Charlesworth Author Services reserves the right to change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 23 May 2018.
1.1. We are committed to safeguarding the privacy of our website visitors and service users; in this policy we explain how we will handle your personal data.
1.3. Our website incorporates privacy controls which affect how we will process your personal data. By using the privacy controls, you can specify whether you would like to receive direct marketing communications. You can access your the privacy controls in your unique profile page once you have subscribed to our service.
2. How we use your personal data
2.1. In this Section 2 we have set out:
2.1.1. the general categories of personal data that we may process;
2.1.2. the purposes for which we may process personal data; and
2.1.3. the legal bases of the processing.
2.2. USAGE DATA
We may process data about your use of our website and services. The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is consent and our legitimate interests, namely monitoring and improving our website and services.
2.3. ACCOUNT DATA
We may process your account data. The account data may include your name and email address. The source of the account data is you. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.4. SERVICE DATA
We may process your personal data that are provided in the course of the use of our services. The service data may include: your name, email address, phone number, mobile number, the documents you submit to us so that we can fulfill your service requests. The source of the service data is you. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is the proper administration of our website and business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.5. ENQUIRY DATA
We may process information contained in any enquiry you submit to us regarding products and/or services. The enquiry data may be processed for the purposes of offering, marketing and selling relevant products and/or services to you. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.
2.6. TRANSACTION DATA
We may process information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website, if you choose to use the online payment service provided. The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and our legitimate interests, namely our interest in the proper administration of our website and business.
2.7. NOTIFICATION DATA
We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters. The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is consent. We use Mail Chimp as a third party service to send you email notifications.
2.8. CORRESPONDENCE DATA
We may process information contained in or relating to any communication that you send to us. The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with you, our service users.
2.9. In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject.
2.10. Please do not supply any other person's personal data to us!
3. Providing your personal data to others
3.1. We may disclose your personal data to any member of our group of companies this means our subsidiaries, our ultimate holding company and all its subsidiaries insofar as reasonably necessary for the purposes set out in this policy.
3.2. We may disclose your name, email address, and/or the documents which you submit to us to our editors insofar as reasonably necessary for us to provide you with the contracted service you have subscribed to.
3.3 We may disclose your name and/or the documents which you submit to us to our third party service providers insofar as reasonably necessary for us to provide you with the contracted service you have subscribed to.
3.4 We may disclose your name, email address, and/or the documents which you submit to us to our 3rd party reseller partners insofar as reasonably necessary for us to provide you with the contracted service you have subscribed to.
3.5. Financial transactions relating to our website and services may be handled by our payment services providers, which are: PayPal, WorldPay or Alipay. We may share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds.
3.5.1. You can find information about the payment services providers' privacy policies and practices at:
3.6. In addition to the specific disclosures of personal data set out in this Section 3, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
4. International transfers of your personal data
4.1. In this Section 4, we describe the circumstances where we might share the personal information you provide to us so that we can service our contractual agreements with you, our subsidiaries, 3rd Party Service Providers and our 3rd Party Reseller Partners within countries outside the European Economic Area (EEA) and why.
4.2. We and our company group have offices and facilities in the UK, USA and China. The European Commission has made an "adequacy decision" with respect to the data protection laws of each of these countries.
4.2.1. Transfers to each of these countries will be protected by appropriate safeguards, namely the use of binding corporate rules or contractual agreement with our subsidiaries and 3rd party Service Providers.
4.2.2. You may write to us for more information about our safeguards should you need them by emailing our UK Office:
4.3. We have adopted the standards of the Data Protection Act 2018 and UK GDPR at all our offices. This ensures that the high standards of Data Protection and Privacy Regulations which are the foundation of the legislation are enforced and maintained across our company irrespective of region.
4.4 We work with Reseller Partners in other countries who represent our services into their territory. In order to provide the service to you it may be necessary to share your data with them. So that there is no misunderstanding, where we have a Reseller Partner Agreement in place in territories outside of the UK, USA and China the Reseller Partner is responsible to ensuring that any data collected and stored within their own systems complies with the relevant legislation within the territory in which they operate. All Reseller Partner’s data will be stored in a secure environment with strict data protection and backup protocols. Any Reseller Partner data stored in Charlesworth own system’s will be compliant with Data Protection Act 2018 and UK GDPR regulations.
4.5. To further protect the data of our customers and users we have introduced mechanisms where customer data is isolated – for example data pertaining to UK citizens remains exclusively in the UK unless otherwise stated within individual customer service agreements, similarly the data provided by USA or Chinese customers is retained exclusively in the customer’s country of origin and residence.
