1. Who We Are

Trinity Book Publishers is an independent, privately operated book publishers services company. Our website is located at trinitybookpublishers.com. We are the data controller for personal information collected through our website and services.

We are not affiliated with Trinity University Press, Trinity College Dublin Press, or any other institution. See our full independent company statement in our Terms and Conditions.

For privacy-related enquiries, you may contact us at: info@trinitybookpublishers.com

2. Information We Collect

We collect only information that is necessary to provide our services and communicate with you effectively.

2.1 Information You Provide Directly

• Contact & Identity: First name, last name, email address, phone number (optional)
• Book Information: Working title, genre, word count, publishers timeline, and services of interest
• Book Description: Brief description of your manuscript or project
• Manuscript Files: If you upload or share your manuscript for editorial review
• Payment Information: Processed securely through our payment provider — we do not store card details on our servers
• Newsletter Sign-Up: Email address if you subscribe to our communications

2.2 Information Collected Automatically

• Usage Data: Pages visited, time spent, links clicked, browser type, device type, and referring URL
• IP Address: Used for security, analytics, and general geographic region identification
• Cookies: Small files that help us understand how visitors use our site (see Section 7)

3. How We Use Your Information

We use the information we collect for the following purposes:

• Responding to your consultation request and providing a personalised publishers proposal
• Delivering contracted publishers services (editing, design, formatting, distribution, marketing)
• Communicating with you about your project, including progress updates and revision requests
• Processing payments for services
• Sending our newsletter and publishers-related communications (only if you have opted in)
• Improving our website and services through analytics
• Complying with legal obligations
• Fraud detection and security monitoring

We do not sell, rent, or trade your personal information to any third party for their own marketing purposes.

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, we process your personal data under the following legal bases:

• Contractual Necessity: Processing necessary to provide you with publishers services you have requested
• Legitimate Interests: Responding to consultation enquiries, improving our services, and site analytics — where these interests are not overridden by your rights
• Consent: Newsletter subscriptions and non-essential cookies — you may withdraw consent at any time
• Legal Obligation: Compliance with applicable laws and regulations

5. Manuscript & Intellectual Property Data

We treat manuscripts and creative materials submitted to us with the highest level of confidentiality:

• Your manuscript will only be shared with contracted team members (editors, designers) who are bound by confidentiality obligations
• We will never reproduce, publish, or distribute your manuscript without your explicit written authorisation
• You retain full copyright and intellectual property rights over your submitted work at all times
• Upon completion or termination of our services, your manuscript files are retained securely for 12 months for quality assurance purposes, then securely deleted unless you request earlier deletion

6. Sharing Your Information

We share your information only in the following limited circumstances:

6.1 Service Partners

We may share relevant information with trusted third-party service providers who assist in delivering our services, such as:

• Freelance editors and designers (under confidentiality agreements)
• Distribution platforms (e.g., Amazon KDP, IngramSpark) — only the information required to list your book
• Payment processors — card data is handled directly by PCI-DSS compliant providers
• Email service providers for newsletter delivery

All third-party partners are contractually required to handle your data in accordance with applicable privacy laws and our standards.

6.2 Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

6.3 Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred to the acquiring entity. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

We do not sell your data to advertisers, data brokers, or any third party.

7. Cookies & Tracking

Our website uses cookies and similar technologies to improve your browsing experience.

7.1 Types of Cookies We Use

• Essential Cookies: Required for the website to function (e.g., form session state). These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our site (e.g., pages visited, time on site). We use anonymised data only.
• Preference Cookies: Remember your settings and choices to improve your experience.

7.2 Managing Cookies

You can control and delete cookies through your browser settings. Disabling non-essential cookies will not prevent you from using our website, though some features may be affected. Most browsers allow you to refuse cookies or be alerted when cookies are sent.

7.3 Do Not Track

Our website does not currently respond to “Do Not Track” browser signals, but we honour equivalent opt-out requests made directly to us.

8. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes described in this policy:

• Consultation enquiries (no contract signed): 12 months
• Active client records: Duration of the project plus 3 years for legal and accounting compliance
• Manuscript files: 12 months after project completion, then securely deleted
• Newsletter subscribers: Until you unsubscribe
• Website analytics (anonymised): Up to 26 months

You may request deletion of your data at any time (subject to our legal obligations to retain certain records). See Section 10 for your rights.

9. Data Security

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These include:

• SSL/TLS encryption for data transmitted to and from our website
• Secure, access-controlled storage for client files and communications
• Confidentiality obligations for all team members handling client data
• Regular security reviews of our systems and practices

While we take all reasonable precautions, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security, but we commit to promptly notifying you of any breach that is likely to affect your rights or freedoms, in accordance with applicable law.

10. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

To exercise any of these rights, please contact us at info@trinitybookpublishers.com. We will respond within 30 days. We may need to verify your identity before fulfilling your request.

If you are in the EU/UK and believe we have not addressed your concerns adequately, you have the right to lodge a complaint with your local data protection authority.

11. International Data Transfers

Trinity Book Publishers is based in the United States. If you are located outside the US (including the EU, UK, or other regions with data protection laws), your information may be transferred to and processed in the United States.

We ensure that any such transfers are subject to appropriate safeguards, including standard contractual clauses as approved by the European Commission, where applicable. By using our services, you acknowledge this transfer and our commitment to protecting your data regardless of where it is processed.

12. Children’s Privacy

Our services are intended for adults (18 years and older). We do not knowingly collect personal information from children under the age of 13 (or the applicable age of digital consent in your jurisdiction). If we become aware that we have inadvertently collected such information, we will delete it promptly. If you believe a child has provided us with personal information, please contact us immediately at info@trinitybookpublishers.com.

13. Third-Party Links

Our website may contain links to third-party websites, including retail distribution platforms and social media. These websites have their own privacy policies, which we do not control. We are not responsible for the privacy practices of any third-party site. We encourage you to review the privacy policy of any website you visit.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we do, we will update the “Last Updated” date at the top of this page. For material changes, we may also notify active clients directly by email.

We encourage you to review this policy periodically. Continued use of our services after a policy update constitutes your acceptance of the revised terms.

15. Contact & Data Controller

For any privacy-related questions, data access requests, or concerns, please contact: