Privacy Policy: how we handle your information and your manuscript

01Overview

We use your information only to quote, deliver and support your project, and we never sell it.

Book Formatting Experts is a book formatting, cover design and self-publishing services agency. This Privacy Policy explains how we collect, use, store, protect and share information about authors, publishers, businesses and website visitors who use our website, free tools, client portal and services.

It applies to information collected through our website, contact and quote forms, email, file uploads, the client portal, payment-related communications and ongoing service interactions. By using the website, requesting a quote, uploading files, placing an order or working with us, you acknowledge this policy.

In privacy law terms, Book Formatting Experts is the controller of the personal information described here. You can reach us at any time through our Contact page. If you need our postal address for a formal request, ask us there and we will provide it.

02Information we collect

We collect what you give us, what your browser tells us and a little from our service providers.

Information you give us

• Your name, author or business name, email address, phone number and country.
• Book details: title, genre, word count, page count, trim size, publishing goals and the platforms you plan to use, such as Amazon KDP, IngramSpark, Apple Books, Kobo, Draft2Digital, Barnes & Noble Press or Lulu.
• Files you upload: manuscripts, images, illustrations, tables, cover files, fonts, brand assets and notes.
• Messages sent through the contact form, quote form, file upload form, client portal, live chat or email.
• Account details if you create a client account, such as your email address and a password (stored in hashed form).

Information collected automatically

• IP address, browser type, device type, operating system and approximate location.
• Pages viewed, links clicked, time on site, referring page and general analytics data.
• Cookie data and similar technologies, described in our Cookie Policy.

Information from service providers

We may receive limited information from providers that support payments, email delivery, spam protection, analytics, hosting and file storage. We use it only to run the service.

We do not ask for, and you should not send us, sensitive personal information such as health, financial account or government ID details, unless a project truly requires it.

03How we use information and our lawful bases

Every use has a stated purpose and, for EU and UK visitors, a lawful basis.

We use personal information only for the purposes below. If you are in the European Economic Area, the United Kingdom or Switzerland, the legal basis for each purpose is shown.

• To reply to enquiries, prepare quotes and deliver the services you ask for, including formatting, conversion, cover design, revisions and support. Basis: performing a contract or steps you request before a contract.
• To take payment, issue invoices and receipts and keep accounting records. Basis: contract and legal obligation.
• To run the client portal, send service messages about your order, and provide support. Basis: contract and legitimate interests.
• To keep the website secure, prevent fraud and spam, and fix technical problems. Basis: legitimate interests.
• To understand how the website is used and improve our pages, tools and service. Basis: legitimate interests, or consent where the law requires it for non-essential cookies.
• To send optional newsletters, offers or follow-ups. Basis: consent, which you can withdraw at any time.
• To meet legal, tax and regulatory duties and to establish or defend legal claims. Basis: legal obligation and legitimate interests.

We do not use your personal information to make decisions about you by automated means that have legal or similarly significant effects.

04Manuscripts and project files

Your manuscript is yours: private, used only for your project and never reused as a sample.

Your manuscript and files are client project materials. We use them only to evaluate, quote, format, revise, deliver and support the service you asked for.

• We do not claim ownership of your manuscript, images, illustrations or other content.
• We do not sell, publish, license or reuse your files, and we do not use them as samples without your written permission.
• Access is limited to the people and service providers involved in your project.
• We may create working files, proofs, previews and screenshots as part of the service.
• We may keep limited project records for revision support, dispute resolution, administration and legal compliance.

We know many clients submit unpublished work. We take reasonable steps to keep it private, and we recommend that you keep your own backup of everything you send us.

05Payments

Payments go through secure processors and we never store full card numbers.

Payments are handled by third-party payment processors and checkout systems. We do not store full card numbers on our servers. We keep transaction details such as your name, email, billing details, invoice number, amount, payment and refund status, and related messages, for accounting, tax and dispute purposes.

06Cookies, analytics and similar technologies

Essential cookies keep the site working and you control the rest.

We use essential cookies to make the site work and keep it secure, and may use analytics, performance and marketing cookies as described in our Cookie Policy. You can control cookies in your browser settings and, where we offer one, through our cookie notice. Blocking essential cookies may stop parts of the site, such as checkout and the client portal, from working.

