privacy and data protection policy

privacy and data protection

Who I am

My website address is: www.clareblackediting.com

I offer proofreading and editing services to businesses, publishers and individuals.

I operate as a sole trader in the UK under the name of Clare Black Editing.

This privacy and data protection policy explains how I use and protect the information I collect from you.

Policy updated on 8th February 2021.

What personal data I collect and why I collect it

Essential information

I collect essential information to enable me to respond to your enquiry, to provide a quote, to obtain your agreement to my terms and conditions of business, to contact you about your project, to send invoices and to keep accounting records. This will include your name and email address as a minimum, and your mailing address and telephone number if I carry out work for you.

Your data is collected directly from you when you provide your details (i.e. by completing the contact form on my website or by sending me an email).

Analytics

I use Google Analytics and Stat Counter to analyse the visitors to my site and ascertain their geographical location.

Comments

When visitors leave comments on my website, the data shown in the comments form, and also the visitor’s IP address and browser user agent string is collected to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Cookies

If you leave a comment on my website you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, I will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, I will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Embedded content from other websites

Pages and posts on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Where your data is stored

I use OneDrive and Dropbox (cloud file storage) for all client and project work. I access these systems by a password-protected computer. Dropbox and OneDrive have a two-step password authentication procedure.

I also back up all files to an external hard drive, which is password protected.

I communicate via email through a UK-based password-protected server of BT Mail.

Email may also be sent through Roundcube or Horde webmail.

My website is secure and uses HTTPS/SSL security. It is hosted with Shark Hosting.

Who I share your data with

I will not share your personal data with anyone else unless required by law (i.e. with HMRC).

I will not use your data for marketing purposes without obtaining your consent.

I will not sell, lease or distribute your personal information to third parties unless I am required by law to do so.

How long I retain your data

If you are a client I am required to keep your data for tax purposes for the period specified by HMRC. This is presently five years from 31st January of the relevant tax year. This is the submission deadline for tax returns.

If you leave a comment, the comment and its metadata are retained indefinitely. This is so I can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on my website (if any), I also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data I hold about you, including any data you have provided to me. You can also request that I erase any personal data I hold about you. This does not include any data I am obliged to keep for administrative, legal, or security purposes.

Where I send your data

Visitor comments may be checked through an automated spam detection service.