Privacy Policy - Authors Own

Authors Own Publishing Privacy Policy

1. INTRODUCTION

This Privacy Policy outlines how Authors Own Publishing (“Company,” “we,” “us,” or “our”) collects, uses, stores, and protects personal information from authors, contractors, team members, and website visitors (“you,” “your,” or “users”). We are committed to protecting your privacy and handling your personal information responsibly and in accordance with applicable privacy laws, including the Australian Privacy Act 1988 (as amended), the Australian Privacy Principles (APPs), the General Data Protection Regulation (GDPR), and other relevant international privacy laws.

This policy was last updated on 02.07.2025.

2. INFORMATION WE COLLECT

2.1 Authors and Contributors

Personal Information: Full name, email address, phone number and postal address for contract purposes
Professional Information: Writing credentials, publication history, bio information, author photograph, and professional references
Financial Information: Bank account details, tax file number (TFN), ABN/ACN where applicable, and payment processing information
Manuscript Content: Unpublished works, drafts, revisions, and all related creative content
Communication Records: Email correspondence, meeting recordings and notes, and feedback on manuscripts

2.2 Contractors and Team Members

Employment Information: Resume/CV, work history, references, and professional qualifications
Personal Details: Contact information, emergency contacts, and government-issued identification
Financial Information: Bank account details, superannuation information and tax-related data where applicable
Work Product: Creative contributions, editorial feedback, and proprietary company information
System Access Logs: Login records, system usage data, and security access information

2.3 Website Visitors

Technical Information: IP address, browser type, device information, and operating system
Website Usage Data: Pages visited, time spent on site, referral sources, and navigation patterns
Contact Form Data: Information submitted through contact forms, newsletter subscriptions, and inquiry forms
Cookie Data: Preferences, session information, and tracking data (with consent where required)

3. HOW WE COLLECT INFORMATION

3.1 Direct Collection

Online forms and applications
Email communications
Phone conversations
In-person and virtual meetings and submissions
Contract negotiations and agreements

3.2 Automated Collection

Website analytics tools (Google Analytics, with appropriate consent)
Server logs and security monitoring
Cookie technologies (essential and functional cookies)
Social media and AI workflow integrations (with explicit consent)
Call recordings and AI assisted note-taking application (with explicit consent; all AI-notes are shared with the client).

4. PURPOSE OF DATA COLLECTION AND USE

4.1 Supported Publishing Operations

Manuscript evaluation and editorial processes
Author contract management and rights administration
Publication planning and marketing activities
Payment-plan plan calculations and payment processing
Legal compliance and intellectual property protection

4.2 Business Operations

Contractor and employee management
Financial record keeping and tax compliance
Business communications and correspondence
Website functionality and user experience improvement
Marketing and promotional activities (with consent)

4.3 Legal and Regulatory Compliance

Fulfilling contractual obligations
Complying with Australian Privacy Act requirements
Maintaining records for legal and audit purposes
Protecting against fraud and security threats

5. DATA SHARING AND DISCLOSURE

5.1 Third-Party Service Providers

We may share personal information with trusted third-party service providers who assist us in our business operations, including:

Cloud Storage Providers: Secure document storage and backup services
Payment Processors: Payroll and royalty payment services
Legal and Professional Services: Lawyers, accountants, and business advisors
Marketing Platforms: Email marketing services and social media management tools
Technology Providers: Website hosting, analytics, AI-managed meeting recordings and note-taking, and security services

5.2 Legal Requirements

We may disclose personal information when required by law, including:

Court orders and legal proceedings
Regulatory investigations and compliance requests
Law enforcement inquiries
Protection of our legal rights and interests
Prevention of fraud or illegal activities

5.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, personal information may be transferred to the acquiring entity, subject to appropriate confidentiality agreements and privacy protections.

6. INTERNATIONAL DATA TRANSFERS

6.1 Overseas Recipients

Some of our service providers may be located overseas, including in:

United States (cloud storage and email services)
European Union (analytics and marketing tools)
Other jurisdictions where our service providers operate

6.2 Safeguards

When transferring data internationally, we ensure:

Adequate protection through contractual obligations
Compliance with Australian Privacy Act requirements
Implementation of appropriate technical safeguards listed below
Regular review of international transfer arrangements

7. DATA SECURITY AND PROTECTION

7.1 Technical Safeguards

Encryption of sensitive data in transit and at rest
Secure access controls and authentication systems
Regular security audits and vulnerability assessments
Firewall protection and intrusion detection systems
Secure backup and disaster recovery procedures

7.2 Organisational Measures

Staff training on privacy and data protection
Confidentiality agreements with all personnel
Regular review of privacy policies and procedures
Incident response and breach notification protocols
Vendor due diligence and contract management

8. DATA RETENTION

8.1 Retention Periods

Author Manuscripts: Retained for 7 years after contract termination or publication
Employment Records: Retained for 7 years after termination of employment/contract
Financial Records: Retained for 7 years in accordance with Australian tax law
Website Analytics: Retained for 26 months maximum
Communication Records: Retained for 3 years after last contact

8.2 Secure Disposal

When retention periods expire, we securely dispose of personal information through:

Secure deletion of electronic records
Secure destruction of physical documents
Where specifically requested, verification of disposal completion
Documentation of disposal activities

9. YOUR RIGHTS AND CHOICES

9.1 Access and Correction

You have the right to:

Request access to your personal information
Seek correction of inaccurate or incomplete data
Obtain a copy of your personal information
Understand how your information is being used

9.2 Withdrawal of Consent

Where we rely on consent for processing, you may:

Withdraw consent at any time
Opt-out of marketing communications
Refuse non-essential cookies
Limit data collection where possible

9.3 Complaints and Disputes

If you have concerns about our privacy practices, you may:

Contact our Privacy Officer directly
File a complaint with the Office of the Australian Information Commissioner (OAIC)
Seek resolution through other appropriate channels

10. COOKIES AND TRACKING TECHNOLOGIES

10.1 Types of Cookies

Essential Cookies: Required for website functionality
Functional Cookies: Enhance user experience and remember preferences
Analytics Cookies: Help us understand website usage patterns
Marketing Cookies: Used for advertising and promotional purposes (with consent)

10.2 Cookie Management

You can manage cookies through:

Browser settings and preferences
Our cookie consent management system
Opt-out mechanisms provided by third-party services
Regular review and updating of cookie preferences

11. THIRD-PARTY SERVICES AND LINKS

11.1 External Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites and encourage you to review their privacy policies.

11.2 Social Media Integration

When you interact with our social media content or use social media features on our website, the respective social media platforms’ privacy policies apply.

12. CHILDREN’S PRIVACY

We do not knowingly collect personal information from children under 13 years of age. If we become aware that we have collected such information, we will take steps to delete it promptly.

13. UPDATES TO THIS POLICY

13.1 Policy Changes

We may update this Privacy Policy from time to time to reflect:

Changes in applicable laws
Updates to our business practices
Improvements to our privacy protections
Technological developments

13.2 Notification of Changes

We will notify you of significant changes through one or more of the following:

Email notifications to registered users
Prominent website notices
Updated “last modified” dates on this policy
Other appropriate communication methods

14. CONTACT INFORMATION

14.1 Privacy Officer

For privacy-related inquiries, concerns, or requests, please contact our Privacy Officer: Danikka Taylor

Email: chatwithus@authorsownpublishing.com

Address: 3 Merrifield Street, Brunswick, VIC 3056

14.2 General Inquiries

For general business inquiries: