The purpose of this statement is to explain to you what personal information we collect and how we may use it.
This website is owned and operated by Craig Kelly, dba Inspiring Fiction, a sole trader business, having its registered offices at 8 Lady Nairn Avenue, Kirkcaldy KY1 2AN. Inspiring Fiction is committed to protecting your privacy and maintaining the security of any personal information received from you. We strictly adhere to the requirements of the data protection legislation in the UK, including the General Data Protection Regulation 2016 and the Data Protection Act 2018.
The Data Protection Officer (DPO)
Due to the type of data we collect and the nature of our business, Inspiring Fiction currently has no legal requirement to have a DPO. However, our editor-in-chief will be happy to deal with any queries or requests regarding the data we hold about you. He can be contacted by email at firstname.lastname@example.org or by post to Editor, 8 Lady Nairn Avenue, Kirkcaldy KY1 2AN.
Information we collect about you and how we use it
When you submit your work to our magazines, by taking part in a contest, or through general submission, we collect your personal details which may include name, address, email address, phone number and other personal information that we will use to identify you, your submission details, and payment information. This allows us to process and manage your submission, and/or administer contests.
We do not collect sensitive information (also known as special categories of information) about you except when you specifically knowingly provide it and have consented to this. Examples are details about a disability or your gender that you provide in an author bio, or something you say or allude to in your short story submission.
We do collect some information from cookies and similar software which allows us to understand how you arrive on our website, and how you use and navigate round it so we can improve the website. We obtain some information from social media platforms, for example Facebook. The social media information provided is limited and only that which you have previously agreed, with the social media company, that they can share.
What we do with your information
We will use your personal information for a number of purposes including:
To process your submissions and provide our services or online content, to provide you with information about them, and to deal with your requests and queries.
To administer contests and provide/deliver prizes.
For administration purposes, which means we may contact you for reasons related to your submission or online content you have signed up for, or to let you know that a service or online site has been suspended for maintenance.
To provide personalised communications.
Where we provide personalised services, we may analyse the information you supply, as well as your activity on our services, so we can offer a more relevant, tailored service. For example, if you have submitted short stories in a particular genre and also signed up to our mailing list, we may present tailored content in line with your interests. You can opt out of any email services at any time by clicking unsubscribe on any received emails. If you do not wish a personalised service, you can unsubscribe from this by emailing email@example.com
To contact you about a submission you have made including any content you provide.
We use IP addresses and device identifiers to identify the location of users, to establish the number of visits from different countries, and to personalise content and emails.
For analysis and research to improve our services.
What if I don’t provide some or all of the information requested?
The impact of this will depend on what information you withhold but the main impacts may be:
We may not be able to process or fully process your submission.
We may not be able to contact you to let you know of problems regarding your submission.
We may not be able to notify you regarding winning a contest or deliver the prize.
We may not be able to respond fully to requests and queries you may have.
We cannot personalise the service you receive.
Withholding marketing consent. You are free to do this at any time. It will only stop you receiving marketing. It will not impact any other service we provide to you.
Will you be contacted for marketing purposes?
We use your personal information to update you about new products or services by email. We will only contact you with your consent. You will provide this either when you fill in a form to provide your data or by signing up for a newsletter.
We may personalise the message content based on information you provide to us, purchases you make, and your use of our website.
You are entitled to withhold this consent and opt out from receiving such communications at any time by not signing up to our newsletter, unsubscribing on any email, or by emailing firstname.lastname@example.org. We will always provide you with a way of opting out of receiving future marketing messages from us each time we send them to you.
What grounds (legal basis) are we processing the data under?
There are a number of grounds under which we process your data. These are:
Contractual – we need the information to perform the contract services you have requested/ordered including payment, prize delivery etc.
Legal – should we be legally required to contact you concerning your submission e.g., a problem publishing a magazine issue within the agreed timeframe.
Legitimate interest – this means the processing is in our interest, which we consider to be fair and reasonable. For example, we have an interest in managing our relationship with you effectively and efficiently and improving the goods and/or services we provide, by better understanding how our website is used, and which services are popular with which groups of individuals. We also have an interest in enabling customers to provide feedback on stories in our magazines or on our website, as well as moderating such comments, to improve engagement with our publications and our reader community.
Consent – where you have given us consent to market to you.
Moderation of user generated content/comments
All comments on articles published on our website or in our magazine are moderated to ensure they align with our values of respect and constructive criticism. We reserve the right not to publish any comment and/or to delete any comment at any time and without notice.
