Privacy Policy

We appreciate how important your privacy is and recognise that we are being trusted with protecting it, so the purpose of this privacy policy is to give you a clear explanation about how we collect and use your personal data.
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We think it’s important that you read this privacy notice in full so that you understand what data we collect about you, how we collect, use, and look after that data, what privacy rights you have and how the law protects you.

We are a company registered in England under company number 13581343, with our registered address as set out below.

You can contact us by emailing us at support@writeseen.com

FAO: Jonathon Nimmons

Address: Studio 55, 123 Stratford Road, Solihull, United Kingdom, B90 3ND

Email: support@writeseen.com

‘Client’ means anyone registered with WriteSeen for the purposes of seeking the services of Industry Professionals for a particular project;

‘Industry Professional’ means an industry professional registered with WriteSeen for the purposes of providing services to our clients;

‘WriteSeen’ means our site www.writeseen.com; and

‘you’ and ‘your’ means you, the person visiting WriteSeen, registering for an account with us or using services on WriteSeen.

‘Personal data’, or ‘personal information’, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

This privacy policy (Privacy Policy) sets out the ways in which we, Writeseen Limited, may collect and use your personal data.

This privacy notice aims to give you information on how Writeseen Limited collects and processes your personal data through your use of this website, including any data you may provide when you use our website and apps, contact us by email or sign up to any of our mailing lists.

For all of our services, the data controller – the company that is responsible for personal data – is WriteSeen Limited. We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. You can contact our DPO by emailing us at dataprotection@writeseen.com If you’d prefer, you can also write to us at WriteSeen Limited, Data Protection Officer, Studio 55, 123 Stratford Road, Solihull, B90 3ND.

If you are a citizen of the EEA, you can contact our appointed European Representative by emailing writeseen@xpertdpo.com. If you would prefer, you can also write to our European Representative at XpertDPO Ltd. 20 Harcourt Street, Dublin 2, D02 H364.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

For all of our services, the data controller – the company that is responsible for personal data – is WriteSeen Limited. We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, you can contact our DPO using the details set out below.

Questions, comments and requests regarding this privacy notice are always welcomed, so if you have any or would like to exercise any of your legal rights, please don’t hesitate to contact us. You can contact our DPO by emailing us at dataprotection@writeseen.com. If you’d prefer, you can also write to us at WriteSeen Limited, Data Protection Officer, Studio 55, 123 Stratford Road, Solihull, B90 3ND.

If you feel you need to, you also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). Our registration name is Writeseen Limited and our Registration number: ZB308068.

We may change this privacy notice from time to time, to reflect how we are processing your data. No changes will be made to this policy on a retroactive basis.

If we make significant changes, we will make this clear on our websites or by such other means of contact such as email, so that you are able to review the changes before continuing to use Writeseen Limited services.

This version of the privacy notice was last updated on the date set out at the bottom of the page and historic versions can be obtained by contacting us.

Our websites may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit. The third parties we use as an expansion of our services can be found here.

Contact Details

We will collect personal data that includes your:
•      Names
•      Email addresses
•      Billing addresses

Bank Card Details

We will collect bank card details that includes:
•      Name on the relevant credit or debit card
•      Card type, like a credit or debit card
•      Card expiry date
•      Credit or debit card number – we will only keep the first six and last four digits for our records once the payment is made
•      Credit or debit card security code – this is not kept after the payment is processed

Payment Transaction Details‍

We will collect data transaction data that includes:
•      Payment amounts and frequencies including dates
•      Payment statuses
•      Payment descriptions
•      Payment gateway transaction ID
•      A reference number provided by the public sector organisation
•      IP address of devices used to make payments
•      Any additional information provided by Writeseen Limited which is associated with your payment

Taking payments‍

We use your data to process the payment you have requested.

If you enter into an agreement with Writeseen Limited to allow them to take recurring payments, we will process your data in order to facilitate this process. Card details are securely stored for the duration of your agreement by our payment provider. Stored card details are then used to process payments when requested by the Writeseen Limited recurring billing schedule, or ad-hoc payments request as initiated by you.

