Policies
Cookie Policy
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These necessary and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you.
These analytics and performance cookies are used on this website, as described below, only when you acknowledge our cookie banner. This website uses analytics and performance cookies to view site traffic, activity, and other data.
This website is hosted by Squarespace. Squarespace collects personal data when you visit this website, including:
Information about your browser, network and device
Web pages you visited prior to coming to this website
Web pages you view while on this website
Your IP address
Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyzes the data in a de-personalized form.
This website includes commenting functionality on some pages which enables you to post a comment. This website collects personal data when you post a comment, including:
Your name (which will be displayed as part of your posted comment)
Your email address (optional, to let you know if someone replies to your comment)
Your website URL (optional)
This website includes “likes” functionality on some blog posts which enables you to “like” a post. This website collects personal data when you like a post to try to prevent the same person from liking the same post during the same visit, including:
Information about your browser, network and device
Details about the web page or content you shared or proposed to share
Your IP address
This website collects personal data to power our site analytics, including:
Information about your browser, network, and device
Web pages you visited prior to coming to this website
Your IP address
This information may also include details about your use of this website, including:
Clicks
Internal links
Pages visited
Scrolling
Searches
Timestamps
We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.
Data Handling Policy
EV Editing collects and uses personal data only as needed to respond to enquiries, deliver agreed services, manage projects, issue invoices, maintain records, and comply with legal obligations.
This may include your name, email address, billing details, manuscript files, editorial notes, project correspondence, and other information you choose to share in the course of working together.
EV Editing will not sell your personal data. Your data will only be shared with trusted service providers or collaborators where this is necessary to deliver the agreed service, run the business, or comply with the law.
EV Editing keeps client information only for as long as reasonably necessary for service delivery, record-keeping, legal, tax, and dispute-resolution purposes. You may request access to, correction of, or deletion of your personal data, subject to any legal or contractual requirements to retain it.
Data Privacy Policy
EV Editing is a book editing and self-publishing consultancy for speculative fiction authors. For the purposes of UK data protection law, EV Editing is the data controller of the personal data described in this notice.
What data we collect
EV Editing may collect and use the following personal data:
name and contact details, including email address and phone number;
enquiry and booking information;
manuscript files and related project materials, such as outlines, synopses, questionnaires, notes, and correspondence;
billing and payment information;
project records, including scheduling, file-sharing, and communication history;
website or technical data, such as IP address, browser type, and cookie-related data where applicable.
How we collect it
Personal data is collected directly from you when you contact EV Editing, complete forms, book services, send files, or communicate during a project. Some technical data may also be collected automatically through the website and related tools.
Why we use your data
EV Editing uses personal data to:
respond to enquiries and discuss potential services;
provide agreed editorial and publishing support services;
manage projects, files, meetings, and communications;
issue invoices, maintain records, and comply with legal and tax obligations;
protect the business in the event of disputes or legal claims;
send marketing emails only where you have asked to receive them.
Lawful bases for processing
EV Editing relies on the following lawful bases under UK data protection law:
Contract — where processing is necessary to provide the services you have requested or agreed to purchase;
Legitimate interests — for business administration, record-keeping, responding to enquiries, managing projects, and protecting the business;
Legal obligation — where records must be kept for tax, accounting, or other legal reasons;
Consent — where you have chosen to receive marketing communications.
Confidentiality and AI use
Client manuscripts, project materials, and correspondence are treated as confidential and are used only for the purposes of delivering the agreed services and running the business.
EV Editing does not sell personal data.
EV Editing does not use generative AI to create, analyse, edit, summarise, or complete client deliverables, and does not upload or submit any part of a client’s manuscript or project materials into generative AI tools or AI training systems.
Sharing your data
EV Editing only shares personal data where reasonably necessary to run the business or deliver the agreed services. This may include trusted third-party providers such as email, cloud storage, invoicing, payment, scheduling, and project-management platforms, as well as professional advisers where necessary.
Personal data is not sold to third parties.
International transfers
Some service providers may store or process data outside the UK. Where this happens, EV Editing will take reasonable steps to ensure appropriate safeguards are in place.
How long we keep your data
EV Editing keeps personal data only for as long as reasonably necessary for the purposes set out in this notice. In general:
enquiry data may be kept for up to 12 months;
client project files and correspondence may be kept for up to 6 years after the end of the project;
invoices, payment records, and tax-related records may be kept for up to 6 years, or longer where legally required;
marketing records are kept until you unsubscribe or withdraw consent.
Data that is no longer needed will be securely deleted or anonymised where appropriate.
