Writing Voices is committed to protecting your privacy. The following policy details how we protect, control and process your data, and provides information about your rights as a data subject.
 
For the purposes of this agreement, “Service” refers to the Company’s service. The terms “we,” “us,” and “our” refer to the Company. “You” and “your” refers to you, as a user of Service.

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By using our services you agree to the use of the data that we collect in accordance with this Privacy Policy. This does not affect your rights under the Data Protection Act to view, amend or erase the personal data we hold about you.


Collection of personal data
 

Writing Voices collects relevant personal data that is obtained:
 

• Through an individual, regarding themselves
   

• Through a connected individual (in good faith) during the course of our provision of service (for example, when members of a client's project team are included in communications with us).
   

• Through data sources already in the public domain
   

• Through use of our services, including our website and social media platforms
   

Our policy is to collect and use only the personal data necessary for agreed purposes (as described below) and provide the best service possible. 


Who is collecting the data and how do we use it?

Writing Voices is acting as the "data controller" in accordance with the recent strengthening of EU legislation on data protection (GDPR).

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Your personal data may be sensitively and confidentially processed by data processors working on behalf of Writing Voices. Due diligence is regularly carried out to ensure that our data processors have the best practices in place to ensure that your personal data remains safe and secure.
 

We use personal data for the following purposes:
 

Providing our services
 

• Our design, manufacture, project management and delivery services require us to process personal data about our clients in order to deliver on our contractual obligations. This includes communicating effectively prior to, during and after a project. We may also process personal data in order to request feedback once a project has concluded. 
   

• In the course of providing a service to you and in order to fulfil a commission, we may also need to disclose data to trusted subcontractors such as the workshop manufacturing your order, delivery personnel and fitters etc.
   

Developing our businesses and services
 

• Providing our clients and business associates with general information and updates
   

• With your permission, we may use your information to identify requirements and personalise our service to you. This may include sending you details of services or products which may be relevant to you, or to provide updates that we believe will be of interest to you. We will not contact anyone in this way unless we have received permission to do so. This permission can be withdrawn at any time.
   

• Please note: There may be occasions where it becomes necessary for us to contact you, such as for purposes of updating your information, in compliance with the Data Protection Act.
   

Complying with any requirement of law or regulation
 

• In the course of providing our speciality service, we may be subject to certain legal, regulatory and professional obligations.  Records to demonstrate that our services are provided in compliance with those obligations will be kept securely. If it is necessary, these records may contain personal data.
   

• Enforcing your right not to be contacted
   

• If you ask us not to contact you, we will keep relevant information to ensure that this does not happen. For example, your email address.
   

Performing web analytics and display advertising
 

• Your Internet browser has the in-built facility for storing small files – “cookies” – that hold information which allows a website to recognise your account. Our website takes advantage of this facility to enhance your experience. You have the ability to prevent your computer from accepting cookies but, if you do, certain functionality on the website may be impaired.
   

Please see our Cookie Policy for more information.
 

We also process personal data in order to:
 

• Manage our relationship with clients and business associates;
   

• Develop our services through collaborations;
   

• Manage and improve our website

What data is being collected?

​The collection and processing of personal data is limited to contact information and information which many help us tailor our services and / or communications to you. This may include name and title, job title, company, preferred email address and other contact details including telephone number, the geographical location of the contact's primary place of work etc. A record of email communications will also be stored to allow us to provide the best service to each of our contacts. 


Disclosure of information

Third Party IT Systems
 
Where necessary, Writing Voices uses GDPR-compliant third-party IT systems to process personal information about contacts and customers. All reasonable precautions are taken to ensure that software is secure and trustworthy prior to use.
 
Data Processors

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Personal data will be visible to and processed by authorised Writing Voices staff members ("internal data processors") and contracted consultants ("external data processors") that will have access only to the information that is necessary to carry out their contractual obligations to Writing Voices (for example to provide digital marketing or business development services). Personal data will always be shared, accessed or viewed securely.

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Writing Voices is obliged to ensure that all data processors (internal and external) are held to the same high standards, that they are compliant with relevant legislation (EU GDPR), that they fully adhere to Writing Voices’ data protection policy and that the data is used solely for providing services to Writing Voices. Writing Voices will monitor and regularly review the activities of all its data processors. Data shared with an authorised data processor will be deleted or securely disposed of by that processor when it is no longer required.

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Writing Voices will never sell any personal contact data for any reason. 


Data retention and right to access

We will retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (for example, as long as the business associate is deemed to have a legitimate interest in our screening services), or for as long as that data is required by applicable law or regulation, or to ensure your rights are enforced.

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At any time, an individual has the right to request access to the data that we hold on them. They also have the right to update and/or rectify any inaccurate or incomplete data that we hold. Our contacts can also instruct us to erase their data or withdraw any prior consent that has been given in the way that the data is processed.  Data access requests will be processed within 30 days. In order to safeguard your data, we may require you to provide additional forms of identity should you wish to view or obtain your personal information.


Merger or acquisition

In the event that Writing Voices (or one of our data processors) undergoes a business transaction such as a merger or partial / full acquisition by another company, your Personal Information may be among the assets included in the transaction. You acknowledge and consent that such transfers may occur and are permitted by this Privacy Policy, and that any acquirer of our (or our data processor’s) assets must continue to process your Personal Information as set forth in this Privacy Policy, in accordance with the permissions you have agreed to.


External websites

​The Writing Voices website and some of our communications may contain links to other third-party websites. These websites are not covered by our privacy policy and following these links may result in data being collected about you by their operator in accordance to their own privacy policy.


Changes to this policy

​Any changes to our Privacy Policy will be placed here and will supersede this version of our Policy. We will take reasonable steps to draw your attention to any changes in our Policy. However, to be on the safe side, we suggest that you read this document each time you use the website to ensure that it still meets with your approval.


Contacting us

If you have any questions about our Privacy Policy, or if you want to know what information we have collected about you, please email us at editor@writingvoices.co.uk. You can also correct any factual errors in that information or require us to remove your details from any list under our control.
 
 
This Privacy Policy was last updated on 5th of December 2021.