Privacy Policy Overview
BOK BOK BOOKS LTD ("BOK BOK BOOKS", "we", "us", or "our") is committed to safeguarding the privacy and personal data of visitors to our website https://bok-bok-books.site/ and individuals who use our professional book publishing services.
This Privacy Policy explains what information we collect, how we use and protect it, and the choices and rights you have in relation to your personal data. It applies to information collected through our website and through other interactions you may have with us, including email, telephone, and direct client engagements.
BOK BOK BOOKS LTD is registered in England and Wales with its registered office at 3 Ripon Road, Nunthorpe, Middlesbrough, England, TS7 0HX. For the purposes of applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we act as the data controller for the personal data described in this Policy.
By using our website or engaging our services, you acknowledge that you have read this Privacy Policy. Where required by law, we will request your consent before collecting or processing your personal data for specific purposes.
We may collect and process various types of information about you, depending on how you interact with us and the services you request.
Personal information
Personal information is any information that can be used to identify you directly or indirectly. This may include:
- Contact details: such as your name, email address, telephone number, postal address, and preferred contact method.
- Professional details: such as your role (for example, author, editor, agent), company or organisation name, and areas of writing or publishing interest.
- Project information: details about your manuscript or project, including working title, genre, word count, publishing goals, and any associated timelines or preferences you share with us.
- Account and communication data: records of communications with you, including emails, forms, phone calls, meeting notes, and feedback on our services.
- Billing and transaction data: such as invoicing details, limited payment information (for example, payment status, invoice references), and related financial records. We do not store full payment card details on our systems.
Non-personal and technical information
When you visit our website, we may also collect non-personal and technical information, such as:
- Usage data: information about how you interact with our website, including pages visited, time spent on pages, links clicked, and referring or exit pages.
- Device and technical data: IP address, browser type and version, device type, operating system, approximate geographic location (country or region), and similar technical identifiers.
- Aggregated data: statistical or aggregated information that does not identify you directly, but may be derived from personal data. For example, we may aggregate usage data to understand how many visitors access a particular page.
Where we need to collect personal information by law, or under the terms of a contract we have with you, and you fail to provide that information when requested, we may be unable to provide certain services to you.
How We Collect Information
We collect information from you and about you through a variety of lawful and transparent methods:
Information you provide directly
- Website forms: when you complete a contact form or inquiry form on our website, including pages such as Contact Us, we collect the details you choose to provide (for example, your name, email address, telephone number, and information about your project).
- Email and telephone: when you contact us via email or by calling us on +442073536170, we may collect and store the information you provide during the conversation or in your message.
- Service engagement: when you engage us for services such as manuscript preparation, editing, proofreading, formatting, or publishing assistance, we collect the information necessary to perform those services and manage our relationship with you.
Information collected automatically
- Website analytics: we may use analytics tools to collect information about website usage and performance, such as page views, time on site, and technical diagnostics. This information is typically collected in an aggregated or pseudonymised format.
- Cookies and similar technologies: when you visit our website, we may use cookies or similar technologies to remember your preferences, understand how you use the site, and improve your experience. Further details are provided in the "Cookies and Tracking Technologies" section and our Cookie Policy.
Information from third parties
In some cases, we may receive information about you from third parties where this is lawful and appropriate, for example:
- Professional partners or platforms that refer you to us, or with whom you have authorised us to share information.
- Publicly available sources such as professional profiles or websites relevant to your publishing project.
We take steps to ensure that any third parties providing us with personal data have a lawful basis to do so and that you are aware of how your data may be used.
We use the information we collect for specific, legitimate purposes and in accordance with applicable data protection laws. Depending on your relationship with us, we may process your information for the following purposes:
- Providing and managing our services: to review and respond to your inquiries, assess your publishing needs, prepare proposals, and deliver services such as manuscript preparation, editing, proofreading, formatting, and publishing assistance.
- Client communication and support: to correspond with you about your project, send updates, arrange meetings, clarify requirements, and provide ongoing author support throughout the publishing process.
- Business administration: to create and manage client records, issue and manage invoices, handle payments, and maintain accurate accounting and administrative records.
- Service improvement and website optimisation: to monitor website performance, understand how visitors use our site, enhance usability, and continually improve our services, resources, and content.
- Marketing and updates: where permitted by law and, where required, with your consent, to send information about our services, resources, events, or updates that may be relevant to you. You may opt out of such communications at any time.
- Legal and regulatory compliance: to comply with our legal obligations, respond to lawful requests from authorities, exercise or defend legal claims, and manage risk and compliance.
Our lawful bases for processing personal data may include the performance of a contract with you, our legitimate business interests (for example, operating and improving our services), compliance with legal obligations, and, where required, your consent.
Cookies and Tracking Technologies
Our website may use cookies and similar tracking technologies to provide a secure, efficient, and user-friendly experience.
What are cookies?
Cookies are small text files placed on your device when you visit a website. They help websites recognise your device, remember your preferences, and understand how the site is being used.
Types of cookies we may use
- Strictly necessary cookies: required for the website to function properly, such as enabling core navigation or access to secure areas.
