Legal

Privacy Policy

How Society of Scholar Writers collects, uses, stores and protects your personal data.

Last updated: 1 January 2025

Society of Scholar Writers ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect and use personal information when you visit our website or use our services. It applies to all clients, website visitors, and individuals who contact us.

We operate in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Society of Scholar Writers is an academic support organisation registered in England and Wales. Our registered address is 27 Scholars Lane, Bloomsbury, London, WC1B 4AP. For data-related enquiries, contact us at: privacy@societyofscholarwriters.com.

2. What Data We Collect

We may collect and process the following categories of personal data:

Data you provide directly

  • Name, email address, and telephone number when you contact us or submit a form
  • Project details including subject area, academic level, and brief description
  • Correspondence records including emails and messages sent through our website
  • Payment information (processed securely via our payment provider — we do not store full card details)

Data collected automatically

  • IP address, browser type, operating system, and device information
  • Pages visited, time spent on site, and referring URLs via website analytics
  • Cookie data as described in Section 7 below

3. How We Use Your Data

We use your personal data for the following purposes, on the following legal bases:

  • To provide our services — processing your project brief and delivering completed work (contractual necessity)
  • To communicate with you — responding to enquiries, confirming orders, and sending updates on your project (contractual necessity and legitimate interests)
  • To process payments — administering transactions through our payment provider (contractual necessity)
  • To improve our website and services — analysing usage data to identify improvements (legitimate interests)
  • To comply with legal obligations — retaining records as required by law (legal obligation)
  • To send service updates — notifying you of policy changes or service developments directly relevant to your account (legitimate interests)

We do not use your data for automated decision-making or profiling that produces legal or similarly significant effects.

4. Data Storage and Security

Your personal data is stored on secure servers located within the United Kingdom or the European Economic Area. We implement appropriate technical and organisational measures to protect your data against unauthorised access, accidental loss, destruction, or disclosure. These measures include encrypted transmission, access controls, and secure data storage protocols.

No method of transmission over the internet is entirely secure. While we take all reasonable steps to protect your data, we cannot guarantee absolute security.

We retain client data for a maximum of five years following the completion of a project, after which it is securely deleted unless retention is required by law.

5. Who We Share Your Data With

We treat client identity and project details as strictly confidential. We do not sell, rent, or trade your personal data. We may share limited data in the following circumstances:

  • Service specialists — project details (not client identity) may be shared with the assigned specialist on a need-to-know basis, under confidentiality agreement
  • Payment processors — payment data is handled by our third-party payment provider, subject to their own privacy policy and PCI-DSS compliance
  • Analytics providers — anonymised usage data may be processed by website analytics services
  • Legal requirements — we may disclose data if required by law, court order, or regulatory authority

6. Third-Party Services

Our website uses the following categories of third-party services that may process data on our behalf:

  • Web analytics — to measure website usage and performance
  • Payment processing — to handle transactions securely
  • Email delivery — to send transactional and service communications
  • Web fonts — Google Fonts is used to load typefaces, which may involve a connection to Google servers

We select third-party providers who comply with applicable data protection legislation and maintain appropriate security standards.

7. Cookies

Our website uses cookies — small text files placed on your device — to support website functionality and analytics. We use the following types of cookies:

  • Strictly necessary cookies — required for basic website operation (session management, security). These cannot be disabled.
  • Analytics cookies — used to understand how visitors use the site (page views, navigation patterns). These are anonymised and aggregated.
  • Preference cookies — used to remember your display preferences such as light/dark mode during your session.

You can control cookie settings through your browser. Disabling certain cookies may affect website functionality. We do not use advertising or tracking cookies.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right of access — to request a copy of the personal data we hold about you
  • Right to rectification — to request correction of inaccurate or incomplete data
  • Right to erasure — to request deletion of your data, subject to legal retention obligations
  • Right to restriction — to request that we limit how we use your data in certain circumstances
  • Right to data portability — to receive your data in a structured, machine-readable format
  • Right to object — to object to processing based on legitimate interests
  • Right to withdraw consent — where processing is based on consent, to withdraw it at any time

To exercise any of these rights, email us at privacy@societyofscholarwriters.com. We will respond within 30 days. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

9. Contact for Data Requests

All data-related requests and privacy enquiries should be directed to:

Data Controller
Society of Scholar Writers
27 Scholars Lane, Bloomsbury
London, WC1B 4AP
United Kingdom
Email: privacy@societyofscholarwriters.com

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The date at the top of this page indicates when the policy was last revised. Where changes are material, we will notify existing clients by email.

See also: Terms and Conditions  |  Contact Us