Privacy Policy
This privacy policy was last updated on 3 March 2026.
I'm a registered sole trader operating as Kahina Necaise | Fiction Editor for the Ancient World. I offer editing and coaching services to authors. My client/customer base is worldwide.
This policy describes how I protect and make use of the information you give me. If you're asked to provide information, it will only be used in the ways stated in this policy.
1. Why I collect data from you
I gather and use certain information about you for the following legitimate and understandable reasons:
1. USER EXPERIENCE
To understand how visitors use my website
To keep records and implement clients' preferences
So I can recommend relevant templates, tools or features
To enable you to access particular functions on my website
2. COLLABORATION DURING THE EDITING PROCESS
To store comments and suggestions we both have access to
To manage access permissions and version control
3. SYNCING AND STORAGE
To save and store documents to the cloud
To synchronize edits between devices in real time if required
4. ACCOUNTING
To handle payments and access levels for different people
5. SECURITY
To spot suspicious activity or anyone trying to access files without permission
To keep documents safe from being lost or damaged
6. ANALYTICS
To understand which features are used most or least on this website
To carry out tests and make improvements to this site
7. SUPPORT
To allow access to specific types of content
To provide customised content for a particular person
8. LEGAL
To meet my GDPR obligations
To respond to lawful requests for information
9. COMMUNICATION
To respond to requests for information
To send service or product updates
To announce new features or special offers
To provide guidance or tutorials
To send marketing messages, but only if you've opted in
To enable me to contact clients, students or customers when necessary
2. What information I collect from you
I may collect the following information:
1. INFORMATION YOU GIVE ME DIRECTLY
Name
Postal billing address
Email address
Phone number
Information relevant to your enquiry (e.g. word count, nature of project)
Documents you give me to edit, which may contain personal data about you
2. INFORMATION COLLECTED DURING THE EDITING PROCESS
Comments
Drafts
Edits
Invoices
Payment records
Project notes
Version history
3. INFORMATION COLLECTED DURING WEBSITE VISITS
Browser type and version
Cookies and trackers
Device type
Downloads or interactions with documents, videos, or images
IP address
Links or buttons clicked within the site
Location data
Navigation paths
Operating system and version
Pages visited and time spent on each page
Referrer data
Search queries used on the site
3. How I use this data
I use the data I collect in the following ways:
1. EDITORIAL SERVICES
To carry out the editorial service you've hired me for
To save drafts and track changes
To record your project preferences
To deliver completed work to you
To raise and respond to queries
2. COMMUNICATION
To ask for testimonials
To confirm bookings
To provide quotes
To respond to enquiries
To send updates
3. BUSINESS
To create invoices
To keep financial records
To meet HMRC's tax requirements
To record your agreement to the terms and conditions of my editorial services
To record a client's booking confirmation and the agreed project details
To safely store your documents and maintain backups
4. SECURITY
To check technical error reports if something goes wrong
To prevent unauthorized access to your files
5. REGULATORY REQUIREMENTS
To comply with a data subject access request
To comply with HMRC in the event of a tax audit
To share information if required to by law
6. MARKETING
To let you know about special offers
To send you my newsletter
Please note that I will never use your data for marketing or promotion purposes without getting your permission in writing first or unless you have signed up or opted in to a particular subscription service.
4. Who I share your information with
I aim to keep your data private and therefore share information minimally with the following:
1. SERVICE PROVIDERS
Cloud storage services
Invoicing software
Email services
2. REGULATORY BODIES
HMRC in the event of an audit
Appropriate legal authorities in the event of legal action
5. How long I keep your data for
1. PROJECT FILES
Because many of my customers and clients work with me more than once and on book series, I don't delete data unless you specifically ask me to do so.
2. FINANCIAL RECORDS
HMRC requires me to keep records for ‘at least 5 years after the 31 January submission deadline of the relevant tax year’. See ‘How long to keep your records’.
3. CORRESPONDENCE
Because many of my customers and clients work with me more than once, I don't delete data unless you specifically ask me to do so.
6. How I store your personal data
The information I collect is stored on the following data servers:
1. WEBSITE
Squarespace: This is my website host. It is password-protected and has SSL-certification (https) to provide an additional layer of security. You can access Squarespace’s privacy policy here. Its servers are based in the US, but it is registered with the EU–US Privacy Shield.
2. CLOUD SERVICES
Dropbox: This is my cloud-based file management system accessed via my password-protected computer. My Dropbox account is protected by a two-step password-authentication process. Dropbox’s servers are based in the US. You can access its privacy policy here. It is registered with the EU–US Privacy Shield.
3. NEWSLETTER SUBSCRIPTION SERVICE
Mailchimp: This is my newsletter-subscription management system. I require a double opt-in. That means that after a subscriber signs up they have to confirm their opt-in via email. Mailchimp’s servers are based in the US. You can access its privacy policy, Data Processing Addendum, and terms of service here.
