Last Updated: 17 April 2023

The Editor’s Room is dedicated to protecting the privacy of its website visitors and clients. This privacy statement for The Editor’s Room (“Company”, “We”, “Us”, or “Our”) describes how and why We might collect, store, use, and/or share (“Process”) your information when you use Our services (“Services”), such as when you:

• Visit Our website at https://www.editorsroom.online or

• Engage with us in other related ways

By using this site, you consent to the terms as laid out in this statement. Should you have any questions or concerns relating to this privacy statement, please contact us at hello@editorsroom.online.

What type of information might We collect?

We collect personal information that you voluntarily provide to us when you express interest in obtaining information about Us or Our Services or otherwise when you contact Us. The personal information We collect may include the following:

• Email addresses

• Names

We do not Process sensitive information. We request that you do not submit any sensitive data to Us via public postings, email correspondence with Us, or any other method.

How do We collect information?

We Process your information to provide, improve, and administer Our Services, communicate with you, for security and fraud prevention, and to comply with the law. When you conduct correspondence on Our site, as part of the Process, We collect personal information you give Us, such as your name and email address. Your personal information will be used for the specific reasons stated above only.

What legal bases do We rely on to Process your information?

We only Process your personal information when We believe it is necessary and We have a valid legal reason, i.e. with your consent, to fulfill Our contractual obligations, and to protect your rights.

If you are located in the EU or UK, this section applies to you

The General Data Protection Regulation (GDPR) and UK GDPR require that We explain the valid legal bases We rely on in order to Process your personal information. As such, We may rely on the following legal bases to Process your personal information:

• Consent. We may Process information if you have given Us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time by contacting Us at hello@editorsroom.online.

• Performance of a contract. We may Process your personal information when We believe it is necessary to fulfill Our contractual obligations to you, including providing Our Services or, at your request, entering into a contract with you.

• Legal obligations. We may Process your information where We believe it is necessary for compliance with Our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend Our legal rights, or disclose your information as evidence in litigation in which We are involved.

• Vital interests. We may Process your information where We believe it is necessary to protect your vital interests or the vital interests of a third party, such as in situations involving potential threats to the safety of any person.

If you are located in Canada, this section applies to you

We may Process your information if you have given Us specific permission (i.e. express consent) to use your personal information for a specific purpose, or in situations where your permission can be inferred (i.e. implied consent). You can withdraw your consent at any time.

In some exceptional cases, We may be legally permitted under applicable law to Process your information without consent, including, for example:

• If collection is clearly in the interests of an individual and consent cannot be obtained in a timely way

• For investigations and fraud detection and prevention

• For business transactions, provided certain conditions are met

• If it is contained in a witness statement and the collection is necessary to assess, process, or settle an insurance claim

• For identifying injured, ill, or deceased persons and communicating with next of kin

• If We have reasonable grounds to believe an individual has been, is, or may be a victim of financial abuse

• If it is reasonable to expect collection and use with consent would compromise the availability or the accuracy of the information and the collection is reasonable for purposes related to investigating a breach of an agreement or a contravention of the laws of Canada of records

• If disclosure is required to comply with a subpoena, warrant, court order, or rules of the court relating to the production of records

• If it was produced by an individual in the course of their employment, business, or profession, and the collection is consistent with the purposes for which the information was produced

• If the collection is solely for journalistic, artistic, or literary purposes

• If the information is publicly available and is specified by the regulations

California Privacy Rights

The State of California has established its own unique regulations that apply to California residents. As of its effective date of January 1, 2020, We are also compliant with the California Consumer Privacy Act of 2018, Cal. Civ. Code §§ 1798.100 Et Seq. (CCPA).

Any California resident may request, free of charge, the personal information We have collected or stored about themselves or about a member of their household. For security purposes, We reserve the right to ask for verification of your identity and proof of your California residency at the time of your request.

Any California resident has a right to request the personal data We have collected or request deletion of the personal data We have collected. We agree to comply with any data request or deletion made pursuant to the CCPA in a reasonable timeframe, during normal business hours and excluding holidays or Our pre-scheduled time off.

