1. Introduction and Scope
This Privacy Policy explains how INKWELL PUBLICATIONS LLC handles personal information that we receive through this website, through email, through telephone conversations and through the production of printed books. The policy is published by the developer and operator of this site, Inkwell Publications, and it applies to every visitor, author, contributor, family historian and organizational contact who interacts with the shop in any of those channels.
The aim of this document is plain disclosure. We are a small press, not an advertising network, and the amount of personal data we hold is modest. Even so, a press handles names, addresses, family photographs and unpublished writing, and those materials deserve a clear written account of what we do with them. This policy is that account.
By using this website or by sending project material to the shop, you agree that your information may be handled as described here. If you disagree with any part of the policy, please do not submit personal information through this site, and contact us instead so that we can discuss whether an alternative arrangement is possible.
2. Who We Are
The operator of this website and the controller of the personal information described here is INKWELL PUBLICATIONS LLC, a limited liability company with its shop at 6057 W Miners Mesa Dr, West Jordan - 84081-8120, United States (US). The company publishes community anthologies, family history books and related small press work.
For privacy questions, the primary point of contact is the press email address, press@inkwellpublications.hair. The telephone number is +14722415564 and is answered during business hours on weekdays. Written correspondence may be sent to the street address above. We do not maintain a separate privacy officer because the company is small, and one of the founding members handles privacy requests directly.
3. Information We Collect
We collect information in three broad categories. The first is information you give us directly. The second is information generated automatically when you visit the site. The third is information that arrives as part of a publishing project, which may include material about other people who are not direct users of this site.
Information you provide
- Your name, email address, telephone number and mailing address when you contact the shop.
- The subject line and body of any message sent through the contact form or by email.
- Billing and shipping details supplied when a project is confirmed, including the name of the organization that pays for a run.
- Notes taken during telephone calls and meetings, kept so that we can act on your instructions accurately.
Information collected automatically
- The Internet Protocol address from which your device connects to the website.
- The browser type, operating system and device category used to view the pages.
- The date and time of a visit and the pages that were requested.
- The address of the page that referred you to this site, when your browser sends that header.
Project material
When a manuscript, photograph, family record or contributor list reaches the shop, it may contain personal information about authors, contributors, family members, minors, or people named in historical documents. We treat all project material as confidential, and we collect it only because producing a book requires it.
4. Manuscripts and Project Material
A manuscript is more than a file. It often carries the private history of a family, the unedited memory of a community, or the identity of living people who never chose to be in a book. We therefore apply a stricter standard to project material than to ordinary business correspondence.
Project material is stored on shop equipment that is physically controlled by the company, with working copies kept only for as long as the production stage requires. Scanned originals are returned to the client at the end of the job unless the client asks us to retain them for a reprint. We do not read manuscripts for any purpose beyond editing, layout, proofing and production, and we do not feed client writing into external training systems or content generators.
Where a project includes material about minors, we ask the commissioning adult to confirm that they have permission to share it. We will not knowingly publish identifying details about a minor when the family has asked us to withhold them, and we will remove such details from a proof if the request arrives before the press date.
5. Why We Collect Information
We collect personal information for a short list of purposes, each tied to the ordinary work of a printing and publishing shop.
- To reply to an inquiry about a project, a price or a schedule.
- To prepare a scope note, a specification sheet or an estimate.
- To produce, proof, print, bind and deliver a book that a client has commissioned.
- To coordinate with printers, binders and couriers on behalf of a client.
- To keep accounting records, invoices and tax documents required by law.
- To maintain the press record book so that a reprint can be matched to an earlier run.
- To answer a legal claim, a warranty question or a request from a contributor.
We do not sell personal information. We do not rent mailing lists. We do not use contact details gathered through the press for unrelated marketing, and we do not send a newsletter unless a person has asked for one in writing.
6. Legal Bases for Processing
Where the law of a jurisdiction requires a stated legal basis for processing, we rely on the following grounds. Performance of a contract applies where the information is needed to quote, produce or deliver a project. Legitimate interest applies to ordinary business correspondence, record keeping and the security of shop equipment, balanced against the rights of the individual. Consent applies where a person has voluntarily submitted a form or asked to receive information. Legal obligation applies to accounting, tax and similar requirements.
Where consent is the only basis, the consent may be withdrawn at any time by writing to press@inkwellpublications.hair. Withdrawal does not affect processing that took place before the request, and it may mean that we can no longer continue part of a project if the material is essential to it.
8. Printers and Production Partners
Most printed runs are produced with outside printing and binding partners. Those partners receive the print-ready files and the shipping details needed to complete the job. They are selected for reliability, and they are expected to keep client files confidential and to use them only for the production of the commissioned run.
Some partners operate in other states or countries. Where a partner is outside the United States, transfer of files is limited to what production requires, and we ask the partner to apply its own confidentiality undertaking. Files are sent by secure transfer rather than as open attachments wherever the file size and the partner system allow it.
