Last Updated: 01/01/2026

Controller: Civiel Publishing Ltd

Compliance: UK GDPR, Data Protection Act 2018

1. Introduction

This Privacy Policy explains how Civiel collects, uses, stores, and protects personal data when you visit our website, make an enquiry, submit work, or engage our services.

2. Information We Collect

We may collect the following categories of personal data:

2.1 Information You Provide:

• Name

• Email address

• Phone number

• Submission materials

• Author biography

• Payment details (if purchasing services)

• Correspondence and documents you send to us

2.2 Automated Data:

• IP address

• Browser type and version

• Cookies and usage analytics

• Device identifiers

2.3 Special Category Data:

Civiel does not intentionally collect sensitive data. If such data appears in a Submission, the author provides it knowingly and voluntarily.

3. How We Use Your Information

We use your data to:

• Review submissions

• Manage author correspondence

• Provide editorial, publishing, or consultancy services

• Process payments

• Improve website performance

• Maintain security and fraud prevention

• Comply with legal obligations

We do not sell or share your data for advertising.

4. Lawful Basis for Processing

Civiel relies on:

• Contract (reviewing submissions, entering agreements)

• Legitimate Interests (running a publishing business, protecting IP)

• Consent (newsletter or optional communications)

• Legal Obligation (record keeping, tax compliance)

5. Data Sharing

We may share your data with:

• Trusted service providers (IT, payment processors, cloud storage)

• Legal advisors or regulatory authorities

• Contractors working on your project (editors, designers), when required

All third parties are required to comply with UK GDPR.

6. Data Retention

• Unaccepted submissions are retained for up to 12 months unless deletion is requested sooner.

• Contracts, financial documents, and correspondence may be retained for up to 7 years.

• Website analytics data may be stored for 12–36 months.

7. Your Rights

Under UK GDPR, you have the right to:

• Access your data

• Request correction or deletion

• Object to processing

• Request restriction of processing

• Data portability

• Withdraw consent at any time

Requests can be made via email: admin@civiel.co.uk

8. Security

We use encryption, secure servers, and strict access controls.

However, no online transmission is entirely risk-free.

9. Cookies

Civiel uses essential cookies, functional cookies, and anonymised analytics cookies.

You may manage cookie preferences through your browser settings.

10. International Transfers

Data may be stored on secure servers outside the UK (e.g., EU or US) with adequate safeguards such as Standard Contractual Clauses.