Privacy policy

I’m a sole trader operating under the business name Sally Moss Editorial.

Services

My editorial services include proofreading, copy-editing, copywriting, blogging and provision of social media content.

Clients

I serve a range of clients (business, community, publishing, self-publishing, academics and students).

My clients are based all over the world.

Other contacts

These include suppliers and fellow editorial professionals.

This policy describes the personal data I hold on clients and other contacts, how I use it and how I keep it safe.

Last updated 25th May 2018

 

What I do with the personal data I hold

I use it to do these things:

  • respond to enquiries
  • communicate with clients
  • communicate with other contacts, including in my role as coordinator of the Liverpool group of the Society for Editors and Proofreaders
  • monitor my productivity
  • take payment from clients
  • pay suppliers
  • maintain records required by HMRC

I don’t use the data I collect for any other purpose, such as to send out marketing communications, without active consent.

I don’t pass the data I collect on to third parties, unless I am required to by law, for example in the case of a tax audit by HMRC.

Types of personal data I hold

I may hold any of the following personal data on my contacts:

  • name
  • email address
  • postal address
  • phone number
  • Skype ID
  • social media handles
  • additional personal data supplied to me in emails or documents, including documents for editing
  • additional data on Liverpool SfEP group members (SfEP membership status and attendance of meetings)
  • payment history

Sensitive personal data

I don’t collect any sensitive personal data (such as ethnic origin or criminal history).

However, I may be asked to work on documents that contain sensitive personal data about the author or other people. I will keep such data fully confidential and I will delete the data on request by the data subject once the work is complete.

Where I store personal data (see below for details of specific platforms)

  • I store the emails I receive, which contain email addresses and other contact information, in my email platform.
  • Postal addresses will also be stored on electronic records of invoices.
  • If you use the contact form on my website to contact me, your email address and message will also be stored in the backend of the website as a backup.
  • Details of payments are stored, with client names, in my accounting spreadsheets. Details of PayPal payments are also stored on the PayPal site.
  • Suppliers’ invoices may be stored in paper form.
  • I use an online productivity tool (Toggl) to record name of client, type of project (but no document titles or other information), fee and time spent.
  • Documents, including documents for editing, are kept on the hard drive of my computer and all files are also backed up to Dropbox.

Platforms and providers

Security

I access the personal data I hold on a personal computer and a smartphone, both of which are password-protected (on start-up and wake-up). Virus and malware protection is installed and up to date.

Before I dispose of any hardware I ensure that all data is permanently deleted.

All my provider accounts are password-protected.

How long I keep data for

I generally keep contacts’ personal data indefinitely unless I am asked to delete it. In the case of clients, this is because they sometimes require my services after long intervals, depending on their needs.

Removal of data

I will remove your personal data from my records on request, unless it is data I am legally required to keep, such as information I might be required to supply for a tax audit by HMRC. I will aim to carry out any removal of data within 30 days.

Any questions?

You are very welcome to ask me what personal data I hold on you and how I handle your personal data, or to ask me to remove any of your personal data from my records.