PRIVACY POLICY
1. INTRODUCTION
This privacy notice (Privacy Notice) sets out the ways in which we, Verité CM Limited (we, us, our), collect and use your personal data (your personal information) in connection with our businesses. It also explains what rights you have to access or change your personal data.
2. ABOUT US
We are Verité CM Ltd. If you have any questions about our website, the products for sale or your order, you may contact our customer services team as follows:
In writing: Verité CM Ltd, 124 Sea Place, Goring by Sea, West Sussex BN12 4BG.
By email: orders@veritecm.com
Verité CM is a registered company number: 4650222
VAT registration number: 807 1604 51
3. HOW WE COLLECT YOUR PERSONAL DATA
3.1 VISITORS TO THE SITE
If you are a visitor of our websites we will collect certain information about how you use our websites and the device that you use to access our websites. This might include your IP address, geographical location, device information (such as your hardware model, mobile network information, unique device identifiers), browser type, referral source, length of visit to the website, number of page views, the search queries you make on the website and similar information (Browsing Information).
If you contact us (whether using a query button on our website or by email, telephone, or social media), we will collect any information contained in any correspondence between us.
Cookies
We use cookies to ensure that you get the most out of our website. Please find further details in our Cookie Policy
How we use your personal data
Access and Optimisation – to provide you with access to our website in a manner convenient and optimal and with personalised content relevant to you, including sharing your Browsing Information with our website hosts and developers (on the basis of our legitimate interest to ensure our website is presented in an effective and optimal manner).
3.2 AUTHORS AND PROSPECTIVE WRITERS
We will collect any information that you provide to us when you:
(a) submit manuscripts to us by post, email or via our website (on your own behalf or on behalf of your author);
(b) negotiate and/or enter into a contract with us for us to publish your book (on your own behalf or on behalf of your author).
The information you provide to us might include:
(a) your name, home and/or work address, email, telephone number;
(b) financial and/or payment details (if we are paying you for your work);
Information we receive from third parties
In certain circumstances, we will receive information about you from third parties. For example:
(a) we may also use third party providers to obtain sales and other publishing data relating to your books. For example we may use third party book data providers such as Nielsen Book services and publicly available information held on Amazon or social media platforms.
(b) we will receive information about you from third parties if they are referring you to us for publication. For example, if you are the co-author of a manuscript, your co-author will be required to provide us with information about you. Or if you have a literary agent making submissions on your behalf, your agent will provide us with information about you.
4. HOW WE USE INFORMATION ABOUT YOU
We may use your information for the following purposes:
(a) to enable receipt, review, editing, production and publication of your manuscript including sharing your information with our editorial and production service providers, other service providers and third-party manuscript readers (on the basis of performing our contract with you);
(b) to administer your publishing contract, including payment of royalties, and sharing your information with our payment service provider (on the basis of performing our contract with you);
(c) to protect, investigate, and deter against fraudulent, unauthorised, or illegal activity (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so);
(d) to enable us to comply with our policies and procedures and enforce our legal rights, or to protect the rights, property or safety of our employees and share your information with our technical and legal advisors (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so).
5. HOW WE USE YOUR PERSONAL DATA
We use your personal data on various legal grounds including the following:
a) performance of your contract with us and the provision of our services to you;
b) your consent (where we request it);
c) our legitimate interests or compliance with our legal obligations.
We may use your information for the following:
d) Fraud – to protect, investigate, and deter against fraudulent, unauthorised, or illegal activity, including sharing your name, address, financial, correspondence and contact information (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so);
e) Policies, Procedures and Legal Rights – to enable us to comply with our policies and procedures and enforce our legal rights, or to protect the rights, property or safety of our employees and share your information with our technical and legal advisors, including sharing your name, address, correspondence details and anything you have posted to our website (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so); and/or
f) Archiving – for archiving purposes including internal and external research, filing and document management (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so). Where we refer to using your information on the basis of our “legitimate interests”, we mean our legitimate business interests in conducting and managing our business and our relationship with you, including the legitimate interest we have in:
g) Personalising, enhancing, modifying or otherwise improving the services and/or communications that we provide to you.
