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.
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 firstname.lastname@example.org. 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.