Privacy Policy

Sacristy Press values your privacy. The policy below, in conjunction with our Terms & Conditions and Cookie policy, should clarify the ways in which we collect, use and share your personal information. If in doubt, please do not hesitate to contact us.

Last updated 21 December 2022. 

You can contact us in the following ways:

Sacristy Ltd
PO Box 612
Durham
DH1 9HT
United Kingdom 

Email: enquiries@sacristy.co.uk
Telephone: +44 (0)191 303 8 313 

How we use your information

Contact Form

If you fill in and submit our contact form, the information you supply and your IP address will be sent to us by email and only used to respond to your enquiry. It is in your legitimate interests for this data to be processed so that we can respond to your enquiry. This information is retained for as long as necessary to deal with your enquiry.

Marketing emails

If you subscribe to our mailing list, we will send you marketing emails from time to time. We will only do this with your consent, and you can withdraw your consent at any time by clicking the “unsubscribe” link at the bottom of one of our marketing emails. The name and email address you enter, along with your IP address, will be sent to Campaign Monitor (based in Australia) who provide our mailing list software. Your data will be processed and retained by Campaign Monitor in accordance with their Privacy Policy, and might be transferred by them outside of the EEA.

For users who subscribed to our mailing list before May 2018, it is in your legitimate interests to receive our marketing emails as you indicated that you wished to receive them by subscribing. To object to this use of your personal data, you can click the “unsubscribe” link at the bottom of one of our marketing emails, which will remove you from the mailing list.

Website analytics

We use Google Analytics to analyse how visitors use our website. This stores a “cookie” on your computer containing an anonymous tracking ID to allow Google to track your activity around our website. This service is subject to Google’s Privacy Policy. We have taken steps to ensure that you are not personally identifiable to Google Analytics, including the anonymisation of your IP address and preventing Google from sharing our Analytics data with its other services. The information associated with your cookie tracking ID is deleted 14 months after your last use of our website. Learn more about how you can control the information sent to Google.

Submitting your manuscript

If you submit a manuscript to us for our consideration, we will store the information you provide (including name, contact information, biographical details, and your manuscript) in our CRM system. This information will be used internally to decide whether to offer you a publishing contract. Occasionally we might ask someone outside the organisation to review the manuscript, but they will be subject to the same privacy controls we impose on ourselves. The data is stored securely in the cloud within the EEA. If the manuscript is rejected for publication, or you do not respond to our offer, the data will be deleted after 5 years, unless you already have a contract with us, in which case it will be deleted 5 years after your contract ends.

Registration and login

When you register on our website, we collect your name, email address, password and IP address. This information is used to allow you to log in to the website and speed up checkout, so it is in your legitimate interests for us to use your information in this way. This information is retained for four years after your last login, unless you ask us to delete your account.

Any information (including your name and contact details) that you provide through the My Account section of the website will only be used for the purposes indicated where you provide the information. It will not be passed on to any third party (except as detailed elsewhere in this privacy policy) and will be retained until your account is deleted.

Ordering through our website

When you place an order with us, your name, contact details, IP address, basket contents and payment information are used in order to fulfil the contract and process your order. Your name and delivery contact information is transferred to the distributor(s) and courier(s) used to send your order – they will handle your data according to their privacy policy (Ingram Content Group, Royal Mail, or UPS), and might transfer it outside of the EEA. Your personal data is removed from the order after six years, or three years after you last login, whichever is later.

If you make payment with PayPal, your order information (including personal data) is transferred to PayPal to facilitate the payment process. This is required to fulfil the contract and process your order. Your data will be processed and retained by PayPal in accordance with their Privacy Policy, and might be transferred by them outside of the EEA.

If you make payment by card (but not through PayPal), your order information (including personal data) is transferred to Stripe to facilitate the payment process. This is required to fulfil the contract and process your order. Your data will be processed and retained by the relevant payment provider in accordance with their privacy policy (Stripe), and might be transferred by them outside of the EEA.

If you start the checkout process but do not complete your order, we might send you an email a few hours later containing a link to allow you to complete your order. This is in your legitimate interests, as it allows you to easily resume your order if you were unable to complete checkout. It is also in our legitimate interests to remind customers to complete the checkout process. Your personal data is removed from the incomplete order after one year.

Detecting automated scripts

It is in our legitimate interests to prevent automated scripts from abusing our website. To do this, we use reCAPTCHA, a piece of software provided by Google, to verify that you are indeed a human. When you start to interact with reCAPTCHA, Google may set identifier cookies. This service is subject to Google’s Privacy Policy. Learn more about how you can control the information sent to Google.

