Privacy Policy

Privacy Policy

Who am I, and what is this policy for?

I am Helen Woodhouse, and I am registered as a sole trader, trading as PHW Proofreading. As such, I offer freelance editing and proofreading services to a variety of clients. My website address is: https://phwproofreading.com.

This privacy policy describes the data that I require and how I use it to be compliant with the General Data Protection Regulations 2018 (GDPR).

Why do I collect data from you?

I request certain information about you so that I can:

    • respond to your requests for information
    • contact you to discuss your requirements for a project and how we may work together
    • provide you with a quote and agree terms
    • record your agreement to my terms and conditions
    • contact you during a project
    • provide you with the completed work and my invoice
    • to comply with my contractual obligations to HMRC
    • to better understand how visitors use this website

What information do I collect from you?

When you contact me, I request the following:

    • your name
    • your email address and/or other contact details (such as your mobile number and whether you wish to correspond on WhatsApp or other messaging exchange) for me to respond to you
    • details of the project, usually with a sample of the text

If we agree to work together, I collect the following additional information:

    • postal address to be used on invoices to fulfil my contractual obligations to HMRC (the UK tax authority)
    • file(s) required for the work

Where do I store the data?

    • My website host is Eco Hosting. It is password-protected and has SSL certification (https) to provide an additional layer of security. You can access Eco Hosting’s privacy policy here.
    • Emails are stored on my password-protected email account. I do not have an external address book.
    • Files are stored in a secure Dropbox account, which is my cloud-based file management system, although from time to time I may save a back-up copy of current work on the hard drive of my password-protected computer. You can access Dropbox’s privacy policy here.
    • Particularly if you use Google Docs, files may also be stored on my Google Drive, which is protected by a two-step verification process. You can access the Google’s privacy policy here.
    • I use Crunch accounting software. Your name, address, email address and a project summary are stored. You can access Crunch’s privacy policy here.

How long do I keep the data?

Because a number of people work with me more than once, I do not delete data unless I am asked to do so; this saves me having to request the same information repeatedly and provides better continuity of service.

Please ask if you want me to delete or amend your records. I will action this request straight away if I can still comply with my obligations to HMRC.

In order to comply with my obligations to HMRC, I am required to keep records for ‘at least 5 years after the 31 January submission deadline of the relevant tax year.’

Do I share your data?

Unless I am audited by HMRC, I do not share your data with anyone.

However, if you agree to provide a testimonial for my website, I will include the name and details you provide for that purpose.

If I cannot take on a project, I might provide details of other editors or proofreaders for you to contact. At the same time, I will let the person I am recommending know your name and to possibly expect you to get in touch.

I use Google Analytics to track traffic volume to my website and to see what search terms are being used. I will notify you of the use of any cookies when you access my website.

Questions

If you have any questions about what data I have about you or want me to remove you from my systems, please get in touch via the contact details here, and I will be happy to help.