Georgina Asfaw Editorial

Copyeditor of history and crime writing

Privacy Policy

I am a registered sole trader operating under the business name Georgina Asfaw Editorial. My services include copyediting and publishing consultancy. I serve a range of clients including independent authors and businesses. My clients are based all over the world.

This policy describes the personal data I hold on clients and other contacts, how I use it, and how I keep it safe.

Last updated 12th April 2023.

Why do I collect data from you?

I gather and use certain information about you in order to:

  • respond to client requests for information (e.g. my availability or a quote for editorial services).
  • allow me to contact clients while an editing project is ongoing.
  • invoice and take payment from clients.
  • maintain records required by HMRC.
  • better understand how visitors use this website.

I don’t pass the data I collect on to third parties, unless I am required to by law, for example in the case of a tax audit by HMRC.

What data do I collect?

I collect the following minimal information from the contact form on this website:

  • name
  • contact email address
  • information pertinent to your enquiry (e.g. word count, book genre)

If you engage my services, I will also collect the following information:

  • additional personal data supplied in emails or documents, including documents for editing
  • contact postal address
  • payment history

I don’t collect any sensitive personal data (such as ethnic origin or religious beliefs).

How do I use this data?

The data I collect is used as follows:

  • For my internal accounting processes (e.g. so I can invoice you).
  • For compliance with my tax authority (HMRC) should it request an audit.
  • To contact you in response to your enquiry, quote or booking.
  • To record your agreement to my terms and conditions.

I don’t use the data I collect for any other purpose, such as to send out marketing communications or to publish your testimonial on my website, without your active, written consent.

How do I collect your personal data?

I collect and store minimal information via the contact form on my website and through any email exchange we might have.

I will never lease, distribute or sell your information to third parties unless you give me written permission to do so or I am required to do so by law.

How do I store your data? (see below for details of specific platforms)

  • I store the emails I receive, which contain email addresses and other contact information, in my email platform. My email is password protected with two factor authentication.
  • If you use the contact form on my website to contact me, your email address and message will also be stored in the backend of the website as a backup. Access to the backend of the website is password protected with two factor authentication.
  • Customer names and postal addresses are recorded on invoices stored as electronic records. These are saved to cloud storage which is password protected with two factor authentication.
  • Details of payments are stored, with client names, in my accounting spreadsheets. These are saved to cloud storage which is password protected with two factor authentication.
  • Documents for editing are kept on the hard drive of my laptop computer while the project is ongoing. My laptop computer is password protected.
  • Documents of completed projects are saved in my cloud storage which is password protected with two factor authentication.

Platforms and providers

  • WordPress. This is my website platform. Please see their privacy policy.
  • Titan. This is my email provider. Please see their privacy policy.
  • Google Drive. This is my cloud storage provider. Please see their privacy policy.

How long do I keep your data for?

I generally keep contacts’ data indefinitely unless I am asked to delete it. This is because I often work with clients more than once, and sometimes after long intervals.

HMRC requires me to keep records for ‘at least 5 years after the 31 January submission deadline of the relevant tax year’. See ‘How long to keep your records‘ for more information.

Please contact me if you want me to delete or amend your records. Unless it is data I am legally required to keep, such as information I might be required to supply for a tax audit by HMRC, I will action your request immediately.

With whom is your data shared?

No one, unless you request that I do so in writing or HMRC elects to audit my business.

Web Analytics

Site traffic analytics are provided by my website platform WordPress using Jetpack Stats. The user data Jetpack Stats analyses on site visitors (such as username, visiting URL, and event timestamp) is not available to me, the site owner. The Jetpack Stats logs, in which this information is stored, are only retained for 28 days. For more information, see the Jetpack Stats privacy policy.

How do I use cookies?

A cookie is a small file placed on your computer’s hard drive. It enables my website to identify your computer as you view different pages on my website. 

Cookies do not provide me with access to your computer or any information about you other than that which you elect to share with me.

You can use your web browser’s cookie settings to determine how my website uses cookies. If you do not want my website to store cookies on your computer or device, you can amend your settings.

Any questions?

Please get in touch if you have any questions not addressed in this privacy policy, or if you would like to ask me what personal data I hold on you, or if you would like to ask me to amend or remove your personal data from my records. You can get in touch via the contact form on this website or email me at georgina@gasfaweditorial.com.