Last updated: 31/12/2025

Katie O Editorial Services (“I”, “me”, or “my”) is committed to protecting your privacy and handling your personal information responsibly and securely. This Privacy Policy explains what personal data I collect, how it is used, and your rights under UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By contacting me, using my services, or visiting my website, you agree to the practices described in this policy.

1. Who I Am

Katie O Editorial Services
Email: hello@katieoeditorialservices.com

Location: Edinburgh, Scotland, United Kingdom

I am the data controller for the purposes of UK GDPR.

2. The Information I Collect

I collect and process personal data only when necessary to provide editorial services, manage enquiries, and communicate with clients.

Information you provide directly

This may include:

• Name

• Email address and other contact details

• Documents, manuscripts, and files you send for quotation or editing

• Project details, deadlines, and instructions

• Payment information (e.g., bank transfer details you provide when making payment; I do not store card details)

Information collected automatically via the website

Depending on your hosting settings, the website may collect:

• Basic technical information (IP address, browser type, pages visited)

• Cookies (see Section 10)

No personally identifiable information is collected without your consent.

3. How I Use Your Information

I use your personal data for the following purposes:

• To respond to enquiries and provide quotes

• To deliver the editorial and proofreading services you request

• To manage invoicing, payments, and accounting

• To maintain reasonable business records

• To communicate regarding ongoing or future work

• To comply with legal or regulatory obligations

I do not use your data for marketing without explicit consent.

4. Lawful Bases for Processing

I process personal data under the following lawful bases:

• Contract: to provide the services you request or to take steps prior to entering a contract

• Legitimate interests: for efficient administration, responding to enquiries, and maintaining business records

• Legal obligation: to comply with tax, accounting, and record-keeping requirements

• Consent: for optional uses such as adding you to an email list (if applicable)

5. Sharing Your Information

Your personal data is treated as strictly confidential. I do not sell, trade, or share your information with third parties except:

• When required for legal or tax purposes

• When using essential third-party tools (e.g., secure email, cloud backup, website hosting)

• If I collaborate with another editor or subcontractor only with your explicit consent

All third-party providers used for email, file transfer, or storage must comply with UK GDPR or equivalent protections.

6. How Your Files Are Handled

Documents, manuscripts, and client files are stored securely and only for as long as necessary. Typically:

• Files are held for up to 12 months after project completion unless you request earlier deletion

• Files are stored securely

• Files are permanently deleted when no longer required

• You may request deletion of your files at any time.

7. International Transfers

Some of the tools I use (e.g., cloud storage, email providers) may store data in countries outside the UK. These services use legally recognised safeguards such as Standard Contractual Clauses (SCCs) to ensure your data is protected.

8. How Long Data Is Kept

Retention periods vary depending on the type of data:

• Project files: up to 12 months after completion

• Emails and correspondence: up to 3 years

• Invoices and financial records: 6 years (required by HMRC)

You may request deletion of non-financial data earlier if desired.

9. Your Rights Under UK GDPR

You have the right to:

• Access your personal data

• Rectify inaccurate information

• Request deletion (“the right to be forgotten”)

• Restrict processing

• Object to certain types of processing

• Request data portability

• Withdraw consent (where consent was used as the lawful basis)

To exercise your rights, contact me at: hello@katieoeditorialservices.com

You also have the right to lodge a complaint with:
Information Commissioner’s Office (ICO) – www.ico.org.uk

10. Cookies

Cookies may collect:

• Anonymous usage statistics

• Technical information about your device

• Preferences such as language or accessibility settings

11. Updates to This Policy

This Privacy Policy may be updated periodically. Any significant changes will be reflected on this page with a new “Last updated” date.

If you have any questions about how your data is used, please contact me.

I am committed to maintaining the highest standards of privacy, confidentiality, and professional practice.

Privacy Policy