[email rachel at irish academic editing dot ie]

Privacy

At Irish Academic Editing, I am committed to protecting the privacy of everyone I deal with. This page outlines how my business complies with the new European General Data Protection Regulation (GDPR).

1. Obtaining and processing information fairly

I obtain information about my clients by asking them to provide me with the minimum amount of private details that I will need to maintain contact and to conduct business with them.

This means I ask for their:

  • name
  • email address
  • postal address
  • telephone number
  • occupation (e.g. author, researcher, publisher, student)

2. Keeping information only for one or more specified, explicit and lawful purposes

I keep the personal information provided by my clients solely for the purposes of maintaining contact and conducting business with them on defined projects. I later remove it from my files, as described in point 6 below.

3. Using and disclosing information only in ways compatible with these purposes

I use the information provided by my clients solely for purposes of maintaining contact and conducting business with them on defined projects. I do not engage in direct sales or marketing.

I respect the confidentiality of my clients and do not disclose their information to anyone else, for any reason, except with their prior written consent. As a member of Association of Freelance Editors, Proofreaders and Indexers of Ireland (AFEPI Ireland), I am bound by its Code of Practice, which has strict guidelines on confidentiality. See: http://www.afepi.ie/wp-content/uploads/2017/03/AFEPI-Ireland-Code-of-Practice-March-2017.pdf

4. Keeping information safe and secure

General security: when working on a project with a client, various documents are generated. These include:

  • emails
  • letters
  • sample edits
  • client-editor agreement forms
  • client briefs
  • style guides
  • draft texts from clients
  • edited texts
  • query lists
  • editor’s reports

I take all reasonable steps to protect the security of clients’ personal information and documents on my computers and devices by:

  • working from a secure office
  • working on a PC that has a secure password and never leaves the building
  • running up-to-date software, including anti-virus and malware protection software
  • backing up my files weekly on an external hard drive
  • erasing all information from all old devices before disposing of them

Online security: my use of social media (Academia.edu and LinkedIn) is covered by the privacy and security policies for those companies. Please note: I do not collect any information from my social media platforms.

Also, please note that my website links to other websites, which will have their own privacy policies.

5. Ensuring that information is adequate, relevant and not excessive

As noted in points 1 and 4, I obtain and keep the minimum amount of personal details about my clients to enable me to conduct business with them, i.e. contact details and documents relevant to the completion of defined projects.

6. Retaining information for no longer than is necessary for the purpose or purposes

I keep all documents relating to my clients’ business (see first bullet list in point 4) for at least a year. This is because I may need them for reference purposes (in case I undertake further work for them), or in case a dispute should arise over a completed project. After this period, I delete such documents, unless asked to do so earlier.

I am obliged by Revenue (Irish Tax and Customs) to keep relevant records of business transactions (invoices, receipts, etc.) for six years, during which time I could be audited. If I do not conduct any further business with clients beyond this time frame, I will delete all emails and other documents relating to our work together.

7. Giving a copy of their personal data to individuals, on request

It is the right of my clients to know what information I hold about them in my general records and / or to request a copy of that information. All such requests will be dealt with promptly and in accordance with the current European Data Protection Legislation.

If you have any further queries about this privacy policy, please contact me at *

* We do not use your email address for marketing purposes



Privacy page last updated on 23 May 2018