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Privacy Policy

1. Who We Are

Ink & Ember Publishing is a publishing imprint of New Generation Publishing (company number 07854568) and publishing services provider based in the United Kingdom.


For the purposes of applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the relevant Ink & Ember Publishing business entity is the data controller for personal information processed through this website and our services.


If you have any questions about this Privacy Policy or how we use your personal information, please contact us through the contact details provided on our website.

3. How We Use
Your Information

We may use your personal information to:

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  • Respond to enquiries and requests.

  • Provide publishing and related services.

  • Assess and manage publishing projects.

  • Communicate with authors and customers.

  • Prepare quotations, contracts and invoices.

  • Process payments.

  • Deliver books and other products or services.

  • Manage our business relationship with you.

  • Provide editorial, design, production, distribution and marketing services.

  • Improve our website, services and customer experience.

  • Send information about our services where permitted by law.

  • Maintain business and financial records.

  • Comply with legal and regulatory obligations.

  • Protect our website, business and customers against fraud, misuse or security threats.

 

We will only use your personal information for purposes that are compatible with the reason it was collected or where otherwise permitted by law.

4. Legal Basis
for Processing

Under UK data protection law, we must have a lawful basis for processing personal information.


Depending on the circumstances, we may rely on one or more of the following:


Contract

 

We may process your information where it is necessary to enter into or perform a contract with you, such as providing publishing services.

 

Legitimate Interests

 

We may process information where this is necessary for our legitimate business interests, provided those interests do not override your fundamental rights and freedoms.

 

This may include operating and improving our business, responding to enquiries, managing relationships with authors and customers, and promoting our services.

 

Consent

 

Where required, we will ask for your consent before processing your information for a particular purpose, such as certain types of direct marketing.

 

You can withdraw consent at any time.

 

Legal Obligation

 

We may process information where necessary to comply with a legal or regulatory obligation.

5. Manuscripts and
Publishing Materials

If you submit a manuscript, proposal, synopsis, artwork or other publishing material to Ink & Ember Publishing, we will use that material only as reasonably necessary to assess, develop, produce, publish, distribute or otherwise provide the services agreed with you.


Manuscripts and other unpublished works may contain personal information relating to you or other individuals. You are responsible for ensuring that you have the necessary rights and permissions to provide such material to us.


Where a separate publishing agreement or service agreement governs the handling of your manuscript or intellectual property, that agreement will also apply.

6. Artificial
Intelligence

Ink & Ember Publishing will not knowingly use manuscripts or unpublished author materials submitted to us to train or develop publicly available generative artificial intelligence models without appropriate author permission or another lawful basis.


Where third-party technology or software is used in the provision of our services, we will take reasonable steps to ensure that the use of your information is consistent with our contractual and data protection obligations.

7. Marketing

We may contact you about Ink & Ember Publishing services, publishing opportunities, books, events or other relevant information where permitted by applicable law.


Where consent is required, we will only send marketing communications where you have provided the appropriate consent.


You can unsubscribe from marketing communications at any time by clicking the unsubscribe link in a marketing email or contacting us directly.

8. Who We Share
Information With

We do not sell or rent your personal information.


We may share information with trusted third parties where reasonably necessary to operate our business or provide services to you.


These may include:

 

  • Website and hosting providers

  • Payment processing providers

  • Printers and book production suppliers

  • Book distributors

  • Booksellers and publishing platforms

  • Ebook and audiobook platforms

  • Freelance editors, proofreaders and designers

  • Translators

  • Marketing and publicity providers

  • Professional advisers, including accountants, lawyers and insurers

  • IT and software providers

  • Government bodies, regulators or law enforcement agencies where legally required

 

We only provide third parties with information that is reasonably necessary for the relevant purpose.


Where appropriate, we require service providers to process personal information securely and only in accordance with our instructions.

9. Third-Party
Services and
Websites

Our website may use or link to third-party services, including analytics, social media, payment, marketing, publishing and other technology providers.


Those third parties may collect or process information in accordance with their own privacy policies.


We are not responsible for the privacy practices of third-party websites or services.

10. Cookies

Our website may use cookies and similar technologies.


Cookies are small files stored on your device that can help websites remember preferences, understand how visitors use the website and improve functionality.


Cookies may be used for purposes including:

 

  • Essential website functionality

  • Website performance

  • Analytics

  • Understanding visitor behaviour

  • Marketing and advertising, where applicable

 

Where required by law, we will ask for your consent before placing non-essential cookies on your device.


You can also control or disable cookies through your browser settings.

11. International
Transfers

Some of our service providers may process personal information outside the United Kingdom.


Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable data protection legislation.


This may include relying on an adequacy decision, approved contractual safeguards or another lawful transfer mechanism.

12. How We Protect
Your Information

We take reasonable technical and organisational measures to protect personal information against:

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  • Unauthorised access

  • Loss

  • Destruction

  • Misuse

  • Alteration

  • Unauthorised disclosure

 

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

13. How Long We
Keep Your
Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.


The period for which information is retained will depend on factors including:

  • The nature of the information.

  • The purpose for which it was collected.

  • Our ongoing relationship with you.

  • Legal, accounting and regulatory requirements.

  • The need to establish, exercise or defend legal claims.

 

Where information is no longer required, we will take reasonable steps to delete or securely dispose of it.

14. Your Data
Protection Rights

Subject to certain legal conditions and exemptions, you may have the right to:

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  • Request access to the personal information we hold about you.

  • Request correction of inaccurate or incomplete information.

  • Request deletion of your personal information.

  • Request restriction of processing.

  • Object to certain processing.

  • Request transfer of your information to another organisation.

  • Withdraw consent where processing is based on consent.

  • Object to direct marketing.

 

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe that your personal information has been handled unlawfully.

15. How to
Exercise Your
Rights

If you wish to exercise any of your data protection rights, please contact Ink & Ember Publishing using the contact details provided on our website.


We may need to verify your identity before responding to certain requests.


We will normally respond to a valid request within one month, although this period may be extended where permitted by law for complex or multiple requests.

16. Children’s
Privacy

Our website and publishing services are not specifically directed at children.


We do not knowingly collect personal information from children where doing so would be unlawful.


If you believe that a child has provided us with personal information inappropriately, please contact us.

17. Changes to This
Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or data processing practices.


The latest version will always be published on this page, together with the date it was last updated.

2. Information
We Collect

Depending on how you interact with us, we may collect the following information:


Information you provide directly

 

This may include:

  • Your name

  • Email address

  • Telephone number

  • Postal address

  • Company or organisation name

  • Information contained in enquiries or correspondence

  • Manuscripts, book proposals and other materials submitted to us

  • Information relating to your publishing project

  • Billing and invoicing information

  • Marketing preferences

  • Any other information you choose to provide

 

Information collected automatically

 

When you visit our website, certain technical information may be collected automatically, including:

  • IP address

  • Browser type and version

  • Device type

  • Operating system

  • Approximate geographic location

  • Pages visited

  • Time spent on pages

  • Referring website

  • Website usage information

 

This information may be collected through cookies and similar technologies.

18. Contact Us

If you have questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how your information is being handled, please contact Ink & Ember Publishing using the contact details provided on our website or at info@inkemberpublishing.com

Ink & Ember Publishing respects your privacy and is committed to protecting the personal information you provide to us.


This Privacy Policy explains how we collect, use, store and protect your personal information when you visit www.inkemberpublishing.com, contact us, submit a manuscript or enquiry, purchase our services, or otherwise interact with Ink & Ember Publishing.

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