4.6. The hosting facilities for our website are situated in the UK. Our hosting service provider is ISO 27001 registered, offering our customers the confidence that this is highest Cyber and Data Security Standard in the world. The European Commission has made an "adequacy decision" with respect to the data protection laws of the UK.
4.6.1. Transfers to the UK will be protected by appropriate safeguards, namely encryption in data transfer, and encryption while data is at rest.
4.6.2. Each individual customer subscription account can be accessed with your unique password.
4.7. You acknowledge that personal data that you submit for publication through our website or services may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.
4.8. When sharing data with our editors which are located across the world, they are provided with the anonymised documents for editorial services.
5. Retaining and deleting personal data
5.1. This Section 5 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
5.2. Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
5.3. We will retain and delete your personal data as follows:
5.3.1. On cancellation or natural conclusion of your service agreement, your personal data will be deleted within two working days.
5.3.2. On unsubscribing from our mailing list, your name and email address will be immediately and automatically deleted from our mailing list.
5.4. In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. In such cases, we will determine the period of retention based on the following criteria:
5.4.1. the period of retention of your personal data will be retained for as long as your account is active. Through the use of your unique customer portal you have the ability to manage all aspects of your registration, subscription and service cancellation.
5.5. Notwithstanding the other provisions of this Section 5, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, such as UK Tax Law, where we are obligated to retain invoicing, receipts and general service transaction data for seven years.
6.1. We may update this policy from time to time by publishing a new version on our website.
6.2. You should check this page occasionally to ensure you are happy with any changes to this policy.
6.3. We may notify you of changes to this policy by email or through the private messaging system on our website.
7. Your rights
7.1. In this Section 7, we have summarised the rights that you have under data protection law, in the context of our business activities. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
7.2. Your principal rights under data protection law are:
7.2.1. the right to access;
You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee. You can access to your personal data when you are logged into the website, customer portal.
7.2.2. the right to rectification;
You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
7.2.3. the right to erasure;
In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; However, there are certain general exclusions of the right to erasure. Those general exclusions include where processing is necessary: for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
7.2.4. the right to restrict processing;
In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defence of legal.
7.2.5. the right to object to processing;
You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
7.2.6. the right to data portability;
To the extent that the legal basis for our processing of your personal data is consent, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
7.2.7. the right to complain to a supervisory authority;
If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
7.2.8. the right to withdraw consent.
To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
7.3. You may exercise any of your rights in relation to your personal data by writing to or emailing us.
8. About cookies
8.1. A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
8.2. Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
8.3. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
9. Cookies that we use
9.1.1. authentication - we use authentication cookies to identify you when you visit our website and as you navigate our website. The purpose for using this cookie is to ensure, that you and only you have access to your unique customer portal area.
9.1.2. status - we use status cookies to help us to determine if you are logged into our website. Cookies used for this purpose are to protect against the misuse of your unique customer portal area.
9.1.3. security - we use security cookies as an added element of the security measures we use to protect your user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally. Cookies used for this purpose are: to enhance website and customer security.
9.1.4. analysis - we use analysis cookies to help us to analyse the use and performance of our website and services. Cookies used for this purpose are: to enable us to improve our website, services and customer experience.
10. Cookies used by our service providers
10.3. We also use:
10.4. PayPal: https://www.paypal.com/en/webapps/mpp/ua/privacy-full
11. Contact Details
11.1. This website is owned and operated by The Charlesworth Group; which comprises of: Charlesworth Author Services and Charlesworth Representation.
11.2. We are registered in England and Wales under registration number 07300070, and our registered office is at 250 Deighton Road, Deighton, Huddersfield, HD2 1JJ, UK
11.3. Our principal place of business is at 250 Deighton Road, Deighton
Huddersfield, HD2 1JJ, UK .
11.4. You can contact us:
11.5. by post, using the postal address given above;
11.6. using our website contact form;
11.7. by telephone, on +44 (0) 1484 506250
11.8. by email, using email@example.com
11.9. Our International Office addresses and contact details are:
11.9.1. Charlesworth Author Services China
Room 1105, #9 Building,
No.39 Dongsanhuan Zhonglu, Chaoyang,
Beijing, 100022, China
11.9.2. Charlesworth Author Services (USA), Inc.
c/o Suite 510 Constitution Place
325 Chestnut Street
Philadelphia, PA 19106, USA
12. Data protection officer
Our data protection officer's contact details are: firstname.lastname@example.org