I, Caroline Jones, am a registered sole trader operating as
Osprey Indexing. I offer indexing services
to publishers and authors worldwide.
This policy describes how I collect, use and protect information
you give me. If you give me any information, it will only
ever be used in ways stated in this policy.
This privacy policy was last updated on 25 May
2018.
Why do I collect data from
you?
I collect and use certain information about you in order
to
-
respond to your requests (e.g., my availability or a quote for
indexing services)
-
contact you with queries while working on an indexing project with
you
What information do I
collect from you?
- name
- email address
- phone number, if you provide
one
- information pertinent to your
enquiry (e.g., subject matter, word count, return date)
If we agree to work together,
then I was will also collect
- Purchase Order details from your
accounts department, if you supply them
- name and postal address to be
used on invoices
- files required for the work
How do I use this
data?
- To contact you in response to
your initial enquiry
- To record our agreement about the
terms and conditions of my indexing services
- To contact you with queries
during the indexing process
- For my internal accounting
(invoices) and to to be compliant with HMRC regulations
- To contact you about future
indexing work
- I occasionally use your email
address to send ecards, especially at Christmas and New Year.
The vendor I use is Jacqui Lawson. Their privacy policy is
available here. If you
would rather I do not send you ecards, please let me
know.
Please be assured that I do not collect
cookies. Also, I will never use your data for marketing
purposes (e.g., to publish a testimonial on my website) withour
your written permission.
How do I store your personal data?
The information I collect via email is stored on
my password-protected email accounts. These accounts
are:
- Fasthosts. This is my website
host and where my main business email address resides. Their
privacy notice is available here.
- Google's Gmail. I use Google as
a secondary email address. Their privacy policy is available
here.
I also keep your contact details in an Excel
spreadsheet on the hard drive of my password-protected computers
(desktop and laptop) and in a physical card file.
I do not keep any personal data on any cloud service, unless you
ask me to share files via Dropbox. I do keep copies of
completed indexes on Dropbox. Their privacy
policy is available here.
How long do I keep your
data?
As most of my clients work with me many times, I
do not delete personal data unless specifically asked to do
so. I keep personal data for a minimum of seven years to
comply with HMRC regulations.
I keep PDF files of proofs until the book is
published, then I delete them.
I keep files of the completed indexes for an
unlimited amount of time, unless asked to delete
them.
With whom is your data shared?
I do not share your personal information with
third parties unless
- You send a written request asking me to share it
(e.g., when you want my help to find another indexer for a
project)
- I am required to do so by law (e.g., as part of
a tax audit)
Accessing, deleting or correcting your
information:
You have the right to know what personal data I
hold on you and to request a copy. You also have the right to
delete or correct this information. To do so, please email
me.