We respect your privacy and are committed to protecting the personal information you provide to us. This Privacy Policy explains what information we collect, how we use it, who we may share it with, and the rights you have in relation to your personal information.
For the purposes of applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, [COMPANY LEGAL NAME] is the data controller responsible for the personal information we process.
PERSONAL INFORMATION WE COLLECT
The information we collect depends on how you interact with us.
Information collected when you use our website
When you visit our website, we may automatically collect certain information about your device and how you use the Site. This may include your IP address, browser type, time zone, information about cookies installed on your device, the pages or products you view, the websites or search terms that referred you to our Site, and information about how you interact with the Site.
We refer to this as Device Information.
We use cookies and similar technologies to operate and improve our website and, where applicable, to understand how visitors use the Site. Further information about our use of cookies is provided in our Cookie Policy.
Information collected when you purchase from us
If you purchase books or other products from us, we may collect information such as your name, billing and delivery address, email address, telephone number, details of your order and information needed to process and fulfil your purchase.
Your payment card details are not held by us. Payments are processed by third-party payment providers who specialise in the secure processing of card transactions.
We refer to information relating to your purchase as Order Information.
MANUSCRIPT SUBMISSIONS
If you submit a manuscript, book proposal, synopsis, covering letter or other material to us for consideration, we may collect and process the personal information you provide as part of that submission. This may include your name, email address, postal address, telephone number, biographical information, details of your writing or publishing history, your manuscript or proposal, and any correspondence or other information you choose to provide.
We use this information to assess and manage your submission, communicate with you about your submission, and make decisions about whether we may wish to publish your work. We may also use the information to maintain appropriate records of submissions and our correspondence with authors.
Your manuscript and associated information may be accessed by members of our team and, where necessary, by trusted third parties such as freelance editors, manuscript readers or other professional advisers who assist us in assessing or preparing submissions. We will only share information that is reasonably necessary for these purposes and expect third parties acting on our behalf to handle your information securely and confidentially.
We will not use your unpublished manuscript for purposes unrelated to the consideration or publication of your work without your permission, unless we are required or permitted to do so by law.
We retain information relating to manuscript submissions for as long as is reasonably necessary to manage the submission process, maintain appropriate business records and meet our legal obligations. If your submission is unsuccessful, we may retain your contact details and relevant correspondence for a reasonable period in case we need to refer to our previous dealings with you. You may contact us using the details below if you have questions about the information we hold about you or wish to exercise your applicable data protection rights.
OUR LAWFUL BASES FOR PROCESSING PERSONAL INFORMATION
Under UK data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may rely on one or more of the following lawful bases:
Contract: We may process information where it is necessary to enter into or perform a contract with you, for example when processing and fulfilling an order.
Legitimate interests: We may process information where it is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests. This may include assessing manuscript submissions, managing our relationships with authors and customers, maintaining business records, improving our services and website, and preventing fraud or misuse.
Consent: Where required, we may process your information on the basis of your consent, for example for certain marketing communications or optional cookies. Where processing is based on consent, you may withdraw your consent at any time.
Legal obligation: We may process personal information where necessary to comply with a legal or regulatory obligation.
The particular lawful basis we rely on will depend on the purpose for which we are processing your information.
SHARING YOUR PERSONAL INFORMATION
We do not sell or rent your personal information to third parties.
We may share personal information with trusted third-party service providers, agents, contractors and professional advisers where necessary to provide services to you or operate our business.
Depending on the circumstances, these may include:
- payment processing providers;
- website and hosting providers;
- database and business-management services, including Airtable;
- couriers and delivery providers;
- freelance editors, manuscript readers and reviewers;
- professional advisers such as accountants, lawyers or other consultants; and
- analytics and technology providers.
We only share information that is reasonably necessary for the relevant purpose and expect organisations processing personal information on our behalf to handle that information securely and in accordance with applicable data protection law.
MANUSCRIPT CONFIDENTIALITY
We understand that manuscripts submitted to an independent publisher are unpublished creative works and that authors may have legitimate concerns about who can access them.
Access to submitted manuscripts is limited to people who need to review or work with them for legitimate publishing purposes, such as members of our team, freelance editors, manuscript readers and reviewers.
We do not use submitted manuscripts for purposes unrelated to their assessment or potential publication without the author’s permission, except where we are required or permitted to do so by law.
GOOGLE ANALYTICS AND WEBSITE ANALYTICS
We may use Google Analytics or similar analytics services to help us understand how visitors use our website and to improve the Site and our marketing.
Where applicable, these services may collect information such as your IP address, device information, browser information and information about how you interact with our website.
Further information about how Google processes personal information can be found in Google’s privacy information.
INTERNATIONAL TRANSFERS
Some of the service providers we use may process personal information outside the United Kingdom.
Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that appropriate safeguards are in place where required by applicable data protection law.
This may include relying on a UK adequacy regulation or appropriate contractual safeguards.
If you would like further information about international transfers of your personal information, please contact us using the details below.
DATA RETENTION
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including to meet our legal, accounting and reporting obligations.
Orders: We retain information relating to purchases for as long as reasonably necessary for accounting, tax, legal and business-record purposes.
Manuscript submissions: We retain information relating to manuscript submissions for as long as reasonably necessary to manage the submission process, maintain appropriate records of submissions and correspondence, and meet our legal obligations. Where a submission is unsuccessful, we may retain relevant information for a reasonable period after the submission has been closed.
Correspondence: We may retain correspondence for as long as reasonably necessary to deal with the matter concerned and maintain appropriate business records.
We may retain information for longer where this is necessary to establish, exercise or defend legal claims or where we are otherwise required to do so by law.
YOUR DATA PROTECTION RIGHTS
Depending on the circumstances, you may have rights under UK data protection law including the right to:
- request access to the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete your personal information in certain circumstances;
- ask us to restrict how we process your personal information in certain circumstances;
- object to certain processing, including processing based on legitimate interests;
- request the transfer of certain personal information to you or another organisation; and
- withdraw consent where we rely on your consent as the lawful basis for processing.
These rights are subject to certain legal conditions and exemptions, and not all rights will apply in every circumstance.
If you wish to exercise a right or ask a question about how we process your personal information, please contact us using the details below.
THIRD-PARTY LINKS
Our website may contain links to websites operated by other organisations. This Privacy Policy applies only to our website and our processing of personal information.
We are not responsible for the privacy policies or practices of other websites, even where you access them through links on our Site. We recommend that you read the privacy policy of any third-party website you visit.
CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes to our business practices, technology, legal requirements or other operational, legal or regulatory reasons.
CONTACT US
If you have questions about this Privacy Policy, would like to exercise your data protection rights, or wish to make a complaint about how we handle your personal information, please contact us:
Email: enquiries@cranthorpemillner.com
Postal address:
Nine Hills Road
Cambridge
ENG
CB2 1GE