We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. 

For the purposes of the UK GDPR and the Data Protection Act 2018, the data controller is KittyQuill Editorial Services; registered as a sole trader. 

• Email: enquiries@kqeditorial.co.uk
• Contact number: 07438797311 (whatsapp)
• Address: Available on request 

1. Personal data we collect

We retain personal data only for as long as necessary for the purposes outlined in this policy, including legal, accounting, or reporting requirements. We may collect and process the following personal data:

 A. Information You Provide

• Name
• Email address
• Phone number
• Messages or enquiries you send to us

B. Automatically Collected Data

• IP address
• Device and browser type
• Operating system

C. Cookies

We use cookies and similar technologies to improve functionality and analyse website usage. For more information, see our Cookie Policy below. 

2. Lawful Bases for Processing

Under UK GDPR, we must have a lawful reason to use your data. We rely on the following bases:

• Consent – where you have given clear permission
• Contract – where processing is necessary to provide a service
• Legal obligation – where required by law
• Legitimate interests – to operate and improve our services (balanced against your rights)

We rely on legitimate interests, these include running and improving our business, communicating with potential clients, and ensuring the security of our website. These measures may include access controls, secure storage, and encryption where appropriate; provided these interests do not override your rights and freedoms.

3. How we use and store your personal data

We use your data to:

• Provide and manage our services
• Respond to enquiries and provide customer support
• Improve our website and services
• Send important service-related communications
• Meet legal and regulatory obligations
• Internal record keeping

We will not use your data for purposes incompatible with those listed above.

In accordance with Article 5(1)(e) UK GDPR and ICO guidance, we retain personal data only for as long as necessary. Enquiry and contact data are retained for up to 12 months after our last interaction to manage follow-ups or potential disputes, after which it is securely deleted or anonymised.

We will keep customer account data for as long as the account is active, then for a following 12 months. This helps with customer support, complaints handling, and fraud prevention. Where a contract for services is entered, relevant personal and financial data will be retained for 6 years following completion of the contract, in line with UK limitation periods and accounting requirements. 

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, misuse, or disclosure. We do not engage in automated decision-making or profiling using your personal data.

4. Manuscripts Containing Personal Data

While providing editorial services, we may process personal data contained within manuscripts or other materials supplied by clients. This may include personal data relating to the client or to third parties.

Where this occurs, KittyQuill Editorial Services acts as a data processor, and the client is the data controller for the personal data contained within the manuscript.

We process such data solely for the purpose of providing the agreed editorial services and only in accordance with the client’s instructions. We do not use manuscript content for any other purpose.

Manuscript files and associated personal data are stored securely and accessed only where necessary to deliver the contracted services. Files are retained only for as long as required to complete the work and any agreed follow-up period, after which they are securely deleted, unless a longer retention period is required by law or agreed with the client.

5. Sharing Your Data

We do not sell your personal data.

We may share data with:

• Trusted service providers (e.g. hosting, analytics, email services)
• Professional advisers (e.g. legal, accounting)
• Public authorities where legally required

All third parties are required to protect your data and only process it on our instructions. A list of our current data processors is available upon request

6. International Transfers

If we transfer your personal data outside the UK, we ensure appropriate safeguards are in place, such as:

• UK adequacy regulations
• International Data Transfer Agreements (IDTAs)
• Standard Contractual Clauses (SCCs)

Where required, we comply with applicable data protection laws outside the UK to ensure appropriate safeguarding of personal data. 

7. Your Data Protection Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Rectification of inaccurate or incomplete data
• Erasure (“right to be forgotten”)
• Restriction of processing
• Data portability
• Object to processing
• Withdraw consent at any time

To exercise your rights, contact us at enquiries@kqeditorial.co.uk

8. Complaints

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data protection rights have been breached or are unhappy with how we have handled your data.

Website: https://ico.org.uk
Helpline: 0303 123 1113

We aim to resolve any concerns promptly and fairly. If you have a complaint, please contact the business owner at sophiekay@kqeditorial.co.uk so we have the opportunity to address the issue before you contact the ICO

9. Children’s Data

Our services are not intended for individuals under the age of 18, and we do not knowingly collect personal data from children. As our work may involve sensitive or potentially triggering subject matters, any person under 18 will not be accepted as a client unless prior written consent is provided by a legal guardian, along with appropriate verification.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for their privacy practices.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date.

12. Contact Us

If you have questions about this Privacy Policy or your personal data, contact:

Email: legal@kqeditorial.co.uk
Company Name: KittyQuill Editorial Services

Last updated 17/02/2026