1. Overview
Book Formatting Experts is a premium book formatting and self-publishing services agency. We help clients prepare books for print, ebook, paperback, hardcover, children’s books, workbooks, cookbooks, academic books, fiction, nonfiction, memoirs, journals, and platform-ready publishing files.
This Privacy Policy applies to information collected through our website, contact forms, custom quote request forms, email communications, project intake forms, file submissions, consultation requests, payment-related communications, and ongoing service interactions.
By using our website, submitting information, requesting a quote, contacting us, uploading project materials, placing an order, or working with us, you acknowledge that you have read and understood this Privacy Policy.
2. Information We Collect
We collect information that helps us respond to inquiries, prepare accurate estimates, manage formatting projects, deliver completed files, and support clients before, during, and after their order.
2.1 Information You Provide Directly
- Name, author name, business name, or publishing brand name.
- Email address, phone number, country, or preferred contact details.
- Book title, subtitle, genre, category, trim size, page count, word count, and publishing goals.
- Selected publishing platforms, including Amazon KDP, IngramSpark, Apple Books, Draft2Digital, Barnes & Noble Press, Lulu, or other supported platforms.
- Project instructions, formatting preferences, design references, revision notes, and delivery requirements.
- Files you submit, including manuscripts, images, illustrations, tables, references, cover files, sample books, brand assets, and publishing specifications.
- Messages sent through the Contact Us page, Custom Quote Request page, email, or other approved communication channels.
2.2 Information Collected Automatically
- IP address, browser type, device type, operating system, and general usage data.
- Pages viewed, links clicked, time spent on the website, referring URLs, and general analytics data.
- Approximate location data derived from your device, browser, or internet connection.
- Cookie data and similar technologies used for website performance, analytics, security, and user experience.
2.3 Information From Third-Party Tools
We may receive limited information from service providers used to support website hosting, contact forms, analytics, payment processing, email communication, spam protection, file delivery, project management, or scheduling. This information is used only to operate and improve our services.
3. How We Use Your Information
We use collected information for legitimate business purposes connected to our publishing support services, website operation, communication, security, and client care.
Service Delivery
To review manuscripts, prepare quotes, format books, create print and ebook files, complete revisions, and deliver final project files.
Client Communication
To respond to inquiries, explain packages, clarify project details, send updates, request missing information, and provide support.
Project Management
To organize files, track order details, manage revision requests, confirm specifications, and maintain service quality.
Website Improvement
To understand website performance, improve page experience, identify technical issues, and make our content more helpful.
3.1 Additional Uses
- To prepare custom quotes for books exceeding standard word-count, page-count, platform, or complexity limits.
- To process payments, invoices, receipts, refunds, and accounting records.
- To prevent fraud, abuse, spam, unauthorized access, or misuse of our website and services.
- To comply with legal, tax, accounting, contractual, or regulatory obligations.
- To send service-related messages about active or past projects.
- To improve our service pages, FAQs, pricing guidance, client onboarding, and publishing support experience.
4. Manuscripts, Book Files, and Project Materials
Manuscripts and publishing files are treated as client project materials. We use these files only for the purpose of evaluating, quoting, formatting, revising, delivering, or supporting the service you requested.
4.1 How We Handle Project Files
- We do not claim ownership of your manuscript, illustrations, images, book content, or intellectual property.
- We do not sell, publish, distribute, license, or commercially exploit your manuscript or project files.
- We may review your files internally to understand formatting requirements, technical complexity, platform specifications, and delivery needs.
- We may create working files, formatted proofs, print-ready files, ebook files, screenshots, or previews as part of the service process.
- We may keep limited project records where needed for revision support, dispute resolution, business administration, or legal compliance.
4.2 Confidentiality of Unpublished Work
We understand that many clients submit unpublished manuscripts or private publishing projects. We take reasonable steps to keep submitted project materials private and accessible only to people or service providers involved in delivering or supporting the requested service.
5. Payments, Billing, and Transactions
When you purchase a service, pay an invoice, or make a deposit, payment information may be handled by secure third-party payment processors, checkout systems, banks, or financial platforms. We do not intentionally store full credit card numbers on our website servers.
We may collect and retain transaction-related details such as your name, email address, billing information, invoice number, amount paid, order details, payment status, refund status, and communication related to the transaction.
| Data Type | Purpose | Typical Handling |
|---|---|---|
| Billing Details | Invoices, receipts, order verification, and accounting records. | Stored as needed for business, tax, and legal purposes. |
| Payment Status | To confirm deposits, balances, refunds, and completed orders. | Managed through internal records and payment providers. |
| Card or Bank Data | Payment authorization and processing. | Handled by third-party payment processors, not intentionally stored by us in full. |
6. Cookies, Analytics, and Website Tracking
Our website may use cookies, pixels, scripts, analytics tools, and similar technologies to support website performance, security, user experience, marketing measurement, and service improvement.
6.1 Types of Cookies We May Use
- Essential cookies: Help the website function properly and securely.
- Analytics cookies: Help us understand how visitors use the website.
