Your data, your privacy and the GDPR
I am a registered sole trader operating as Rachael Mortimer Proofreading Services, offering freelance proofreading and editing services to a variety of clients.
Why do I collect data from you?
I gather and use certain information about you to:
• respond to requests for information (e.g. my availability or a quote for proofreading)
• provide information (e.g. about my proofreading service)
• allow me to contact you while a proofreading project is ongoing.
What data do I collect from you?
When you contact me, I collect the following minimal information:
• name and company name (if applicable)
• email address
• postal address (to use on my invoice if you book in a project with me)
• information about your enquiry (e.g. word count, the nature of your project).
How do I use this data?
I use the data I collect as follows:
• For my internal accounting processes (e.g. to send invoices) and so that I am compliant with my tax authority (HMRC).
• To contact you in response to your enquiry or booking.
• To record your agreement to the terms and conditions of my proofreading services.
I will never use this data for marketing or promotion purposes without getting your permission in writing first (e.g. to publish a testimonial you have written for me on my website).
How do I collect your personal data and how can you control it?
I collect minimal information via the following forms:
• website contact form (via UK2)
I will never share your information with anyone else unless you give me permission in writing to do so, or I am required to do so by law.
You have the right to request a copy of any data I hold on you and may do this by emailing me.
You have the right to be forgotten if I do not need your data to fulfil my legal obligations. If you wish for your data to be erased you may request this by emailing me.
You have the right to lodge a complaint with the ICO if you feel that your rights under the GDPR have been infringed.
Where do I store your data?
The minimal information I collect is stored on the following:
• Microsoft OneDrive. This is my password-protected cloud-based file-management system accessed via my password-protected computer.
• Emails are stored on my password-protected email account.
• Work files are stored on my password-protected Dropbox account accessed via my password-protected computer or on Microsoft OneDrive.
In the event of a data breach, I will change my passwords immediately and inform you of the breach.
How long do I keep your data for?
Because I work with many of my clients more than once, I do not delete your data unless you ask me to.
HMRC requires me to keep records for ‘at least 5 years after the 31 January submission deadline of the relevant tax year’. Unless requested otherwise, I will keep your work files for the same length of time, though I will delete them sooner if you request this.
Please ask if you want me to delete or amend your records. As long as I’m complying with HMRC’s legal requirements, I will do this straight away.
Do I share your data?
Unless my business is audited by HMRC or you request that I do so in writing, I do not share your data with anyone.
If you agree to provide a testimonial, I will include the name and details you provide.
I do not subcontract work, nor do I discuss your project with third parties or on the internet/social media without prior permission.
Links from my website
My website contains links to other websites.
Please note that I have no control of websites outside the rachaelmortimerproofreading.co.uk domain. If you provide information to a website I have linked to, I am not responsible for its protection and privacy.
Always be wary when submitting data to websites. Read the site’s data protection and privacy policies fully.
If you have any questions or requests for accessing, amending or removing your data, please contact me at firstname.lastname@example.org.