“I thank you so much and appreciate beyond words. I really appreciate the help I got from you.”
Barbara, PhD student, University of the Witwatersrand, Johannesburg, South Africa
Under the new EU General Data Protection Regulation (GDPR) which enters into force on 25 May 2018, individuals have greater rights over the information that organisations hold on file about them. I have reviewed the GDPR legislation and how this applies to NJE Proofreading and I believe that the following policy covers the type of information I process for the purposes of GDPR, the reasons for such processing and the rights of the individuals who engage my services. I take the individual rights of clients and their personal information seriously and I believe that this policy demonstrates compliance to the GDPR and shows that I have practices in place to manage the information and any requests a data subject may submit to me concerning their personal information.
What type of information do you collect/hold about me?
NJE Proofreading processes data (as according to the GDPR) for the purposes of carrying out proofreading and language editing services. Such information includes names, email addresses, postal addresses, telephone numbers, and information about the project or document (e.g. subject matter, word count etc.). It may in addition include Skype IDs or contact details which are provided to me by the client (or potential client).
Why do you need this information?
Such information is required in order to communicate with the client about working together, to discuss the project and to return the completed project to the client and invoice them for the work.
HMRC requires me to keep records for tax purposes for a period of at least five years after the 31 January of the relevant tax year and so I will keep your details on file for this minimum period, after which I will happily delete the information if you request me to do so. Please contact me by emailing firstname.lastname@example.org in order to request this.
Please note that I do not use mailing lists and only retain the information that you supply to me about the project and your contact details for tax purposes.
I do like to keep previous versions of work carried out on file so that I can refer back to the documentation in order to check the editorial decisions made as part of the proofreading or language editing of the work. This is a useful exercise to inform my proofreading/language editing practice, and also useful for the client if, for example, I have worked on a previous version of a text and am now working on later version. If, however, you would rather I deleted your file, then please simply email me to let me know and I will happily do so.
Will you share my information with anyone?
I will not share personal information with any third party without prior consent unless requested by HMRC for tax purposes, or otherwise requested by law.
How secure is the information that you hold about me?
All work is saved to my computer which is password-protected and only accessed by me. My computer is protected with antivirus software and all email accounts I use are password-protected. If I access an email from my mobile phone, my mobile phone is protected with a pin number and antivirus software and is only used by me.
Can I find out what information you hold about me?
Under the GDPR legislation, if you wish to know the information that I hold about you, or you wish to amend it or request that it is deleted after the period for which I am required to keep it for tax purposes, please email me at email@example.com and I will respond to your message promptly.
Version 1.0 (May 2018)