Privacy Policy

Clearly Edited Last updated: [Insert publication date]

1. About this policy

Clearly Edited is a freelance editing, proofreading and document formatting business operated by [legal name], a sole trader based in Queensland, Australia.

I respect the privacy of clients and website visitors. This policy explains what personal information I collect, how it is used, the services involved in handling documents and correspondence, and how you can contact me about your information.

2. Information I collect

When you make an enquiry or engage Clearly Edited, I may receive:

• Your name, email address and other contact details you choose to provide.
• Details of your project, including instructions, deadlines, quotations, invoices and correspondence.
• Documents you submit for editing, including unpublished manuscripts, academic work and material that may contain personal information about you or other people.
• Information reasonably necessary to administer the project and meet business, accounting or legal obligations.

Please avoid sending sensitive personal information that is not necessary for the work. If a document contains confidential or restricted information, let me know before sending it so we can discuss any special handling requirements.

3. How information is used

I use information to respond to enquiries, assess and quote for projects, communicate with clients, provide agreed editing services, keep appropriate business records and meet applicable legal obligations.

I do not sell clients' personal information or use their manuscripts for advertising, publication or promotional examples without permission.

4. How documents and correspondence are handled

Clearly Edited uses the following services, as appropriate to the project:

• Microsoft OneDrive: to store and manage business files and client documents.
• Zoho Mail: to send, receive and retain client correspondence and any attachments.
• PerfectIt Windows Edition (desktop): to check consistency and presentation in Microsoft Word. It operates locally; according to PerfectIt’s published privacy policy, the Windows edition does not automatically collect or transmit personal information or information from the computer over the internet. Clearly Edited does not use PerfectIt Cloud for client work.
• ProWritingAid (Microsoft Word add-in only): used selectively for supplementary grammar, style and readability checks within Word where suitable for the project. It is not relied upon as a principal tool for academic editing. Although the add-in runs within Word, it requires an internet connection and text submitted for checking is processed through ProWritingAid’s online service. I do not use its Web Editor to upload or store client documents.

Microsoft OneDrive, Zoho Mail and ProWritingAid have their own privacy and security practices. Their cloud services may process or store information outside Australia, depending on the service and account configuration. PerfectIt Windows Edition is used locally and is not part of this cloud-processing description. I take reasonable care in selecting and using these services and limit access to client documents to what is needed for the agreed work.

If you have university, employer, publisher or other requirements that restrict the use of cloud-based editing software, please tell me before the project begins so that we can discuss what is appropriate.

5. Editing software and generative AI

Clearly Edited does not use generative AI tools to create or rewrite client material. Editorial decisions remain with the editor.

ProWritingAid’s Word add-in offers automated writing checks. ProWritingAid also offers optional generative writing features, but Clearly Edited does not use Sparks, Rephrase or other generative writing features for client work. The Word add-in may still use online automated or AI-assisted analysis, even when generative features are not used.

Some non-generative editing assistance still relies on automated analysis and processing by external software services. The use of these services is described above and can be discussed before work begins if your material is subject to special restrictions.

6. Confidentiality and security

Client documents and project information are treated as confidential. I do not intentionally disclose them to other people or organisations except where this is necessary to provide the agreed services using the providers identified above, where you authorise it, or where disclosure is required by law.

I take reasonable steps to protect files and accounts against unauthorised access, loss or misuse. No internet-based service can be guaranteed completely secure.

7. Retention and deletion

I keep project correspondence, records and documents only for as long as reasonably needed to complete the work, respond to follow-up enquiries, manage business records, resolve disputes or comply with legal obligations.

You may ask about the information I hold or request deletion of documents that are no longer required. Some records may need to be retained for legitimate legal, tax or accounting reasons, and copies held by service providers may be subject to their own backup and deletion processes.

Before publication: Clearly Edited will confirm and document its normal retention period for completed client files.

8. Website use and cookies

When you visit the Clearly Edited website, its hosting provider or website software may collect basic technical information, such as an IP address, browser details and access logs, for security and operation of the site.

Before publication: This section will be updated to describe any contact forms, analytics, embedded content, advertising tools or non-essential cookies actually used on the live website. No claim is made here that the site uses tracking or advertising cookies.

9. Access, corrections and privacy enquiries

You can contact me to ask what personal information I hold about you, request a correction, raise a privacy concern or enquire about how your documents have been handled. I will consider requests and respond within a reasonable time, subject to any applicable legal obligations or restrictions.

If you have a complaint, please contact me first so I can investigate and try to resolve it. If the Australian Privacy Act applies to the relevant handling of your information, you may also be entitled to raise a complaint with the Office of the Australian Information Commissioner (OAIC).

10. Changes to this policy

This policy may be updated to reflect changes in my services, software, website or applicable requirements. The latest version will be available on the Clearly Edited website, with the date of the most recent update.

11. Contact

Clearly Edited Operated by: [Legal name] Email: [Business email address] Website: https://www.clearlyedited.com.au Location: Queensland, Australia