Privacy Policy
This Privacy Policy explains how BookPublishersNYC.com (“we”, “us” or “our”), operated by [legal entity name], collects, uses, shares and protects personal information when you visit this website, contact us, request a quote or use our book publishing services. It applies to authors, prospective authors and visitors from anywhere in the world.
Important Note: Manuscripts and project files are also protected by the Non-Disclosure Agreement that each author signs before work begins. If this policy and the Non-Disclosure Agreement differ about the confidentiality of an author’s manuscript or project files, the Non-Disclosure Agreement applies.
Privacy at a Glance
We collect the information you give us, such as your name, contact details and the details of your book, and some technical information when you use the website.
We use it to answer your questions, prepare quotes, deliver the services you buy, manage payments and improve the website.
We keep manuscripts and project files confidential and use them only to deliver the agreed services.
We share information only with the people and companies that help us deliver our services, or when the law requires.
You can ask to see, correct or delete the personal information we hold about you at any time.
Information We Collect
Information you give us
- Contact and quote details. When you submit the quote request or contact form, or call or email us, we collect your name, email address, telephone number and the details of the book and the services you want.
- Project information. When you become a client, we collect the information needed to deliver the services, such as your manuscript, your book’s title, genre, word count and formats, your cover brief, your author biography, your platform preferences and your approvals. Manuscripts are stored on our systems for project delivery and future support, and related project documents are kept in author-specific folders.
- Agreements and payment details. We keep records of the agreements you sign and of your invoices, such as the amount and date. You can pay by credit or debit card, PayPal or another payment provider we support. The payment provider processes your payment, and we do not store full card numbers or other complete payment card details on our systems.
- Communications. We keep the emails we exchange with you, and written notes of our conversations that record project requirements, communication history and follow-up actions. We do not record phone calls.
Information collected automatically
When you visit the website, we and our service providers collect technical information, such as your IP address, browser and device type, the pages you view, the date and time of your visit and the website you came from. We collect it through cookies and similar technologies, described below.
Information from platform accounts
If you authorize us in writing to help set up your books on a sales platform, we may access information in your platform account only as far as the agreed work needs.
How We Use Your Information
We use personal information to:
- answer your questions and talk with you by phone and email;
- prepare quotes and agreements;
- deliver the services you buy, including editing, proofreading, formatting, cover design, publishing setup, marketing and audiobook production;
- deliver final files by email or Dropbox;
- process payments and keep financial records;
- provide support after delivery;
- run, secure and improve the website and our services;
- send service messages, such as quotes, invoices and updates about your project;
- send marketing messages, only where you have agreed or the law allows;
- meet our legal and accounting obligations and resolve disputes.
We do not use manuscripts or project files for any purpose other than delivering the agreed services. We do not use them to write, publish or sell any work of our own.
Manuscripts, Project Files and Confidentiality
An author’s manuscript and project files are Confidential Information under the Non-Disclosure Agreement. We use them only to evaluate or deliver the agreed services.
We share them only with employees, contractors, editors, designers, narrators and production partners who need them for the work and are bound by strict confidentiality obligations. We apply reasonable security measures to electronic files.
Authors keep ownership of their books. Providing services does not transfer ownership of a book to us.
Read about author rights and royalties →Our Legal Bases for Using Personal Information
If you are in the European Economic Area, the United Kingdom or another place with similar laws, we rely on these legal bases:
Contract
We need your information to prepare a quote, make an agreement with you and deliver the services.
Legitimate interests
We have a legitimate interest in running and improving our website and services, keeping them secure and answering enquiries, and we balance that interest against your rights.
Consent
We ask for your consent where the law requires it, for example for certain cookies and marketing emails. You can withdraw consent at any time.
Legal obligation
We must keep some records for legal, tax and accounting reasons.
Cookies and Similar Technologies
Cookies are small files that a website stores on your device. We use them to make the website work, to understand how it is used and to improve it.
Google Analytics
We use Google Analytics to monitor website traffic and understand how the website performs. Google Analytics uses cookies and similar technologies to collect information such as the pages you view and your approximate location, and Google processes that information for us. You can prevent Google Analytics from collecting data about you by using the browser add-on that Google provides.
Pixels & Consent
We do not currently use advertising or social-media pixels on this website. If we add any, we will say so in this policy and ask for your consent where the law requires it. Where the law requires it, we ask for your consent before using non-essential cookies. You can control cookies in your browser settings, and blocking some cookies may affect how the website works.
How We Share Information
We do not sell personal information, including authors’ names, email addresses or phone numbers. We share it only in these cases:
Service providers
Companies that help us run the website and deliver our services, such as website hosting, email, file transfer (including Dropbox), Google (website analytics), PayPal, and other payment providers. They may use the information only to provide their services to us.
Production partners
Contractors, editors, designers, narrators and production partners who need the project files to do the work. We make sure they are bound by appropriate confidentiality obligations before we share any manuscript or confidential material with them.
Sales platforms
Where you ask us to set up your book, we share the information the platform needs, such as the book’s details and files, using the access you authorize.
Legal reasons
Authorities, courts and advisers, where the law requires it or to protect our rights.
Business changes
A buyer or successor, if our business is sold or reorganized, under confidentiality terms.
International Data Transfers
We are based in New York City in the United States and serve authors worldwide, so your information may be processed in the United States and in other countries where our service providers operate. Those countries may have data protection laws different from those where you live. Where the law requires it, we use appropriate safeguards for these transfers.
How Long We Keep Information
We keep signed agreements, manuscripts, invoices and related project records in author-specific folders for future support and recordkeeping.
We keep manuscripts and project files for 6 months after a project is completed, and we keep financial and contractual records for 6 months.
On request, we return or delete an author’s manuscript and project files, subject to lawful retention obligations and necessary backups.
How We Protect Information
We use reasonable administrative, technical and physical measures to protect personal information and project files, such as restricting access to the people who need it. No method of storing or transmitting information is completely secure, so we cannot guarantee absolute security. If we become aware of unauthorized access to your information, we will notify you where the law requires it.
Your Privacy Rights
Depending on where you live, you may have the right to:
- Access the personal information we hold about you and receive a copy;
- Correct information that is inaccurate or incomplete;
- Delete your information, subject to legal retention requirements;
- Restrict or object to certain uses of your information;
- Receive your information in a portable format;
- Withdraw consent where we rely on it;
- Complain to your local data protection authority.
To use any of these rights, contact us using the details below. We may need to confirm your identity first, and we will respond within the time the law allows.
Residents of California and other US states
Residents of California and some other US states have rights to know, access, correct and delete their personal information and to opt out of its sale or sharing. We do not sell personal information. We will not treat you differently for using these rights.
Children’s Privacy
This website is not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has given us personal information, contact us and we will delete it. Authors who publish children’s books remain adults who contract with us.
Marketing Messages
We email authors about their projects, service updates and invoices. Authors may also receive promotional emails about our services and publishing-related offers. Where the law requires consent, we ask for it before sending them. Every promotional email includes an unsubscribe link, and we act on unsubscribe requests promptly. You will still receive service messages about your project.
Links to Other Websites
This website links to other sites, including sales platforms. We are not responsible for their privacy practices, so please read their policies.
Changes to This Policy
We may update this policy. When we do, we will change the effective date at the top of the page and, where the change is significant, tell you in another way, such as by email.
Contact Us About Privacy
For questions about this policy or to use your privacy rights, contact [legal entity name] at [contact email]. You can also call during working hours, 9:00 AM to 6:00 PM, or write to [postal address]. [Time zone to be confirmed.]
See also our Terms of Service and the page explaining how our process works.