We collect, use, store and transfer different kinds of personal data about you to enable us to provide you with our services; to give you information on our services; to help us monitor and improve the services we provide and, where we are permitted to, to tell you about upcoming features that we think you may like or participation in surveys.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

•      Name and contact details – this includes your name, title and email address.
•      Profile information – this includes your username and your interests and preferences.
•      Profile Photo – this includes any photo you upload as a profile picture.
•      Marketing preferences – this includes your preferences in receiving marketing from us and your communication preferences.
•      Survey responses – from time to time, we might also ask if you would be willing to participate in our surveys; if you agree, we will also collect any information that you provide as part of our survey.
•      Customer service history – this includes interactions with us over the phone, via the website or on social media.
•      Industry Professionals - this includes additional information about the services you can offer, your work history, testimonials, or your work and any other such similar information as may be required.
•      Correspondence – this includes any information contained in any correspondence between us. For example, if you contact us via WriteSeen or by email, we may keep a record of that correspondence.
•      Information about your device and how you use our websites and apps – this includes information you give us when you browse our websites or apps, including your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system, and platform, as well as how you use our websites and apps.

By providing us with this information you consent to us processing it for the purposes of providing you WriteSeen services.

From time to time, we might also ask if you would be willing to participate in our surveys; if you agree, we will also collect any information that you provide as part of that survey.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

Unless we have told you otherwise in a specific privacy policy, we do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). The only exception to this is where you have specific disability needs which we need to be aware of to make reasonable adjustments and be able to perform our contract with you and comply with our obligations pursuant to social protection and equality laws. We do not collect any information on criminal convictions and offences.

You don’t have to give us any of your personal data but, if you don’t, you are unlikely to receive our optimal customer service experience or have access to the services we provide. Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with access to Industry Professionals).

It is important that the personal data we hold about you is accurate and current.

You can update your identity and preference information in your account settings.

Please keep us informed if your personal data changes during your relationship with us.

We collect personal data from and about you when you do things like create an account or sign up to our newsletters and mailing lists.

We use different methods to collect data from and about you including through:

•      Direct interactions. You may give us your name and contact details by filling in forms or by corresponding with us by email or otherwise. This includes personal data you provide when you:
•      use services from us;
•      create an account on our websites or apps;
•      subscribe to our mailing lists or newsletters;
•      request marketing to be sent to you;
•      take part in a promotion or survey; or
•      give us some feedback.

We may also collect publicly advertised information from various websites, utilising direct first-hand research by our team members. We may also enlist the use of data tools such as www.snov.io and www.rocketreach.co to gather information to allow contact of potential new users, within which we will make you aware of our services if we believe they can be of help to you as a writer, creator, or industry professional: literary agent, manager, publisher, or producer. You will always have the right to unsubscribe at any time using the link provided in the email should you feel that the content is not relevant to you.

We will use your personal data where we need to perform a contract with you (for example, where you’ve registered with Writeseen Limited for our services), where it is necessary for your consent, where you have asked us to or where we need to comply with a legal obligation. We have described what we do with your personal data and why we do it in the table in the expanded part of this section.

You will only receive marketing communications from us if you have requested information from us or told us that we can send them to you. You can tell us that you want to stop receiving marketing communications from us by unsubscribing through your account preference centre, clicking the unsubscribe link in any of our emails or by contacting us at support@writeseen.com.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

•      Where we need to perform the contract, we are about to enter into or have entered into with you.
•      Where it is necessary for the provision of our services (or those of a third party) and your interests and fundamental rights do not override those interests.
•      Where we need to comply with a legal or regulatory obligation.
•      For certain processing purposes, we may request your consent to authorise the processing. For example, if you are not a customer of WriteSeen and have not enquired about our products or services, we would need a clear consent from you in order to send any communications to you about our products or services.

We have set out in the tables below a description of what we do with your personal data and why we do it. We have also identified your consent where appropriate.

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Please contact us if you need details about the specific legal ground, we are relying on to process your personal data where more than one ground has been set out in the table below.

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.

You will receive marketing communications from us if you have requested information from us or purchased products or services from us. You will also receive these communications if you have said that we can send them to you when you provided us with your details when you entered a competition or signed up for a newsletter.

You can tell us that you want to stop receiving marketing communications from us at any time. You can do this via our preference centre within your account, by clicking on the unsubscribe link in any email we send you or by contacting us directly by email, post or over the phone.

We’ll process any such request as quickly as we can, but it might take a few days for all of our systems to be updated. Don’t worry about not getting updates on the services we provide – stopping marketing communications won’t stop service communications, so you’ll continue to get all the information you need.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

We do not, and will not, sell any of your personal data to any third party – including your name and contact details. We’re serious when we say we’re committed to protecting your privacy – we want to earn and maintain your trust, and we believe this is absolutely essential in order to do that.

We do, however, share your personal data with the following categories of companies as an essential part of being able to provide our products and services to you, as set out in this notice:

•      Industry Professionals who show an interest in your products.