07Who we share information with

We share only what service providers need to help us run your project, and nothing is sold.

We do not sell your personal information, and we do not share it for cross-context behavioural advertising. We share limited information only where needed:

• Service providers that help us run the business: website hosting, email delivery, file storage, payment processing, analytics, spam protection, live chat, scheduling and project management. They may use the information only to provide their service to us.
• Professional advisers, auditors and authorities where the law requires it or to protect our rights, investigate fraud or enforce agreements.
• A successor business, if Book Formatting Experts is involved in a merger, acquisition, restructuring or sale of assets, under reasonable confidentiality protections.
• Anyone else, only with your instruction or consent, for example a platform you ask us to upload to on your behalf.

08International transfers

Your information can be processed in other countries, with safeguards in place.

We work with clients worldwide, and our providers may process information in countries other than your own, including the United States. Where we transfer personal information from the EEA, the UK or Switzerland to a country without an adequacy decision, we rely on appropriate safeguards such as standard contractual clauses. Ask us through the Contact page for details.

09Data security

We protect your information and files with reasonable technical and organisational measures.

We use reasonable administrative, technical and organisational measures to protect information and files, including encrypted connections, access controls, limited staff access and monitoring. No system is completely secure, so some risk exists whenever information is sent or stored electronically. Please avoid sending unnecessary sensitive information.

10How long we keep information

We keep information only as long as we need it and then delete or anonymise it.

We keep information only as long as needed for the purposes in this policy.

• Project files: for a limited period after delivery so we can provide revision support and corrections, then deleted or archived. You can ask us to delete them sooner.
• Order, invoice and payment records: as long as tax, accounting and legal rules require, typically several years.
• Enquiries and messages: for as long as needed to answer and follow up, and for a reasonable period afterwards.
• Marketing contact details: until you unsubscribe or ask us to delete them.
• Website and security logs: for a short period, then deleted or anonymised.

When information is no longer needed we delete, anonymise or securely archive it.

11Your rights and choices

You can ask to see, correct, delete or move your information at any time.

Depending on where you live, you may have the right to access the personal information we hold about you, correct it, delete it, restrict or object to certain uses, receive a portable copy, and withdraw consent at any time. You may also complain to your local data protection authority.

To use any of these rights, contact us through the Contact page. We may need to verify your identity first and will respond within the time the law allows, normally within one month. Some information may be kept where required for legal, accounting, security or dispute purposes.

12Notice for California residents

California residents have specific rights, and we do not sell or share personal information.

If you live in California, you have the right to know what personal information we collect, use and disclose, to request correction or deletion, and not to be discriminated against for exercising these rights. In the past twelve months we collected the categories described above (identifiers, commercial information about orders, internet activity, and files you provide) for the business purposes described above.

We do not sell personal information and do not share it for cross-context behavioural advertising, so there is no opt-out link to show. We do not knowingly sell or share the personal information of anyone under 16. You may submit a request through the Contact page, and an authorised agent may do so on your behalf with your written permission.

13Children

The website is for adults and we do not knowingly collect children's information.

Our website and services are for adults, authors, publishers and businesses. We format children's books, but the website is not directed at children and we do not knowingly collect personal information from children. If you believe a child has given us personal information, contact us and we will review and delete it where appropriate.

14Third-party links and platforms

Other platforms have their own privacy policies, so check them before you publish.

Our website mentions and links to third-party platforms, tools and payment processors. They have their own privacy policies and we are not responsible for their practices. Please review the policy of any platform you use to publish, sell or promote your book.

15Email communication

Service emails are essential, marketing emails are optional and always have an unsubscribe link.

We send service messages about enquiries, quotes, orders, revisions, delivery, payment and support. If you opt in to newsletters, offers or follow-ups, every marketing email includes an unsubscribe link. Unsubscribing from marketing does not stop service messages about active or past projects.

16Changes to this policy

If we change this policy, the new version and its date appear on this page.

We may update this policy to reflect changes in our services, technology or legal obligations. The updated version will be posted here with a new date. Continued use of the website or services after changes are posted means you acknowledge the updated policy.

17Contact

Use our contact page for any privacy question or request.

For questions about this policy or to make a privacy request, use our Contact page. For a quote on a complex project, use the quote page.