Privacy Policy

1. Who we are

[Publisherarc legal entity name] ("Publisherarc", "we", "us" or "our") is a content strategy and publishing agency. We are the data controller for personal data collected through this website and for managing our client relationships.

Contact for privacy questions: [[email protected]], [Registered business address].

2. What this policy covers

This policy applies to:

• Visitors to our website
• People who contact us or request a strategy call
• Clients and their staff we work with
• Subject-matter experts, executives and other people we interview for content
• Freelance writers, editors and other contractors who work with us

When a client asks us to process personal data on their behalf (for example interviews with their customers or employees), the client is the controller and their own privacy notice also applies. We act as a processor in that case.

3. Personal data we collect

Information you give us:

• Lead and contact forms: your name, work email, organization, the type of organization you represent, the service you are interested in, and your message
• Emails, calls and meetings: what you tell us and your contact details
• Engagements: billing details, contract information, project feedback and approvals
• Interviews and content work: what you say in interviews, recordings and transcripts (with your consent), your professional biography, job title, photographs and quotes you approve for publication
• Contractors: contact details, payment details, portfolio and tax information

Information collected automatically:

• Technical data such as IP address, browser and device type, pages viewed, referring page and the date and time of your visit, collected in server logs by our hosting provider
• The page and website section from which you submitted a form, so we know which service you were reading about
• If we enable analytics in the future, aggregated usage data as described in the Cookies section below

Information from others: we may receive your details from someone who refers you, from your employer when you are part of a client team, or from public professional sources such as your company website or LinkedIn profile when preparing for a call or interview.

We do not knowingly collect sensitive data (such as health, religious or political information). Please do not include it in forms or messages.

4. How we use personal data and why

We use personal data to:

• Reply to your enquiry and arrange your strategy call (to take steps at your request before entering a contract)
• Prepare proposals and deliver services such as strategy, writing, eBooks, interviews and distribution (to perform our contract)
• Send invoices, keep accounting records and meet tax and legal obligations (legal obligation)
• Publish content that names or quotes you, only once you have approved it (consent, or the client’s legitimate interest where you speak for your organization)
• Keep the website secure, prevent spam and fraud, and understand how the site is used so we can improve it (legitimate interests)
• Send occasional updates about our services to clients and contacts who have not opted out, or who have opted in where the law requires (legitimate interests or consent)

We do not sell personal data, and we do not use it for automated decisions that have legal or similarly significant effects on you.

We do not add you to mailing lists just because you filled in a form.

5. Interviews, recordings and published content

Interviews are central to how we write ghostwritten articles, eBooks and thought leadership. When we interview you:

• We will tell you before we record, and you may ask us not to record
• Recordings and transcripts are used only to write and fact-check the agreed content
• Nothing is published in your name, or quotes you, without approval from you or your organization
• Recordings are deleted once the project is complete, normally within 90 days, unless the client asks us to keep them longer

Once content is published on a client’s channels or on third-party platforms, it is controlled by the client and those platforms. To change or remove it, contact the client or platform; we will help where we can.

6. Who we share personal data with

We share personal data only where needed:

• Service providers that help us run our business, such as website hosting (Cloudflare), email, file storage, project management, CRM, scheduling, transcription, accounting and payment providers. They may only use the data to provide their service to us.
• Writers, editors, designers and specialists working on your project, under confidentiality agreements
• Publications, platforms and partners where we publish or pitch content at a client’s request, limited to what is needed (for example an author name and bio)
• Professional advisers such as lawyers and accountants
• Authorities, courts or regulators where the law requires, or to protect our rights, safety or property
• A buyer or successor if our business is sold or merged, subject to this policy

7. Cookies and similar technologies

Our website does not currently set advertising or tracking cookies.

• Fonts are loaded from Google Fonts. When your browser requests them, Google receives your IP address and browser information. See Google’s privacy policy for how it handles this.
• Our host may use strictly necessary technologies to deliver the site securely and reliably.
• Your browser may store small, non-identifying preferences locally to make the site work.

If we add analytics or marketing tools (for example Google Analytics or Google Tag Manager), we will update this policy and, where the law requires, ask for your consent first through a cookie banner. You can also block or delete cookies through your browser settings.

8. International transfers

Our service providers and team may be located in different countries, including the United States. When personal data from the UK, EEA or Switzerland is transferred to a country without an adequacy decision, we use appropriate safeguards such as the European Commission’s Standard Contractual Clauses, the UK International Data Transfer Addendum or the EU–U.S. Data Privacy Framework where the provider is certified.

9. How long we keep data

• Enquiries that do not become clients: up to 24 months after our last contact, then deleted
• Client and contract records: for the engagement plus up to 7 years, to meet tax, accounting and legal requirements
• Interview recordings: normally deleted within 90 days of project completion
• Drafts and working files: for the engagement plus up to 3 years, so we can support later edits, unless the client asks us to delete them sooner
• Server logs: kept by our host for a short period in line with its own policies

10. How we protect data

We use appropriate technical and organizational measures, including encrypted connections (HTTPS), access controls, multi-factor authentication on key systems, least-privilege access for contractors, and confidentiality agreements. No method of transmission or storage is completely secure, but we work to protect your data and will notify you and the relevant authorities of a breach where the law requires.

11. Your privacy rights

Depending on where you live, you may have the right to:

• Access the personal data we hold about you and get a copy
• Correct inaccurate or incomplete data
• Delete your data
• Restrict or object to certain processing, including direct marketing at any time
• Receive your data in a portable format
• Withdraw consent at any time, without affecting earlier processing
• Complain to a data protection authority, such as your local EU supervisory authority or the UK Information Commissioner’s Office

To use these rights, email [[email protected]]. We may need to verify your identity. We will reply within one month, or within the time the law requires. We will not discriminate against you for exercising your rights.

12. Additional information for U.S. residents

Residents of California and other U.S. states with privacy laws have the right to know what personal information we collect, use and disclose; to request access, correction and deletion; and to opt out of the "sale" or "sharing" of personal information for targeted advertising.

• In the last 12 months we have collected identifiers (such as name, email and IP address), professional information (such as employer and job title), commercial information (such as services bought), internet activity (such as pages viewed) and the content of messages and interviews, for the purposes in section 4.
• We do not sell personal information or share it for cross-context behavioral advertising.
• We do not use or disclose sensitive personal information for purposes that would give a right to limit it.
• You may use an authorized agent to make a request. If you disagree with our response, you may appeal by replying to it.

13. Children

Our website and services are for businesses and professionals. They are not directed to children under 16, and we do not knowingly collect personal data from them. If you believe a child has given us personal data, contact us and we will delete it.

14. Third-party websites and platforms

Our website and the content we produce may link to other sites and platforms such as LinkedIn, Medium, Substack, WordPress, Spotify and Wikipedia. Their privacy practices are their own, and we encourage you to read their policies.

15. Changes to this policy

We may update this policy as our services, tools or the law change. The date at the top shows when it last changed. Where changes are significant, we will take reasonable steps to let you know.

16. Contact us

For questions or requests about this policy, contact [Publisherarc legal entity name] at [[email protected]], or write to us at [Registered business address].