- Performance and analytics cookies: used to understand how visitors use our website, which pages are most popular, and how we can improve the user experience.
- Preference cookies: used to remember choices you make (such as language preferences) to provide a more tailored experience.
Managing cookies
When you first visit our website, you may be presented with options to manage certain types of cookies. You can also manage or disable cookies at any time by adjusting your browser settings. Please note that disabling some cookies may impact the functionality or performance of the site.
For more detailed information about the specific cookies we use and your choices, please review our Cookie Policy.
Sharing and Disclosure of Information
We do not sell your personal data. We only share your information where necessary, lawful, and proportionate, and we take steps to ensure that any third parties respect the security and confidentiality of your data.
Service providers and professional partners
We may share your personal data with trusted third parties who help us deliver our services, such as:
- Freelance editors, proofreaders, designers, formatters, or other publishing professionals engaged to support your project.
- Technology providers that host our website, email services, files, or business applications.
- Analytics and performance tools that assist us in understanding website usage and improving our services.
These third parties are only permitted to process your data on our instructions and for specified purposes, and they are required to implement appropriate data protection measures.
Legal and regulatory disclosures
We may disclose your information where required to do so by law or where we reasonably believe such action is necessary to:
- Comply with applicable laws, regulations, or legal processes.
- Respond to valid requests from public authorities or regulators.
- Protect the rights, property, or safety of BOK BOK BOOKS LTD, our clients, or others.
Business transfers
In the unlikely event of a reorganisation, merger, or transfer of some or all of our business, personal data may be transferred as part of that process, subject to appropriate safeguards and in accordance with applicable laws.
Data Security Measures
We take the security of your personal information seriously and implement appropriate technical and organisational measures designed to protect it from unauthorised access, loss, misuse, alteration, or disclosure.
These measures may include:
- Using secure systems and password protection for devices and applications used to store or process personal data.
- Limiting access to personal data to individuals who have a legitimate business need to know and are subject to confidentiality obligations.
- Utilising reputable hosting and email providers with appropriate security certifications or controls.
- Regularly reviewing our security practices and updating them where necessary.
While we strive to protect your personal data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security, but we work to minimise risks and respond appropriately to any suspected data security incidents.
Data Retention Policy
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, or reporting requirements.
In determining appropriate retention periods, we consider:
- The nature and sensitivity of the personal data.
- The potential risk of harm from unauthorised use or disclosure.
- The purposes for which we process the data and whether we can achieve those purposes through other means.
- Applicable legal, regulatory, and contractual requirements.
For example, basic client and transaction records may be retained for several years after a project has been completed, in line with tax and accounting rules, while general inquiries that do not lead to ongoing engagement may be kept for a shorter period.
When personal data is no longer required, we will either delete it securely, anonymise it so that it can no longer be associated with you, or, where deletion is not technically feasible, securely isolate it from further processing.
Your Data Rights
Under applicable data protection laws, including the UK GDPR, you may have a number of rights in relation to your personal data. Subject to certain conditions and exemptions, these may include the rights to:
- Access: request confirmation of whether we process your personal data and, where we do, request a copy of that data together with certain information about how it is processed.
- Rectification: request that inaccurate or incomplete personal data be corrected or updated.
- Erasure: request that we delete your personal data in certain circumstances, for example where it is no longer necessary for the purposes for which it was collected.
- Restriction: request that we restrict the processing of your data in certain situations, such as while we are investigating a concern you raise.
- Objection: object to processing that is based on our legitimate interests, including profiling, and object at any time to the use of your data for direct marketing.
- Data portability: request that we provide your personal data in a structured, commonly used, and machine-readable format, and that we transmit it to another controller where technically feasible.
- Withdraw consent: where we rely on your consent for a particular processing activity, you may withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.
You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner's Office (ICO), if you are concerned about how we handle your personal data. We would, however, appreciate the opportunity to address your concerns directly in the first instance.
To exercise any of your rights or to raise a privacy-related concern, please refer to the contact details in the section "Contact Information for Privacy Inquiries" below.
Children's Privacy
Our website and services are primarily intended for adult authors, professionals, and organisations. We do not knowingly collect personal information from children under the age of 13, or under any higher age threshold that may apply in relevant jurisdictions, without appropriate parental or guardian consent.
If you are a parent or guardian and believe that a child for whom you are responsible has provided personal information to us without your consent, please contact us using the details set out below. We will review the situation and take appropriate steps, which may include deleting the information where required.
If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal data, please contact BOK BOK BOOKS LTD using the details below:
Company name: BOK BOK BOOKS LTD
Registered office: 3 Ripon Road, Nunthorpe, Middlesbrough, England, TS7 0HX
Telephone: +442073536170
Email: [email protected]
When contacting us, please include enough information for us to identify you and understand your request. We may need to verify your identity before we can action certain requests, particularly where they relate to the exercise of your data protection rights.
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the services we offer. Any updates will be posted on this page with an updated "Last updated" date. We encourage you to review this Policy periodically to stay informed about how we protect your information.