The type of personal information we collect
We currently collect and process the following information:
Personal identifiers, contacts and characteristics (for example, name and contact details)
Login information for client websites or social media (only when requested by the client for marketing services)
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
To be able to reply to enquiries with quotes, advice, services, and invoices
[If applicable] We also receive personal information indirectly, from the following sources in the following scenarios:
When requesting quotes for services through our website.
We use the information that you have given us in order to reply to your requests as accurately as possible.
We may share this information with Softwood employees or freelancers employed by Softwood to carry out publishing services. No information is shared with any third party individuals or organisations.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Maddy Glenn at email@example.com
(b) We have a contractual obligation.
How we store your personal information
Your information is securely stored.
We keep your contact information for 6 months after completion of a project. Though we will keep physical copies of completed publishing projects indefinitely, we will securely keep any electronic files relating to publishing projects for 3 years before deleting them.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us on firstname.lastname@example.org if you wish to make a request.
If you have any concerns about our use of your personal information, you can make a complaint to us at SWS Publishing, Office 5, Wharfside House, Stowmarket, Suffolk, IP14 1RD. You can also complain to the ICO if you are unhappy with how we have used your data.
Softwood uses fully encrypted business computers and mobile devices that are not used by anyone other than Softwood employees or freelancers (bound by confidentiality and working agreements) themselves. Emails and documents are password protected.
We make it our duty to sign a non-disclosure agreement (NDA) between a Softwood editor and their client. The wording of which is expressed: "Softwood agrees not to reproduce, give, or show to anyone any material sent to them by the Author, unless the Author expressly states otherwise. The Editor agrees not to discuss the contents of the material sent to them with anyone other than the Author, unless the Author expressly states otherwise."
Upon the completion of a project between a client and Softwood, the manuscript will be held in an encrypted file for a period of 6 months before being destroyed. No physical copies of the manuscript will be made by Softwood at any point during the project.
Once a contract is signed, all communication should be directed privately through email between Softwood and the client. Social media should not be used to communicate any information pertaining to the details in the contract. Any conversations over Zoom are encrypted according to Zoom's own policies and we do not record or keep any part of the video call.
Web Log Files
swsublishing.com follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and it is a part of hosting services’ analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analysing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.
Web Privacy Policies
Note that swsublishing.com has no access to or control over these cookies that are used by third-party advertisers.
Third Part Privacy Policies
Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity.
swsublishing.com does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child has provided this kind of information on our website, we encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.