Privacy Policy

Privacy Policy

Your data, your privacy and GDPR

I, Julie Hothersall, am a registered sole trader operating as Julie Hothersall Editorial Services, offering freelance proofreading services to a variety of clients.

This privacy 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 the way stated in this policy. The policy shows that I am compliant with GDPR: the General Data Protection Regulations in force from 25th May 2018.

This privacy policy was updated on 1st February 2020.

Why do I collect data from you?

I gather and use certain information about you in order to:

· respond to requests for information, e.g. my availability or a quote for proofreading

· allow me to contact you while a proofreading project is ongoing

· better understand how visitors use this website

What information do I collect from you?

When you contact me, I request the following minimal information:

· name and company name (if applicable)

· email address

· information about your enquiry (e.g. word count, the nature of your project, sample of your text)

If we agree to work together, I collect the following additional information:

· postal address to be used on invoices to fulfil any contractual obligations to HMRC (the UK tax   authority)

· files required for the work

How do I use this data?

I use the data I collect as follows:

· to contact you in response to your enquiry or booking

· for my internal accounting processes (e.g. to send invoices) and so that I am compliant with my tax authority (HMRC) should it request an audit

· to record your agreement to the terms and conditions of my proofreading services

I will never use this data for marketing or promotion purposes without getting your permission in writing first (e.g. to publish a testimonial you have written for me on my website).

I do not subcontract work, nor do I discuss your project with third parties or on the internet/social media without prior permission. If I can not take on a project, I might provide details of other editors or proofreaders for you to contact. At the same time, I will let the person I am mentioning to you know your first name and to possibly expect you to get in touch. I will provide no further details to the potential editor or proofreader.

How do I collect your personal data and how can you control it?

I collect minimal information via the following methods:

· website contact form via GoDaddy hosting

· email – Microsoft Outlook

I will never share your information with anyone else unless you give me permission in writing to do so, or I am required to do so by law.

Where do I store the data?

The minimal information I collect is stored in the following places:

· Emails are stored on my password-protected email account.

· Work files are stored on my password-protected Dropbox account or on Microsoft OneDrive which is my password-protected cloud-based file management system. Both of these accounts are accessed via my password-protected computer. 

How long do I keep the data for?

Because I work with many of my clients more than once, I do not delete your 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’. Please ask if you want me to delete or amend your records. As long as I am complying with HMRC’s legal requirements, I will do this immediately.

Do I share your data?

Unless my business is audited by HMRC or you request that I do so in writing, I do not share your data with anyone.

If you agree to provide a testimonial, I will include the name and details you provide.

I use Google Analytics to track traffic volume to my website and see what search terms are being used. I do not use any paid-for Google advertising features to gain personal data.

You have the right to request a copy of any data I hold on you and may do this by emailing me at enquiries@juliehothersalleditorialservices.co.uk. If you have any questions about what data I have about you or if you wish for your data to be modified or erased, please contact me.