9. How Long We Keep Information
Inquiry correspondence is kept for up to three years, so that a returning client does not have to start over and so that we can answer questions about an earlier quote. Invoices, receipts and tax records are kept for the period required by applicable accounting rules, generally seven years.
Finished project files, including the final print-ready file and a copy of the proof that was signed off, are kept for seven years after the run closes. This allows a reprint to match the original edition. Scans, working drafts and intermediate layout files are deleted or returned at the close of the job unless the client asks us to hold them. Deletion from shop equipment is followed by confirmation that no working copy remains in a staging folder.
10. Storage, Security and Access
Records are held on equipment in the shop and on an encrypted backup service. Access is limited to members of the company who need a given record to do the work. Paper files, including signed proof lists and delivery notes, are kept in locked cabinets in the shop.
Security measures include strong account passwords, a requirement to lock the shop at the close of business, and a practice of removing project files from laptops after a job is closed. No system is perfect. If a breach occurs that is likely to result in a risk to the rights of individuals, we will notify affected clients without undue delay and will report the breach to any authority that the law requires us to notify.
12. Analytics and Server Logs
The web server that delivers these pages records a standard access log. The log includes the Internet Protocol address of the requester, the requested path, the date and time, the response code and the browser user agent string. The log is used to diagnose errors, to defend the site against abuse and to understand which pages are being read.
We do not build visitor profiles and we do not combine log data with project records. Log entries are retained for a short operational period and then rotated out. Query strings attached to a link, if any, are not used to identify a person or to serve targeted content.
13. Privacy for Children
This website is a business site for adults who are arranging a publishing project. It is not directed to children, and we do not knowingly collect personal information from a child through the site. Community anthology projects may include writing by students, but the submission is organized by a school or an adult sponsor who accepts this policy on behalf of the group.
Where a project involves a school, the sponsor is asked to obtain any parental permission that the school requires and to confirm that the family has agreed to the inclusion of student work. If a parent believes that a child has sent personal information to the shop without consent, the parent may write to press@inkwellpublications.hair and we will delete the information unless we are legally required to keep it.
14. Your Privacy Rights
Subject to the law of your jurisdiction, you may ask to see the personal information that the shop holds about you, to correct it if it is wrong, to delete it if there is no valid reason to keep it, to restrict how it is used, to object to a particular use, or to receive a copy in a portable format. You may also withdraw consent where consent is the basis for processing.
To exercise a right, write to press@inkwellpublications.hair with enough detail for us to find the record. We will confirm your identity before acting, because we will not hand a family manuscript or a contributor list to someone who has not shown that they are entitled to it. We aim to respond within thirty days. If we cannot complete a request, we will explain the reason and name any authority to which you may appeal.
15. California Residents
Residents of California have additional rights under state privacy law, including the right to know what categories of personal information are collected and disclosed, the right to request deletion, the right to correct inaccurate information, and the right to opt out of the sale or sharing of personal information. We do not sell personal information and we do not share it for cross-context behavioral advertising.
A California resident may submit a request by email or telephone using the contact details in this policy. An authorized agent may submit a request on behalf of a resident if the agent provides written proof of authorization. We will not discriminate against a person for exercising a privacy right, and we will not charge a fee for a reasonable request unless the request is manifestly unfounded or excessive.
16. International Visitors
The shop is in Utah in the United States, and the information described in this policy is processed there. If you visit the site from another country, you understand that your information will be transferred to and handled in the United States, where the privacy rules may differ from those of your home jurisdiction.
Where the law of another jurisdiction gives you rights that go beyond this policy, those rights continue to apply. Where a transfer requires an approved safeguard, we will use one for the transfer of personal data. If you have questions about a cross-border transfer before sending material, please contact the shop first so that we can describe the arrangement in plain terms.
17. Changes to This Policy
We review this policy at least once a year and whenever the shop changes a service, a supplier or a piece of equipment in a way that affects personal information. The revised date at the top of the page shows when the current version took effect. Material changes are described in a short note at the top of the revised policy so that a returning reader can see what moved.
If a change affects a project that is already in progress, we will tell the affected client directly rather than relying on the website alone. Continued use of the site after a revision means that the current version applies to new inquiries. A copy of any earlier version of this policy can be requested by email while the shop retains it.
18. How to Reach Us
Privacy questions, access requests and complaints should be sent to press@inkwellpublications.hair or by telephone to +14722415564. Written correspondence may be addressed to INKWELL PUBLICATIONS LLC, 6057 W Miners Mesa Dr, West Jordan - 84081-8120, United States (US). Please mark the envelope Privacy Request so that it is opened by the right person.
We take complaints seriously and will try to resolve a concern directly. If you are not satisfied with our response, you may complain to the privacy authority that is available in your jurisdiction, and we will cooperate with that authority. Nothing in this policy limits a right that the law gives you.
The short version: a small press needs your name, your address and your manuscript to make a book, and we keep those details only as long as the work and the law require. We do not sell them, and we will answer a reasonable question about them.