When is your data processed and stored?
To be in line with the GDPR, I’ve put together my own policy to reassure you on how your data is processed and stored when you enquire about or purchase a service from Alex James, which is when and how your personal data will be collected.
Why is your data processed and stored and for what purpose?
Information is stored and processed via email or social media messaging primarily for the purpose of carrying out any work using my processes. No work shall be carried out unless both parties are in agreement. This personal information includes project files, samples of your project files, contracts, different editing versions, created documents that contain small parts of your information that help me do my work such as a style sheet or summary documents, and any document or message sent by you that contains your brief or requirements.
Information is stored and processed:
1) To understand your requirements before commencing work.
2) To communicate to you during the work to make sure any problems are resolved.
3) To enable me to carry out my work according to your requirements.
4) To help with record-keeping: job tracking, invoices/receipts for financial obligations, monitoring performance and time in my work, and for improving editorial excellence.
I will always ask for your consent to use your personal information – name, book title, written feedback – before using it for the purpose of promoting my services, for testimonials/feedback, or for showcasing my online portfolio.
Your email address and physical address are used for the purpose of posting you books, keeping a record of mailing list emails, exchanging ebooks for reading or review purposes, and administering giveaways or special offers.
Your email address may be used to contact you as a friend and fellow professional.
Your real name, author name, book title, book cover, and extracts of your books may be shared through Alex James’ website, social media, and mailing list for the purpose of book reviews. Please contact Alex James if you have preferences on how your data is shared.
What personal information of yours is stored?
- Project information – name, project title, genre/type, word count, service you’re interested in or you purchased, your brief/requirements, book description and details about your publishing plans and readers, contact details (email address and phone numbers), contract specifics about how work is to be carried out.
Some of your project information may also be stored in style sheets, edited files, or helpful sub documents for the purpose of carrying out work. It will not be used thereafter, other than for reference or record-keeping.
- Project – original files, edited files, and (shorter) sample files.
- Feedback – feedback forms you have filled in or any comments you have written in relation to Alex James’ business or services via email, social media messaging, in-person conversation, or phone call. Before reproducing any of this content as part of Alex James’ business and services, Alex James will ask for your consent.
How is your personal data stored?
Your data is stored on a safe PC under anti-virus protection in hardware and software. Windows administration security is active.
I’m an intermediate-level member of the Chartered Institute of Editors and Proofreaders (CIEP), and I’m bound by their Code of Practice, which means that I must, to the best of my ability, establish and maintain standards of best practice. The Code of Practice includes the following:
‘3.1.8 Management of electronic files Original documents are usually supplied in electronic form, by email, on disk (CD or DVD) or via a memory stick.
a Files supplied by a client should be virus-checked on receipt. Edited/proofread files should be virus-checked again before being sent on.
b The client’s original files should not be overwritten, but copied and renamed before editing. A protocol should be agreed with the client or designer for the naming of electronic files.
c All disks should be clearly labelled and dated so that they are easily identifiable.
d It is recommended that copies of completed work sent to the client should be retained in electronic format by the supplier for at least six months after the publication date of the work.
3.1.9 Original material and records It is the responsibility of the client to insure against loss of original material by keeping copies, etc. However, suppliers should take all reasonable precautions to ensure the safe keeping of documents and original material belonging to or held on behalf of clients and, where indicated, should use the method of dispatch suggested by the client. They should keep copies of query lists and important correspondence with third parties, including email and records of phone conversations, for at least six months after publication, and should make these available to the client on request.’
In the CIEP Code of Practice:
‘3.4.2 Relating to clients In the course of dealings with clients, members may be privy to confidential information and have access to sensitive and/or unpublished material, whether
contained in a text or in discussions and correspondence. Members should at all times respect these confidences and in no circumstances disclose any such information to a third party without the express authorisation of the client. In all dealings with third parties, members should bear in mind that a supplier, in fulfilling his or her editorial obligation, is acting as the client’s representative.
3.4.3 Relating to clients’ authors Members should respect the confidence of the author and refrain from discussing individual authors by name, except with the client, before publication of the material.
3.4.4 Relating to documents Members should take all reasonable precautions to ensure the safe keeping and subsequent disposal or return of confidential documents, either on paper or in electronic format, including copies.’
Choice and consent over your personal information
To check the data held on you or to request for it to be removed, email firstname.lastname@example.org. Data will be either shown to you or removed within one month.
Last modified: 23rd June 2021