The Wordwell Group take your privacy very seriously and are committed to protecting and respecting any personal information that you share with us. We want visitors to our website to be able to take part fully in the activities, services and offers we provide and we also want to make sure that when we collect information from you, we do so in a way that does not infringe your right to privacy.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
You may visit this website anonymously as often as you like without providing any personally identifying information (such as your name, address or email address). We do not collect personal or identifying information from you except when you specifically provide it. With your consent we may gather personally identifying information from you when you voluntarily submit information to us by filling out a form on our website, subscribing to our mailing lists, entering prize promotions or giveaways or in connection with other activities, services and features we make available on our site.
Who we are
This website is run by Wordwell Limited, a company registered in Ireland under company number 121853. For the purposes of the General Data Protection Regulation (GDPR), other data protection laws applicable in member states of the European Union and other provisions related to data protection, the data controller is:
78 FURZE ROAD
SANDYFORD INDUSTRIAL ESTATE
Information we may collect from you
We may collect and process the following information about you:
Information you give us:
You may give us information by filling out forms on our website, signing up to our mailing lists or by corresponding with us by phone, email or otherwise. We will only use that information as we specifically state when you provide that information, or as set out in this policy.
We may collect your information when you:
- Interact or correspond with us in letters, by phone, email or via our website;
- Attend events we hold or interact with us in person;
- Subscribe to our mailing lists;
- Complete a survey;
- Submit proposals to us via email or post;
- Enter into a contract with us;
- Enter a competition, prize draw or giveaway;
- Submit an application to a job vacancy;
- Provide us with biographical information about you (e.g. by completing an author questionnaire)
- Become an employee.
Personally identifying information you may give us:
- Contact information including email address and postal address;
- Demographic information such as postcode, preferences and interests;
- Other information relevant to customer surveys and/or offers.
Non-personal identification information:
Information we receive from third parties:
In certain circumstances we will receive information about you from third parties. For example:
- If you are a job applicant we may contact your referees to provide information about you;
- If you are the co-author of a manuscript, your co-author may be required to provide us with information about you;
- If you have a literary agent making submissions on your behalf, your agent will provide us with information about you.
What we do with the information we gather
We require the information we gather to understand your needs and provide you with a better service.
We use your information lawfully and do not sell your information to third parties. However, where you have given your express consent we may share your information with carefully selected third parties as set out in the section When we share your information. The details of how we use your information and the legal bases for our use are set out below.
When we have your consent to contact you, we may use your information:
We may use the email address provided to keep in contact with you, respond to inquiries, questions and other requests. You may wish to contact us by sending us letters or emails or by filling out the contact form on our website – we will only use this information to respond to your query or suggestion. We may also ask you to provide further information about yourself, such as your name, location in order to provide the services we have agreed.
To tell you about new website features or services or notify you of changes to our website
> For internal record keeping;
> To customise the website according to your interests;
We may use the information users provide in the aggregate to understand how our users as a group use the services and resources provided on our site.
> To improve our products and services;
Information you provide helps us respond to your customer service requests, suggestions and support needs more efficiently.
> To contact you for market research purposes;
We may approach you (ourselves or via a third party) to ask you questions to help us improve the goods and services we offer and our website (e.g. by asking you to participate in a survey conducted by us or trusted partners). We will always let you know before you participate in any survey how any information you provide will be used and you do not have to respond to them
> To allow you to enter competitions, prize promotions or giveaways.
Sometimes we will use your information on the basis of our ‘legitimate business interests’ (legitimate interests). This means our legitimate interests in conducting and managing our business and our relationship with you.
If you are an author we will use your information to carry out our contract with you. This may include receipt, review, editing, design, printing and marketing of your manuscript.
Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests do not automatically override yours and we will not use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation). If you have any concerns about our processing you have rights and choices which include the right to object (please see the section headed Your Rights and Choices).