Your rights
You may have the right to:
request access to your personal data;
request correction of inaccurate data;
request deletion of your data in certain circumstances;
request restriction of processing;
object to processing based on legitimate interests;
withdraw consent where consent is relied on;
make a complaint to the Information Commissioner’s Office (ICO).
Complaints and contact
If you have any questions about this Privacy Notice or want to exercise your rights, please contact:
You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your personal data has been handled improperly.
Changes to this notice
EV Editing may update this Privacy Notice from time to time. The latest version will always be posted on the website with the most recent update date.
Confidentiality and AI Policies
EV Editing treats all client manuscripts, project materials, and communications as confidential.
EV Editing will not share, sell, publish, or otherwise disclose your manuscript or project materials to any third party except where reasonably necessary to deliver the agreed services, or where required by law.
EV Editing does not use generative AI or AI writing tools to create, draft, analyse, edit, summarise, or complete client deliverables. This includes, without limitation, editorial assessments, editorial reports, manuscript feedback, copyedits, proofreads, notes, reader-facing positioning materials, and project guidance.
EV Editing will not upload, paste, input, or submit any part of a client’s manuscript, synopsis, outline, notes, or other project materials into generative AI systems or AI training tools.
All editorial work and deliverables are completed by a human editor.
Payment Policy
A 30% deposit is required to secure the Services and is non-refundable except where required by law. The balance is payable in accordance with the agreed payment schedule. If the Client cancels after booking or after work has begun, EV Editing may retain or charge for work completed, time reserved, and any non-refundable third-party costs.
Payment Schedule
A 30% deposit is required to secure the booking and project start date.
For the Developmental Edit Service, the remaining 70% is due upon delivery of the completed edit.
For the Editorial Suite, a further 40% is due upon delivery of the developmental edit, and a final 30% is due upon completion of the service.
For the Publication Management Suite, a further 40% is due upon completion of all editing stages, and a final 30% is due upon completion of go-live support.
Refund Policy
Because EV Editing’s services are bespoke and time-based, refunds are not available for change of mind once work has started. If the Client is unhappy with the Services, they must notify EV Editing in writing as soon as reasonably possible, setting out the issue in sufficient detail. EV Editing will review the concerns in good faith and, where appropriate, offer reasonable revisions, repeat performance, or a partial refund. Nothing in this policy affects the Client’s statutory rights. Under UK consumer law, services must be carried out with reasonable care and skill, and the usual remedies are repeat performance or an appropriate price reduction where that is justified.
Changes to Scope
Any work outside the agreed Services, including additional revisions, calls, documents, or support, will be treated as out of scope and may be quoted separately. EV Editing is not obliged to carry out additional work unless agreed in writing.
Client Delays and Project Pauses
The Client must provide materials, feedback, approvals, and responses within a reasonable time. If the Client delays the project, EV Editing may move the schedule, pause the Services, or charge additional fees where the delay causes extra work, rescheduling, or loss of reserved time. If a project is paused for an extended period, EV Editing may require a new timeline and fee confirmation before work resumes.
Third-Party Suppliers and Subcontractors
EV Editing may use trusted third-party suppliers or subcontractors to help deliver the Services. EV Editing will remain responsible for managing any subcontracted work included within the agreed Services. Where the Client contracts directly with a third-party supplier, EV Editing is not responsible for that supplier’s work, delays, pricing, or terms.
Limitation of Liability
EV Editing will provide the Services with reasonable care and skill. EV Editing is not liable for indirect or consequential loss, loss of profits, loss of sales, loss of opportunity, or losses caused by third-party platforms, suppliers, or service outages. To the fullest extent permitted by law, EV Editing’s total liability arising out of the Services shall not exceed the total fees paid by the Client for the relevant Services. Nothing in this agreement excludes or limits liability where it cannot lawfully be excluded or limited.
Cancellation Policy
The Client may cancel the Services at any time by written notice to EV Editing.
The deposit is non-refundable except where required by law.
If the Client asks EV Editing to begin work during any statutory cancellation period, the Client must pay for any work completed up to the date of cancellation.
If the Client cancels after booking, EV Editing may retain or charge for work completed, time reserved, and any non-refundable third-party costs incurred for the project.
Exclusions and Limitations of Service
Unless expressly agreed in writing, EV Editing does not provide:
any guarantee of sales, rankings, reviews, retailer visibility, or commercial success;
ongoing advertising management, paid media buying, or campaign optimisation;
ghostwriting, co-writing, or manuscript rewriting;
literary representation, rights brokerage, or legal rights management;
ownership of the Client’s distribution accounts, retail listings, ISBNs, or publishing rights;
legal, tax, or financial advice;
indefinite post-launch technical support;
services outside the agreed scope, revision rounds, or feedback windows.