Online Advertising

To help us increase sales, we advertise our products and brand on a variety of websites, such as Google and Facebook. With your consent, we’ll send the companies listed below information about the products and pages you view on our website, the products you add to and remove from your basket, and the products you purchase. This is used to show you personalised adverts that are more relevant to you. These companies identify you by placing a “tracking beacon” on our website which uses a cookie to identify you to them. Your data will be processed and retained in accordance with their privacy policies and might be transferred by them outside of the EEA.

• Google (privacy policy)
• Facebook (privacy policy)
• Twitter (privacy policy)

You can choose whether to allow marketing cookies/tracking using the tickbox below:

Allow marketing cookies

Blog comments

The comments system on our blog is handled by Disqus and is subject to their Privacy Policy. They do not collect any personal information or set any cookies unless you interact with the comments system, and we do not send them any personal data. However, if you do use the comments system, Disqus might use your data for marketing purposes and transfer it out of the EEA, as detailed in their Privacy Policy, but you can opt out of targeted marketing at any time.

Server logs

Every time your web browser requests a page, image, file or other data from this website, the request is logged. This includes your IP address, the date and time, your “user agent string” (which contains basic information about the software and device you are using), the address of the page that referred you to this website (if the software you are using has supplied it), and some technical details about the HTTP request. It is in our legitimate interests to collect this data to prevent malicious use of our services, monitor server performance, increase security, and diagnose problems. This information is processed by our web host, Hiltonian Media Ltd, and is retained for up to one year.

Communicating with Reviewers

It is in our legitimate interests to send information about our books and other relevant information to potential reviewers so that our books are reviewed and receive publicity. It is also in the legitimate interests of reviewers to receive this information so that they can offer to review books, thereby carrying out their profession. Reviewers expect to receive this information from publishers, and indeed require it to carry out their role. Before adding a potential reviewer to our reviewers’ mailing list, we will ask their permission. The name and email address of the reviewer will be sent to Campaign Monitor (based in Australia) who provide our mailing list software. Your data will be processed and retained by Campaign Monitor in accordance with their Privacy Policy, and might be transferred by them outside of the EEA. It is possible to object to this use of personal data at any time by clicking the “unsubscribe” link at the bottom of emails sent out to the mailing list. The data will be retained until the reviewer is removed from the mailing list.

When a review copy is requested, this is recorded in our CRM system to help us track where and when reviews have been published. The data is stored securely in the cloud within the EEA and is retained for up to 5 years since the last review (of one of our books) was published by the reviewer or organisation they review for.

Communicating with Retailers

It is in our legitimate interests to send information about our books and other relevant information to retailers and other trade customers so that they are able to stock and sell our products. It is also in the legitimate interests of retailers to receive this information so that they can source, stock and promote our products easily, thereby carrying out their business. Retailers expect to receive this information from publishers, and indeed require it to carry out their role. Before adding a potential retailers to our reviewers’ mailing list, we will ask their permission. The name and email address of the retailer will be sent to Campaign Monitor (based in Australia) who provide our mailing list software. Your data will be processed and retained by Campaign Monitor in accordance with their Privacy Policy, and might be transferred by them outside of the EEA. It is possible to object to this use of personal data at any time by clicking the “unsubscribe” link at the bottom of emails sent out to the mailing list. The data will be retained until the retailer is removed from the mailing list.

Author information

We have a separate privacy policy for our authors explaining how we use and share their personal information.

Who else processes your personal data?

In addition to the third parties listed above, the following organisations process personal data on our behalf:

• Hiltonian Media Ltd, our web hosts/developers
• Microsoft, our CRM provider
• Stison, the software we use to manage book and author data
• Ingram Content Group, who print and distribute most of our books

Your Rights

Depending on why we use your data, you have various rights under the GDPR. These are:

• The right to be informed about the use of your data. This privacy policy forms part of that obligation.
• The right to access your personal data or confirm that it is being processed.
• The right to rectify any inaccurate personal data or complete any incomplete personal data.
• The right to have any personal data erased or restrict its processing in some circumstances.
• The right to object to the use of your personal data, but only if we are processing your data for legitimate interests (rather than, for example, to fulfil a contract).
• The right to data portability of personal data they have provided to a controller, but only if we are processing the information on the basis of consent or to fulfil a contract, and when the processing is carried out by automated means.

To exercise any of these rights, please contact us. Where a request is unfounded or excessive, or you are requesting information we have already provided to you, we may charge a reasonable fee to fulfil the request or refuse to respond. We will take reasonable steps to verify your identity before fulfilling the request, and we will respond within one month.

Cookies

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