•      Professional service providers, such as marketing agencies, advertising partners, IT and system administration providers and website hosts, who help us run our business.

•      Law enforcement and fraud prevention agencies, so we can help tackle fraud.

•      Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.

•      HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

•      Companies approved by you, such as social media sites (if you choose to log in via your accounts with them).

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

We will receive information about experiences of working with you or the services that you have delivered from other Clients and/or Industry Professionals (as applicable).

We may receive information about you from third parties that are referring you to WriteSeen if you have indicated to such third party that you are happy to be referred to us. If you are the referring party, you warrant that you have obtained the necessary consent to share this information with us.

We might also receive information about you from third parties if you have indicated to such third party that you would like to hear from us. Such third parties are responsible for compliance with data protection law and will have primary responsibility for how they use personal data.

Sometimes we might need to transfer your personal data to third-party processors outside the European Economic Area (EEA) – for example, this might be required to provide support services. We will only do this if there are appropriate safeguards in place to make sure your personal data receives equivalent protection as when it is being processed inside the EEA.

We’re committed to keeping your personal data secure and have put in place a high level of security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instruction and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Details of retention periods for different aspects of your personal data are available in our retention policy which you can request from us by contacting us.

In some circumstances, you can ask us to delete your data: see the section detailing your legal rights below for further information.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Our servers are situated in the EEA and all information that we collect about you will be stored on these servers. We also share your information with third party tool providers who support us in keeping our systems updated.

In certain circumstances your information may be processed outside of the European Economic Area (EEA) such as if we engage third parties based outside of the EEA to assist us with the services that you have requested from us. In such circumstances, we will take all steps necessary to ensure that any of your information is adequately protected by ensuring:

Data will only be shared with worldwide third parties in accordance with applicable data protection laws. By creating a WriteSeen account, you consent to this transfer and processing of your information.

You have lots of legal rights relating to your personal data. You can get more information on each of the rights we’ve summarised below by taking a look at the glossary in the bottom section of this privacy notice:

•        The right to request access to your personal data.
•        The right to request correction of your personal data.
•        The right to request erasure of your personal data.
•        The right to object to processing of your personal data or to withdraw consent.
•        The right to request restriction of processing your personal data.
•        The right to request a transfer of your personal data to another service provider.

If you wish to exercise any of the rights set out above or if you have any questions or a complaint, please contact us by emailing dataprotection@writeseen.com If you’d prefer, you can also write to us at Writeseen Limited, Data Protection Officer, Studio 55, 123 Stratford Road, Solihull, B90 3ND. If you are a citizen of the EEA, you can contact our appointed European Representative by emailing writeseen@xpertdpo.com. If you would prefer, you can also write to our European Representative at XpertDPO Ltd. 20 Harcourt Street, Dublin 2, D02 H364.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

If any provision of the Terms is found invalid or unenforceable, that provision will be enforced to the maximum extent permissible, and the other provisions of the Terms will remain in force.

The Terms, the Company’s Privacy Policy and any other terms and conditions of service of the Company, and its successor, constitute the entire agreement between you and the Company and govern your use of the Service.

Except as expressly provided otherwise in the Privacy Policy or any additional terms and conditions of service, you agree that by posting messages, uploading files, inputting data, or engaging in any other form of communication with or through the Company, you grant the Company a royalty-free, perpetual, non-exclusive, unrestricted, worldwide license to use, reproduce, modify, adapt, translate, enhance, transmit, distribute, publicly perform, display, or sublicense any such communication in any medium (now in existence or hereinafter developed) and for any purpose, including commercial purposes, and to authorise others to do so. In addition, please be aware that information you disclose in publicly accessible portions of the Site and Service may be available to all users of the Site and Service, so you should be mindful of personal information and other content you may wish to post. YOUR USE OF THE WRITESEEN WEBSITE AND SERVICES DOES NOT GRANT WRITESEEN ANY OWNERSHIP TO, NOR RIGHT TO PUBLISH PUBLICLY ANY CONTENT.

This agreement may not be assigned, in whole or in part, by you without the express prior written approval of the Company.

The Company shall not be liable or deemed to be in default for any delays or failure in performance or interruption of the Service resulting directly or indirectly from any cause of circumstances beyond the control of the Company, including but not limited to, Acts of God, acts of public enemy, war, accident, fires, electrical failures, telephone system failures, restraining orders or decrees of any court, strikes, postal delays, explosions, governmental orders, or regulations