Data protection privacy notice for writers and editorial service clients
This notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during your relationship with us as a writer or client, and also how we store your data after that relationship ends.
Who collects the information
Galley Beggar Press (the ‘Company’) is a ‘data controller’ and gathers and uses certain information about you.
What information we collect
We may collect the following information during our relationship with you:
Your name, contact details (i.e., address, home and mobile phone numbers, email address);
Further information collected from the time you submit your work to us (such as, e.g., your manuscript and correspondence), and which we will use for the duration of our relationship with you (and may subsequently retain for legal, accounting or archival purposes);*
Information in respect of the terms of your work or relationship with us;
Details of the fees payable to us, or to you.
*If you have submitted a manuscript to us during an open submissions window, or a short story for the short story prize, which we do not subsequently publish, your manuscript will be stored for no more than one year from the date of submission.
How we collect the information
We may collect this information from you from our websites and other technical systems, such as computer networks and connections, access control systems, communications systems, remote access systems, email and instant messaging systems, intranet and Internet facilities, telephones, voicemail and mobile phone records.
Why we collect the information and how we use it
We will typically collect and use this information for the following purposes:
for the performance of a service;
for compliance with a legal obligation; and
for the purposes of our legitimate interests or those of a third party (such as our insurers), but only if these are not overridden by your interests, rights or freedoms.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.
How we may share the information
We may also need to share some of the above categories of personal information with other parties, such as external contractors and our professional advisers and with potential purchasers of some or all of our business or on a re-structuring. Usually, information will be anonymised but this may not always be possible (as in, for example, legal proceedings or when undertaking legal advice). The recipient of the information will be bound by confidentiality obligations. We may also be required to share some personal information as required to comply with the law.
Where information may be held
Information may be held at our offices and third party agencies, service providers, representatives and agents.
How long we keep your information
Unless there are legal, accounting or public interest reasons to do so, we will keep your information for no longer than is necessary for the purposes for which the personal information is processed.
Your rights to correct and access your information and to ask for it to be erased
Please contact info@galleybeggar.co.uk if (in accordance with applicable law) you would like to correct or request access to information that we hold relating to you. You also have the right to ask our Data Protection team for some but not all of the information we hold and process to be erased (the ‘right to be forgotten’) in certain circumstances.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Any Galley Beggar Press staff processing your information will do so only in an authorised manner. We will also notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
Please contact info@galleybeggar.co.uk with any queries or for further information about our use of your information. You can also contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.