If you are located in South Africa, this section applies to you

In accordance with South African privacy laws and the Protection of Personal Information (POPI) Act, 4 of 3013 (the Act), We:

• Accept joint responsibility and accountability with you to responsibly manage and protect your personal information when providing Our Services and solutions to you;

• Undertake to receive, only from you, and Process the personal information that is necessary for the purpose of assisting you with your required solutions, concluding the necessarily related agreements, and considering the legitimate legal interests of everyone concerned, as required by the Act and to respect your right to withdraw your consent for the Processing of your personal information;

• Undertake to only use your personal information for the purpose required to assist you or provide solutions to you and not Process your personal information with anyone if not required for assisting you with your solutions or by the law;

• Undertake to be open and transparent and notify you as and when required by law regarding why and how your personal information needs to be collected;

• Undertake to safeguard and protect your personal information that is in Our possession; and

• Undertake to freely confirm what personal information We have, to update and correct the personal information, and to keep it for no longer than legally required.

Why do We collect such personal information?

We collect personal information for the following purposes:

• To provide and operate Our Services

• To provide Our users with ongoing customer assistance and technical support

• To be able to contact Our visitors and users with general or personalized service-related notices and promotional messages

• To comply with any applicable laws and regulations

How long do We keep your information?

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy statement, 1 year, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).

When We have no ongoing legitimate business need to Process your personal information, We will either delete or anonymize such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then We will securely store your personal information and isolate it from any further Processing until deletion is possible.

How do We store, use, share, and disclose site visitors’ personal information?

We take all reasonable steps to protect your personal data and keep your information secure. We use recognized online secure payment systems and implement generally accepted standards of security to protect against personal data loss or misuse. However, no security measure is foolproof, and no method of data transmission can be guaranteed against interception or misuse. We cannot guarantee complete security of any information you transmit to Us.

By consenting to this privacy statement, you acknowledge that your personal data may be available, via the Internet, around the world. We cannot prevent the use or misuse of your data by other parties. We will notify you promptly of any known breach of Our security systems or your data which might expose you to risk.

Furthermore, Our Company is hosted on the Squarespace platform. Squarespace provides Us with an online platform that allows Us to offer Services to you. Your data may be stored through Squarespace’s data storage, databases, and general Squarespace applications. They store your data on secure servers behind a firewall. Squarespace collects personal data when you visit this website, including:

• Information about your browser, network, and device

• Web pages you visited prior to coming to this website

• Web pages you view while on this website

• Your IP address

Squarespace needs this data to run this website and to protect and improve its platform and services. Squarespace analyzes the data in a de-personalized form.

Are there age restrictions for site visitors?

This website is not designed for use by children under the age of 16, and We do not knowingly solicit personal data from anyone under the age of 16. If you are under the age of 16, do not access or use Our website or related Services. If you become aware that We have collected data of anyone under the age of 16, please contact Us so that We may delete that data.

How do We communicate with site visitors?

We may contact you to notify you regarding your project, to troubleshoot problems with your project, to resolve a dispute, to collect fees or monies owed, to poll your opinions through surveys or questionnaires, to send updates about Our Company, or as otherwise necessary to contact you to enforce Our user agreement, applicable national laws, and any agreement We may have with you. For these purposes, We may contact you via email, telephone, text messages, and postal mail.

How do We use cookies and other tracking tools?

Cookies are small files saved to the device from which you access this website. Cookies track, save, and store information about your interaction with this website. Cookies do not identify you but only the device you use to access this website.

This website only uses cookies that are necessary for it to function. First-party session cookies are temporary cookies that are automatically deleted when you leave this website. To find out how to disable cookies, check the help section of your internet browser.

How can site visitors withdraw their consent?

If you do not want Us to Process your data anymore, please contact Us at hello@editorsroom.online.

Privacy Policy Updates

The Editor’s Room reserves the right to modify this privacy statement at any time. Changes and clarifications will take effect immediately upon their posting on the website. If We make material changes to this statement, We will notify you here that it has been updated so that you are aware of what information We collect, how We use it, and under what circumstances, if any, We use and/or disclose it. The current version was last updated on 17 April 2023. This date will always be listed at the top of this privacy statement.

Questions and Contact Information

If you would like to: access, correct, amend, or delete any personal information We have about you, please contact The Editor’s Room at hello@editorsroom.online.