“I”, “me” and “my” refer to Beverley Sykes, a sole trader trading as Superscript Proofreading and who owns the website at www.superscriptproofreading.co.uk;
“the website” means the website of www.superscriptproofreading.co.uk;
“you” and “your” refer to the person browsing or viewing the website of www.superscriptproofreading.co.uk, ordering a service via the website or agreeing to pay for a proofreading, proof-editing or copy-editing service arranged via direct contact with Beverley Sykes;
“we” means you and Beverley Sykes;
“work” mean the work being proofread, copy-edited or proof-edited;
“personal information” or “personal data” means any information relating to an identified or identifiable person;
“service” means the proofreading work that is purchased via www.superscriptproofreading.co.uk or by contacting Beverley Sykes direct.
5. What information is asked for?
5.1 I will ask for the following personal information:
- Your name and address
- Your email address
You will also be sending me a file or files to proofread, copy-edit or proof-edit.
I may ask for the following personal information:
- The name of your academic institution/publisher/business
- Your subject area/level of study/occupation
6. Why is the information collected?
6.1 I require your name and email address to maintain contact with you; if I ask for the name of your academic institution/publisher/business and/or your subject area/level of study/occupation, this is so that I can more fully understand the nature of your needs and provide you with the best possible service. I keep track of the work that I do each year, so this information is also used so that I can assess the proportion of different types of work that I do and can use this information when planning the future of my business.
6.2 I have to put your address on the invoice detailing my fees to comply with current tax regulations set down by HMRC. This is the case even though I always send invoices by email.
7. Controlling the use of your personal information
7.1 I have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information that is collected. I am aware of the General Data Protection Regulation which came in to force on 25 May 2018 and have assessed the situation regarding the information I ask you for, how that is stored and used and what I would need to do in the event of a breach of personal data.
7.2 All personal information related to you and all files sent to me are treated as strictly confidential and no information will be made available to a third party unless authorised in writing by you or if any of the exceptions listed in 7.4 below apply.
7.3 I will not sell, distribute or lease your personal information to third parties unless any of the situations listed in 7.4 below apply.
7.4 I reserve the right to disclose personal information (i) if mandated by law, e.g. during an investigation by HMRC; (ii) in connection with any court actions brought by you against me; (iii) in the good-faith belief that such action is necessary to protect and defend the rights, property or safety of my website, its users or the public (if such a situation were to arise I would seek legal advice before making any disclosure); and (iv) in a force majeure situation, i.e. when unforeseeable circumstances prevented me from fulfilling our contract/agreement. Regarding (iv), one of my adult children or my husband would be allowed access to my emails and would contact you to let you know whether or not I could complete the project. They would make it clear that they were emailing on my behalf and would not copy your email address or any other details relating to you to their computer/other devices.
7.5 Once I have sent you an invoice, any other document containing your address will be permanently deleted from my system. The email sending any such document will have that document permanently deleted from it.
7.6 The invoice or invoices you receive from me will include your address. I will keep that invoice(s) for approximately 7 years in case HMRC investigates my tax records and asks me to send evidence to them of the invoices I have sent. After that time the invoice(s) will be permanently deleted from my system.
7.7 Emails from you to me and from me to you will be kept for approximately 7 years and then permanently deleted. This is in case HMRC investigates my tax records and asks me to send evidence to them of the work I have done, which might include sharing contents of emails with them. After that time the emails will be permanently deleted from my system.
7.8 Emails are held in a password-protected email account.
7.9 Files containing invoices and any other information referred to in section 5 above are stored in a password-proteced Dropbox account. These will be kept for 7 years in case of an investigation by HMRC for which they might be required, but if you would like me to permanently delete your files once the work is complete, I will do this. You will simply need to email me to request this is done.
8. Links to other websites
8.2 You should exercise caution when visiting other websites and look at the privacy statement applicable.
9. Requesting information
9.1 You may request details of personal information which I hold about you. If you would like a copy of the information held, please email me at [email protected] .
10. Changing information
If you believe that any personal information held by me is incorrect, please contact me so that I can promptly correct it.
11. Deleting information
If you would like any personal information that I hold to be deleted, please contact me and I will delete it.
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