’s website and the Coffee House blog website, or you can ask me to subscribe you directly. The following personal data is collected:

  • Your email address.
  • Your first name, if you provide it (e.g. your real name, nickname, pseudonym, tag, as you wish).
  • Your current IP address.

We will never ask you to provide any other personal data.

Double opt-in

When you subscribe (or when I subscribe you) to the newsletter, you will be sent an email asking you to confirm that you definitely want to go ahead. This is known as double opt-in.

By confirming your subscription to the newsletter, you are acknowledging that your personal data can be stored and used in line with this Privacy Policy.

You are also confirming that either you are at least 16 years of age or that you have parental consent for opting-in.

You can unsubscribe (or ask me to unsubscribe you) at any time.

Purpose of the data collection

Your email address enables the newsletter to be sent to you. I personalise the greeting in each issue using your first name, if you’ve provided it.

Your IP address feeds into our subscriber statistics. We only view this data in the aggregate, but it is useful to know, for example, what proportion of subscribers come from which countries.

Data storage

The data collected via the newsletter subscription is stored securely via the newsletter application (currently MailChimp) and only accessed via a password-protected user account. This stored data is never downloaded to a local laptop or other device.

Notifications of subscriptions and unsubscriptions are received by the site owner via email, and are stored locally on a password-protected laptop.

Authors and other team members

Data collection

While in a business relationship with the Press, it is inevitable that a significant amount of your personal data is collected. This gathering of information will only occur in a direct and confidential way, such as in person, or via email or other correspondence. In addition to the sort of data collected for our visitors and subscribers, this data will include:

  • Your legal name as well as any pseudonym(s).
  • Your preferred pronouns.
  • Your social media addresses, tags or handles, if you provide them.
  • Your street and/or postal address.
  • Your phone number, if you provide it.
  • Your sales made through the Press, and related royalties and fees.
  • Your bank account or PayPal account details, sufficient to make payments to you.

We do not anticipate needing to ask you to provide any other personal data. However, if a legitimate business need arises for other data, this will be discussed and agreed with you before a request for that data is made.

Purpose of the data collection

This data all relates to conducting a proper business relationship with you, and dealing with both contractual and financial matters.

Your pseudonym, preferred pronouns, and social media addresses will be used in promoting your work.

All other data – including legal name, street or postal addresses, phone numbers, and financial records – will be kept strictly confidential. Sharing this data with other Press team members will be on a strictly ‘need to know’ basis, and the data will never be shared with any third party.

Data storage

The data collected in person or via correspondence will be stored locally on a password-protected laptop.

One copy of each signed contract is printed, filed and stored in my private study.

What we will and won’t do

We will collect only the minimal data needed to support what we believe are good business practices, as described above.

We will keep your personal data confidential and secure.

Data retention:

  • Personal data on a website will be held for the life of the website, unless you request otherwise.
  • Subscriptions to the newsletter will lapse approximately every two years, unless you choose to renew them.
  • Financial records will be held for the seven years required for tax purposes.
  • Contractual records will be held for the life of the business plus seven years.

At your request, or when a website or newsletter is closed, we will delete / destroy / anonymise your personal data in all formats. The only exception would be if there is a legitimate business requirement to keep all or part of the data, e.g. maintaining financial records for tax purposes.

We will never subscribe you to a newsletter or group without your explicit consent.

We will never transfer your personal data to any other person or organisation.

We will respect your rights, as listed below and as detailed by the GDPR.

Your rights

The GDPR details a number of rights held by you. The ones discussed here seem the most relevant for our visitors, subscribers, and team members, but this list is not intended to limit your rights in any way.

You have the right to access your personal data held by us, and to know how we use it. This policy should help make that clear, but specific queries are always welcome.

You have the right to update or correct your personal data, if what we hold is incomplete or inaccurate.

You have the right to be forgotten, i.e. we will delete your personal data at your request or when we have finished processing it (whichever comes first).

You have the right to specify what we can and can’t do with your personal data.

Taking action!

In the footer of each newsletter, you will find an ‘unsubscribe’ link. There is also an ‘unsubscribe’ link on the subscription forms on the relevant websites. Click this if you want to ensure you don’t receive any further issues of the newsletter. This does not, however, delete your personal data; you will need to contact me if you would like me to make that happen as well.

You will also find an ‘update preferences’ link in the footer of each newsletter. This enables you to see what personal data is held for you in my MailChimp account, and to update / remove / add to it as you wish.

All queries and requests relating to your personal data can be directed to me, Fiona Pickles, via my email address eaditter@manifoldpress.co.uk. Julie or I will always respond to such messages as soon as we possibly can.

Thank you for reading!

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