- Performance cookies: Help improve speed, responsiveness, and technical reliability.
- Marketing or remarketing cookies: May help measure advertising performance or show relevant service information.
You can usually control or disable cookies through your browser settings. Some website features may not function properly if essential cookies are blocked.
7. How We Share Information
We do not sell client personal information, manuscript files, publishing files, or project details. We may share limited information only when needed to operate our business, deliver services, protect our rights, comply with obligations, or support your project.
7.1 Service Providers
We may share information with trusted providers that support hosting, email, file storage, analytics, spam protection, payment processing, scheduling, project management, security, and client communication. These providers may access only the information needed to perform their function.
7.2 Legal or Safety Requirements
We may disclose information when required by law, court order, government request, legal process, fraud investigation, security issue, rights protection, contract enforcement, or dispute resolution.
7.3 Business Transfers
If Book Formatting Experts is involved in a business transfer, merger, restructuring, acquisition, or sale of assets, relevant business information may be transferred as part of that process, subject to reasonable confidentiality protections.
8. Data Security
We use reasonable administrative, technical, and organizational measures to protect personal information and project files from unauthorized access, loss, misuse, alteration, or disclosure.
- Access to project information is limited to those who need it for service delivery or business administration.
- We use secure communication, storage, and website tools where appropriate.
- We encourage clients to avoid sending unnecessary sensitive information unless it is required for the project.
- We recommend that clients keep backup copies of all manuscripts, images, publishing files, and final deliverables.
No internet transmission, email, website, payment platform, or file storage system can be guaranteed to be completely secure. By using our website and services, you understand that some level of risk exists when information is transmitted electronically.
9. Data Retention
We retain personal information, communication records, project details, invoices, and files only for as long as reasonably necessary for the purposes described in this Privacy Policy.
9.1 Why Information May Be Retained
- To complete active formatting or publishing support projects.
- To provide revision support or respond to service questions.
- To maintain business, tax, accounting, and transaction records.
- To resolve disputes, enforce agreements, prevent fraud, or protect legal rights.
- To comply with applicable legal, regulatory, or reporting requirements.
When information is no longer needed, we may delete, archive, anonymize, or securely dispose of it according to our business needs and legal obligations.
10. Your Privacy Rights and Choices
Depending on your location and applicable law, you may have rights related to the personal information we hold about you. These rights may include requesting access, correction, deletion, restriction, portability, or objection to certain uses of your personal information.
10.1 Requests You May Submit
- Request a copy of eligible personal information we hold about you.
- Ask us to correct inaccurate or outdated information.
- Ask us to delete eligible personal information or project records.
- Ask us to stop certain marketing communications.
- Ask questions about how your information is used in connection with your project.
We may need to verify your identity before fulfilling certain requests. Some information may be retained where required for legal, accounting, security, contractual, dispute-resolution, or legitimate business purposes.
11. Children’s Privacy
Our website and services are intended for adults, authors, publishers, businesses, educators, consultants, organizations, and publishing professionals. We do not knowingly collect personal information from children without appropriate consent.
We may provide formatting services for children’s books, picture books, activity books, coloring books, and illustrated books. However, that does not mean our website is directed to children. If you believe a child has provided personal information to us without proper consent, please contact us so we can review the matter.
12. International Visitors
Book Formatting Experts may work with clients from different countries and publishing markets. If you access our website or submit information from outside the country where our website or service providers operate, your information may be processed in a different location than your own.
By using our website, requesting a quote, submitting files, or working with us, you understand that your information may be transferred, stored, or processed where our business, website, service providers, or project systems are located.
13. Third-Party Links and Publishing Platforms
Our website may mention or link to third-party publishing platforms, tools, payment processors, file delivery systems, or external resources. These third parties have their own privacy policies, terms, technical requirements, and data practices.
Book Formatting Experts is not responsible for the privacy practices, security, policies, or content of third-party websites or platforms. We encourage you to review the privacy policy of any platform you use to publish, distribute, sell, or promote your book.
14. Email Communication and Marketing
We may send service-related messages about inquiries, quotes, orders, revisions, delivery, payment, or support. These messages are necessary for communication about your request or project.
If we send optional newsletters, promotions, publishing tips, or service updates, you may unsubscribe or request removal from marketing communications. Unsubscribing from marketing messages does not stop important service-related communications connected to active or past projects.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, website, technology, legal obligations, business practices, or client support process. The updated version will be posted on this page with a revised effective date.
Continued use of our website or services after changes are posted means you acknowledge the updated Privacy Policy. We recommend reviewing this page periodically.
16. Contact Information
If you have questions about this Privacy Policy, how your information is handled, or how to submit a privacy-related request, please contact Book Formatting Experts through our Contact Us page.
Need help with a privacy or project question?
For general privacy questions, project concerns, custom formatting requirements, manuscript handling questions, or publishing platform guidance, visit our Contact Us page. If you need a custom estimate for a complex book, large manuscript, children’s book, image-heavy project, or multi-platform publishing file, use the Custom Quote Request page.