Privacy policy
I am a registered sole trader operating as Kendra Olson Editorial Services.
This policy explains how I use and protect the information you give me when you use this website, contact me or send me files to edit or proofread.
If I ask you to provide information, I will only use it in the ways stated in this policy.
This privacy policy was last updated on 1 December 2022.
Types of data I collect
Your name.
Your email address.
Any information included in your email signature.
Your phone number, if you contact me by phone or text.
Your contact postal address, for billing purposes.
Any information you provide about your enquiry (or your project if you become a client), such as word count, project information, pen name, etc.
Should a sample edit or proofread be requested, then I will collect any information from you that is needed to provide the sample. This includes any files that are sent to me to work on.
If you become a client, I will also collect any information I need to provide the requested service, including any files that are sent to me to work on.
If you use my website, I collect technical details from you, such as your IP address and cookies, should you choose to accept cookies. I use cookies for necessary technical purposes, for storing site preferences and for web analytics, specifically Squarespace analytics.
How I use the personal data I collect
To provide you with a service, such as editing or proofreading.
To contact you about your enquiry or project.
To update you about new services/availability.
For tax and accounting purposes.
To record your agreement with the terms and conditions of my services (referred to as the ‘contract’ or ‘service agreement’).
To track website data and statistics (for example, the number of visitors).
As per the conditions of my contract of service agreement, I may share project information, including your name, on my website, for the purpose of promoting your project. You may opt out of this at any time by emailing me at: kendraroseolson@gmail.com.
I may also share basic details of the work I have completed on my CV/resume and LinkedIn profile, as well as with the Chartered Institute of Editing and Proofreading (CIEP) for the purposes of demonstrating my experience and professional development. You may opt out of this by emailing me at: kendraroseolson@gmail.com.
Outside of this, the only times I will use your personal data for marketing or promotion purposes are to publish a testimonial you have written on my website, directory entries and social media accounts. If I would like to do this, I will request your permission first.
I will never share your information with anyone else unless you give me permission to do so, or I have to do so by law.
How I store and protect the personal data I collect
My website host is Squarespace. It is password-protected and has SSL-certification to provide an extra layer of security. You can access Squarespace′s privacy policy here.
I accept payments via BACS, PayPal and Wise.
PayPal transactions for my services are subject to PayPal’s privacy policy, which can be found here.
Wise transactions for my services are subject to Wise’s privacy policy, which can be found here.
In the case of all of the above payment methods, your data will only be used for invoicing, tax, and accounting purposes.
Gmail is my email provider. My account is password-protected and accessible only by myself. You can access Google′s privacy policy here.
I keep all project files on a password-protected computer, which is only accessible by myself. All project files are regularly backed up to an external hard drive, stored in a secure location.
I occasionally use Dropbox, a cloud management file system, to send and receive files from you (for example, if the files are too large to be sent over regular email). My Dropbox account is password protected and subject to their privacy policy, which can be found here. Files will only ever be sent and/or received over Dropbox with your prior permission.
My Kindle Paperwhite e-reader is sometimes used for reading your work (for example, if I need to check how your book is displaying on an e-reader). Other than sending and receiving files/e-books, my Kindle is not connected to the internet. After checking your file on the e-reader, I will immediately delete it from my Kindle.
All devices and accounts on/in which your data is held will be protected with a strong password known only to myself.
In the event of a data breach, I will change my passwords immediately and inform you of the breach.
Controlling how I use your personal information
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. Please note that this may affect the functionality of my website.
How long I keep your personal data for
Because I work with many of my clients more than once, I do not delete your data unless you specifically ask me to. This helps me to provide the best service I can to you.
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). Because of this, I keep your data on invoices and on my accounts for seven years.
Please note that you have the right to ask me to delete or amend your records or data and can do so by emailing me at: kendraroseolson@gmail.com. Providing that I do not need your data in order to fulfil my obligations (as outlined in this policy), I will do so.
External links
My website contains links to other websites. Please note that I have no control over external websites or their data processing procedures.
Contact me
If you have any questions about this privacy policy, you may email me at: kendraroseolson@gmail.com. Or use the contact button below.