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Privacy Policy
1. Who we are
Redoak Publisher ("we", "us", "our") is the data controller for the personal information collected through this website.
- Registered address: 224 Pembridge Road, London W11 3HL, United Kingdom
- Email: info@redoakpublisher.com
- Phone: +1 323-997-8279 · WhatsApp: +44 7565 199814
2. Information we collect
2.1 Information you give us
When you submit the short lead form or a package enquiry, we collect:
- Full name, email address and phone number (required)
- Book title, genre / category and current book status (optional)
- A short description of your project (optional)
- Your author website / online profile URL and Amazon author or book URL (optional, these are your links, typed by you)
- The publishing package you selected (Bronze, Silver, Gold or Custom)
- Anything else you choose to send us by email, WhatsApp or phone
2.2 Information collected automatically
- Landing page URL and the referring website
- Campaign parameters (UTM source, medium, campaign, content, term) and the OpenAI advertising preference value (
oppref) carried in the ad link - Browser user agent and approximate location derived from it
- IP address, stored only as an irreversible SHA-256 hash (with a secret salt). We do not store raw IP addresses in our lead database.
- Cookies and similar technologies, see section 5
2.3 Information we do not collect
We do not ask for payment card details on this website, and we do not require you to upload your manuscript through the form. If you send a manuscript by email, it is handled under your publishing agreement and this policy.
3. How we use your information (and why we are allowed to)
| Purpose | Lawful basis (UK/EU GDPR) |
|---|---|
| Respond to your enquiry, discuss your project, prepare a quote | Performance of pre-contractual steps at your request (Art. 6(1)(b)) |
| Deliver the publishing services you engage us for | Performance of a contract (Art. 6(1)(b)) |
| Record and manage enquiries, prevent duplicate or fraudulent submissions, keep business records | Legitimate interests (Art. 6(1)(f)), running our business securely |
| Measure the performance of our advertising (OpenAI / ChatGPT Ads pixel, Google Analytics) | Consent (Art. 6(1)(a) + ePrivacy), only after you accept cookies |
| Comply with legal, tax and accounting obligations | Legal obligation (Art. 6(1)(c)) |
We do not use your details for automated decision-making or profiling with legal effect, and we do not sell your personal data to anyone.
4. Marketing communications
Submitting an enquiry is not consent to a marketing list. We will contact you about your enquiry and your project. If we later send newsletters or promotional material, we will do so only with your separate consent or where permitted by the soft opt-in rules for existing clients, and every message will include a one-click unsubscribe.
5. Cookies and measurement technologies
| Cookie / tool | Purpose | Duration | Basis |
|---|---|---|---|
rop_cookie_consent | Remembers your cookie choice | [12 months] | Strictly necessary |
rop_attr, rop_p1_shown (session storage) | Keeps your campaign attribution and prevents the intro popup repeating in the same session | Browser session | Strictly necessary |
__oppref + OpenAI measurement pixel (oaiq) | Attributes conversions to ChatGPT Ads so we can measure campaign performance | [30 days] | Consent |
| Google Analytics 4 | Aggregate traffic and conversion analysis | [14 months] | Consent |
| Cloudflare Turnstile | Bot / spam protection on forms | Session | Legitimate interests (security) |
You can change your choice at any time using the cookie banner, or block cookies in your browser settings. If you decline, the advertising pixel and analytics scripts are never loaded.
6. Who we share your information with
Only with service providers who process data on our instructions, and only as much as they need:
- Hosting provider: Hostinger [confirm legal entity + server location, e.g. UK/US data centre]
- Email delivery: [Brevo / Amazon SES / Postmark], sends your enquiry notification to our team
- Advertising measurement: OpenAI (ChatGPT Ads) and Google, hashed identifiers and conversion events only
- Security: Cloudflare (Turnstile spam check)
- Professional advisers where legally required (accountants, lawyers, regulators)
We may also disclose information where required by law, court order or a valid regulatory request.
7. International transfers
Our website is hosted in [UK / US / Netherlands]. Some processors (for example OpenAI and Google) operate in the United States. Where personal data leaves the UK or EEA, we rely on an adequacy decision, the UK International Data Transfer Agreement / Addendum, or the European Commission Standard Contractual Clauses, and we assess the recipient's safeguards. A copy of the relevant transfer mechanism is available on request.
8. How long we keep your data
- Enquiries and leads: [24 months] from your last contact, unless you become a client, then for the duration of the contract plus [6 years] for legal and tax records
- Client project files (manuscripts, artwork): as set out in your publishing agreement, then [12 months] for backup purposes
- Rejected / spam submissions: [30 days]
- Rate-limiting and security logs: [24 hours to 7 days]
- Marketing consent records: for as long as you remain subscribed plus [3 years]
9. Security
We serve this website over HTTPS/TLS, store database credentials outside the web root, restrict access to named team members, hash IP addresses, apply rate limiting, honeypot fields and bot verification to our forms, and keep encrypted off-site backups. No system is perfectly secure, but we take reasonable and current technical and organisational measures to protect your data, and we will notify the regulator and affected individuals of any notifiable breach without undue delay (within 72 hours where required).
10. Your rights
Depending on your location, you may have the right to:
- Access the personal data we hold about you (a copy, free of charge)
- Correct inaccurate or incomplete data
- Erase your data ("right to be forgotten") where there is no continuing legal basis to keep it
- Restrict or object to processing, including objection to direct marketing at any time
- Data portability, receive your data in a structured, machine-readable format
- Withdraw consent for cookies and analytics at any time, without affecting prior processing
- Not be subject to automated decisions with legal or similarly significant effect
To exercise any right, email info@redoakpublisher.com [or privacy@…]. We respond within one month. If you are in the UK you may complain to the Information Commissioner's Office (ico.org.uk); in the EU, to your local supervisory authority; in the US, you may exercise rights under the CCPA/CPRA and similar state laws, including the right to opt out of the sale or sharing of personal information, we do not sell or share personal information as those terms are defined.
11. Children
Our services are for authors and businesses. This website is not directed at children, and we do not knowingly collect personal data from anyone under [16]. We illustrate and publish children's books for adult authors; we do not collect data from child readers. If you believe a child has sent us personal data, contact us and we will delete it.
12. Third-party links
This page links to Facebook, Instagram, YouTube, WhatsApp and Trustpilot. Those services have their own privacy policies and we are not responsible for their data practices.
13. Changes to this policy
We may update this policy as our services, tools or legal duties change. The "last updated" date at the top always shows the current version. Material changes will be highlighted on the website.
14. Contact
Redoak Publisher
224 Pembridge Road, London W11 3HL, United Kingdom
info@redoakpublisher.com · +1 323-997-8279 · WhatsApp +44 7565 199814