You can complain about the contents of any reader comment by contacting email@example.com and you should include details of the specific comment you are complaining about. You can also request the deletion of a comment you have submitted by emailing firstname.lastname@example.org
We will never provide your data to third parties for marketing purposes.
Currently we do not have the ability to react to do not track being set in your browser. If you wish to opt out of tracking, we suggest downloading an ad blocking technology such as Ghostery.
What if I am aged under 16?
Our website is not aimed at under 16s. If you are under the age of 16, please get your parent/guardian’s permission before you provide us with any personal information.
How we protect your information
We follow strict security procedures in the storage, use, and disclosure of information which you have given us, to prevent unauthorised access to, and loss, misuse, or alteration of your personal information in accordance with the UK data protection legislation. These include access control, firewalls, and virus checking procedures.
Whilst we take steps to ensure the security of your information, there is a risk that any information transmitted over the internet and stored on a computer may be intercepted or accessed by an unauthorised party. If you think that someone has accessed your information held by us without your permission or gained unauthorised access to your submission details, you must notify us at email@example.com
We also recommend that if you use a shared computer, or a computer in a public place such as a library, that you close your browser when you have finished your session.
How long we hold your data
Some of the information you provide to us is necessary to carry out repeated tasks, such as verifying your identity, providing our services to you, or you using an online checkout. We will keep this information for as long as necessary to process your order, plus a reasonable time (approximately 18 months) beyond this to deal with queries or issues.
Some information may be required for longer periods such as financial information for HMRC purposes, usually a maximum of 7 years.
Contest entrant and winner (including runner up) information. Entrant details are generally deleted/destroyed up to 1 month after the winner is drawn. This is in case we need to redraw a winner for some reason. In rare circumstances, this can be up to 90 days. The winners’ details are retained for up to 6 months to allow us to comply with a regulatory audit, if one were to be required.
Comments you submit to articles on our website. If you do not request for these to be deleted, we will remove them from public view when the article the comment relates to is removed. Comments deleted from public view, either by you or by us, will be retained for a period thereafter for analytics and record keeping purposes.
Inspiring Fiction does not retain your payment card information. It is keyed directly into the payment processor’s system when you provide it.
We may retain anonymised information for analytical purposes.
Your rights regarding your personal information
Under data protection laws, you have a number of rights with respect to your personal information which are:
Correcting your information
You are entitled to have your personal information updated to ensure it is up-to-date and accurate. This can be done by following the instructions below.
You have the right to withdraw your consent to any processing that is currently being done under your consent e.g. marketing. Consent can be withdrawn by emailing firstname.lastname@example.org
Obtaining a copy of your information
You are entitled to receive a copy of the personal information we hold about you.
Deleting your information
You can request that we delete personal information in certain circumstances. These will be specific to each case.
You are entitled to have us transfer to another controller the personal information that you have provided us with.
You can request a restriction on the processing of your data in some limited circumstances. Examples are concerns over data accuracy or we no longer require to hold your data but you have requested its retention by us to aid you in a legal matter.
Right to object to processing
You are entitled to request that we stop processing your data for marketing purposes and in other limited circumstances such as asking us not to process your data by wholly automated means or not to analyse your information for targeted content etc. (also known as profiling).
You can action any of these rights by contacting the editor by email at email@example.com or by post to Editor, 8 Lady Nairn Avenue, Kirkcaldy KY1 2AN.
Sale of the Business
Should all or part of the Inspiring Fiction business be sold to or taken over by another organisation, your personal information may move to that other organisation as part of the sale or takeover agreement.
Right of complaint to the regulator for data protection
The data protection laws in the UK are regulated and enforced by the Information Commissioner’s Office (ICO). Each individual has the right to raise a concern/complaint to the ICO if they have any concerns about how their personal information and/or privacy is treated. You can do this via:
The ICO’s website (https://ico.org.uk/concerns), follow the links or have an online Live Chat
Call the ICO helpline on 0303 123 1113
Postal address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Links to third party websites
Updates to this policy
We may update this policy at any time without notice. We will tell you that we have updated the policy by emailing you at the email address you have provided to us and/or by posting an announcement on the website. By continuing to use the website after we have emailed you or posted a notice informing you of an update, you accept the changes to this policy.
If you have any questions about privacy, or wish to update your details or action any of your other data rights at any time, please contact us by emailing firstname.lastname@example.org
Privacy statement updated 28th February 2023.