4. PAYMENT AND INVOICING SERVICES
PayPal: This is a password-protected online payment service I may use for sales of my services. All PayPal transactions are subject to the PayPal Privacy Policy. Your data will used for accounting purposes only and will never be divulged to third parties.
Stripe: This is a password-protected online payment service I may use for sales of my services. Stripe's data servers are based in multiple locations, including Ireland. Its privacy policy can be found here. Your data will used for accounting purposes only and will never be divulged to third parties.
5. EMAIL
Gmail: This is the password-protected server I use to communicate via email. You can access Gmail’s privacy policy here.
7. Your rights
You have the following rights in relation to your personal data:
To access the data I hold about you
To ask me to correct anything that’s inaccurate
To ask me to delete information (‘right to be forgotten’) unless I need it for legal or regulatory reasons
To restrict or object to certain types of use
To take your data elsewhere (‘data portability’)
To withdraw consent at any time (if consent is required)
To exercise any of these rights, email me at kahina@kahinaedits.com. I'll respond in a reasonable time frame.
8. How I use cookies
A cookie is a small file placed on your computer’s hard drive when you visit my website. Cookies do not provide me with access to your computer or any information about you other than that which you elect to share with me.
1. ESSENTIAL COOKIES
These ensure my website works properly.
2. PERFORMANCE COOKIES
These enable me to understand how people use my website so I can improve it.
3. FUNCTIONALITY COOKIES
These remember your preferences and make things work on this website the way you expect.
4. THIRD-PARTY COOKIES
Google Analytics: I use this to understand how my website is performing. To read Google's privacy statement, and how you can request that I remove your information from my analytics data, see Google’s data privacy policies and approach and its data processing terms.
5. AFFILIATE LINKS
Amazon Associates product links: As an Amazon Associate, I earn from qualifying purchases. Some pages of my website include links to Amazon.com, Amazon.ca, and Amazon.co.uk that allow me to earn a small commission if you order my books from Amazon via those links. Special Links permit accurate tracking, reporting, and accrual of advertising fees. Amazon uses cookies to track purchases made on a user's browser via these Special Links. I include a short statement under these Amazon Associate product links. Read the Federal Trade Commission's (FTC) Endorsement Guides and Amazon's Operating Agreement.
6. Cookies
You can use your web browser’s cookie settings to determine how my website uses cookies. If you do not want my website to store cookies on your computer or device, you can amend your settings. Please note that this may affect how my website functions, and some pages may become unavailable to you.
9. How I use AI
To enhance the quality, accuracy, consistency, and efficiency of my editing service, I use digital tools that may have AI-assisted technologies running in the background (even if I'm not actively using them).
1. PERMISSIONS
Except for the purposes of secure storage, backup and recovery, I will never upload your text to a third-party site without your express permission.
2. RESPONSIBILITY
All outputs are reviewed and refined by me, a qualified human editor, before delivery to ensure quality and contextual accuracy. Software and AI tools are used strictly to support my human editing process and do not replace my human judgement or professional oversight.
3. OPEN AI SYSTEMS
I do not use open AI systems for client work. This ensures that your materials are never used for language model training and that your privacy and data are fully protected.
4. PROVIDERS
I use reputable providers who commit to maintaining the confidentiality of your materials.
5. DIGITAL TOOLS WITH AI-ASSISTED TECHNOLOGY RUNNING IN THE BACKGROUND
Microsoft Word: Used for text editing and reporting. Hosted locally via a licensed version of Microsoft 365. Copilot runs in the background but I don't use it for editing. Copilot may still transmit small portions of the text in your project (commonly called 'code') to generate suggestions. Any editorial suggestions I add to your project may also be processed in this way. GitHub provides privacy controls to protect this private work. This private code will not be stored or used to improve Copilot unless I have explicitly opted in, which I have not.
Microsoft Excel: Sometimes used for creating style sheet entries. Hosted locally via a licensed version of Microsoft 365. Copilot runs in the background but I don't use it for editing. Copilot may still transmit small portions of the text in the project (commonly called 'code') to generate suggestions. GitHub provides privacy controls to protect this private work. The private code will not be stored or used to improve Copilot unless I have explicitly opted in, which I have not.
Google search: Used for fact-checking. Cloud-based service. Uses multiple AI systems to match queries with relevant results.
Dropbox: Used for secure file storage, backup and recovery. Cloud-based licensed version. Dropbox is introducing AI features to support search and organization but these are not yet universally available and may be optional add-ons.
10. Changes to this privacy policy
From time to time, I review and update this privacy policy to make sure it's fit for purpose. When I make changes, I'll always amend the last-amended date at the top of this page.
11. Contact me
If you have any questions or requests for changes to or removal of your data, you are welcome to email me at kahina@kahinaedits.com.