6. WHO WE MIGHT SHARE YOUR INFORMATION WITH
In connection with the purposes and on the lawful grounds described above, we may share your personal information with third parties. These include:
a) third parties we work with to deliver our business such as designers, printers, mail order houses and courier and transport services (e.g. DHL)
b) invoice and payment service providers (e.g. PayPal);
c) editorial and advertisement production service providers;
d) technical assistance and support service providers;
We reserve the right to change our third-party providers with whom we may share your personal data, from time to time at our discretion.
7. SECURITY OF PERSONAL DATA
We use appropriate technological and operational security measures to protect your information against any unauthorised access or unlawful use, such as:
a) ensuring the physical security of our offices, warehouses or other sites;
b) ensuring the physical and digital security of our equipment and devices by using appropriate password protection and encryption;
c) maintaining a data protection policy for, and delivering data protection training to, our employees;
d) limiting access to your personal information to those in our company who need to use it in the course of their work; and
e) operating a policy of “security and privacy by design” including looking for opportunities to minimise the amount of personal information we hold about you.
8. HOW LONG WE KEEP YOUR DATA
a) We will only keep your personal data for as long as we need it to fulfil the purpose we collected it for, such as to provide you with our products and services.
b) The retention period for your data will depend upon the purpose for which it is being used, including any legal or regulatory obligations requiring us to retain it for a specified period as set out in our company policies. We may also retain your personal data for a longer period in the event of a legal complaint or proceedings.
c) If you want to know more about how long we hold your data, please feel free to contact us and we will endeavour to provide you with more detail on the retention period for the specific personal data you have provided to us.
9. YOUR RIGHTS IN RELATION TO YOUR PERSONAL DATA
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights include the following:
a) The right to access the information that we hold about you
b) You may, at any time, request access to the personal data that we hold which relates to you (you may have heard of this right being described as a “subject access request”).
c) Please note that this right entitles you to receive a copy of the personal data that we hold about you in order to enable you to check that it is correct and to ensure that we are processing that personal data lawfully. It is not a right that allows you to request personal data about other people, or a right to request specific documents from us that do not relate to your personal data.
d) You can exercise this right at any time by writing to us by contacting us and telling us that you are making a subject access request. You do not have to fill in a specific form to make this kind of request.
e) You have the right, at any time, request that we correct personal data that we hold about you which you believe is incorrect or inaccurate. Please note that we may ask you to verify any new data that you provide to us and may take our own steps to check that the new data you have supplied us with is correct.
f) You can exercise this right at any time by contacting us and telling us that you are making a request to have your personal data rectified and on what basis you are making that request. If you want us to replace inaccurate data with new data, you should tell us what that new data is. You do not have to fill in a specific form to make this kind of request.
g) You have the right to ask us to erase your personal data if you do not believe that we need to continue processing it including storing it (you may have heard of this right described as the “right to be forgotten”). Please note, we are not always obliged to erase personal data when asked to do so; if for any reason we believe that we have a good legal reason to continue processing personal data that you ask us to erase we will tell you what that reason is at the time we respond to your request. You can exercise this right at any time by contacting us and telling us that you are making a request to have your personal data erased and on what basis you are making that request.
h) You have the right to restrict or object to our processing of your personal data.
Where we process your personal data on the basis of a legitimate interest (see the sections of this Privacy Notice which explain how and why we use your information) you are entitled to ask us to stop processing it in that way if you feel that our continuing to do so impacts on your fundamental rights and freedoms or if you feel that those legitimate interests are not valid.
You may also ask us to stop processing your personal data (a) if you dispute the accuracy of that personal data and want us verify that data’s accuracy; (b) where it has been established that our use of the data is unlawful but you do not want us to erase it; (c) where we no longer need to process your personal data (and would otherwise dispose of it) but you wish for us to continue storing it in order to enable you to establish, exercise or defend legal claims.
10. CHANGES TO THIS PRIVACY NOTICE
We may make changes to this Privacy Notice from time to time. We will post any changes to our site or notify you of any material changes by email if that is deemed necessary.