We may use your information for the purposes listed below on the basis of our legitimate interests:
- To operate a safe and lawful business or where we have a legal obligation;
- To enable us to comply with our policies and procedures and enforce our legal rights, or to protect the rights, property or safety of our employees;
- To carry out a contract we have with you;
- Where we have a business relationship with you;
- To contact you about submissions you made or content you provided to us;
- To respond to your queries or correspondence;
- To deal with any job applications you submit to us;
- To deal with enquiries about the website as necessary to provide customer support in providing the correct products and services to our website users;
- To ensure that content from our site is presented in the most effective manner for you and your computer;
- To analyse your use of our websites, social channels and email marketing and your responses to our communications;
- To measure or understand the effectiveness of advertising;
- To deliver relevant advertising and make relevant recommendations and suggestions to you about our products and services;
- To personalise, enhance, modify or otherwise improve the services and/or communications that we provide to you;
- To carry out aggregated and anonymised research about general engagement with our website in providing the right kinds of products and services to our website users;
- To detect and prevent fraud and unauthorised access or illegal activity;
- To improve security and optimisation of our network sites and services including trouble shooting, testing and software development and support.
Who can see your information
Your information may be processed by our staff or by the staff of third parties we work with to deliver our business. Processing can mean any activity that involves the use of information about someone that can identify them. All uses, for example, obtaining, recording, storing, disclosing, organising, retrieving, deleting and destroying are types of data processing. We take measures to ensure that third parties processing your information on our behalf are acting lawfully in accordance with our instructions and are subject to appropriate confidentiality requirements. We also have adequate technical and organisational safeguards in place in our company and with third party processors to protect your information. Third party processors of your information include:
- Our website hosts and operators, IT support providers, database operators, site analytics providers and software developers;
- Our editorial and design providers, peer-reviewers, third-party manuscript readers;
- Our financial services and payment service providers;
- Our warehousing and delivery service providers;
- Our auditors, technical consultants and legal advisors.
When we share your information
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
Where we share your information to a third party outside our organisation you will be required to consent to us sharing your information and if you choose to give your permission any interaction you have with a third party is governed by their privacy terms. The third party becomes a joint data controller of your information with us. This means that the third party can make decisions about how to use your information. Before we share your information we require third parties to enter into a data sharing agreement which stipulates that they must maintain appropriate security to protect your information from unauthorised access, processing or use.
We may share your personal information with the following third parties:
- Any prospective seller or buyer of businesses or assets, only in the event that we decide to acquire, transfer or sell any business or assets;
- Any other third parties (including legal or other advisors, regulatory authorities, courts and government agencies) where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law or where we have a legal obligation to do so.
We may also disclose your personal information to third parties to the extent necessary to enable us to carry out our obligations arising from any contracts entered into between you and us.
We are committed to ensuring that your information is secure and look for opportunities to minimise the amount of personal data we hold about you. Where appropriate we anonymise your information. In order to prevent unauthorised access, unlawful use or disclosure, we have put in place suitable physical, technological and operational procedures to safeguard and secure the information we collect online, such as:
- Ensuring the physical security of our offices;
- Ensuring the physical and digital security of our equipment and devices by using appropriate password protection and encryption;
- Maintaining a data protection policy for, and delivering data protection training to, our employees;
- Limiting access to your personal information to those in our company who need to use it in the course of their work.
How long we keep your information for
We will retain your information for as long as is necessary to provide you with the services that you have requested from us or for as long as we reasonably require to retain the information for our legitimate interests, such as for the purposes of exercising our legal rights or where we are permitted to do so for purposes of academic, literary expression and research purposes. We operate a data retention policy and look to find ways to reduce the amount of information we hold about you and the length of time that we need to keep it.
Where we store your data
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data white it is in transit; any data you send is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites
Your rights and choices
Your right to object
You have the right to object to our using your information for direct marketing and on the basis of our legitimate interests.
Your right to withdraw consent
You have the right to withdraw your consent for our use of your information in reliance of your consent.
Your other rights and choices
You also have other choices and rights in respect of the information that we hold about you, including:
- The right to request access to the information that we hold about you to check that we are acting lawfully;
- The right to receive a copy of any information we hold about you in a structured, commonly-used, machine readable format or in another format of your choice;
- The right to request that we transfer your information to another service provider in a structured, commonly used, machine-readable format;
- The right to ask us to correct information we hold about you if it is inaccurate or incomplete;
- The right to ask us, in certain circumstances, to delete information we hold about you;
- The right to ask us, in certain circumstances, to restrict processing of your information.
You may exercise your rights and choices by contacting us using the details above in Who we are.
Your Right to Complain
Please contact us if you have any questions or are unhappy about the way your information is used. We hope we will be able to resolve any problems or issues you may encounter.
You also have the right to lodge a complaint about us and our use of your information to the Data Protection Commissioner’s Office or the relevant authority in your country of work or residence.
Changes to this privacy notice
Phone: +353 (0)1 2933 568