Privacy Policy

1. Who We Are

Umoja Publishing (“we,” “us,” or “our”) is a UK-based company committed to promoting inclusive, innovative, and fair publishing practices. Our website (the “Site”) provides editorial services, runs writing competitions, and invites authors to submit creative work for review.

Our registered address is:
81 Barkers Court, Sittingbourne, England, ME10 1LR
Email: info@umojapublishing.co.uk

We are the Data Controller for the personal data we collect.

2. What Data We Collect

We may collect and process the following types of personal and creative data:

A. Personal Information

Full name
Email address
Pen name (if provided)
IP address and device/browser details
Location data (if you allow it)
Payment and invoicing details (for paid services)

B. Creative Submissions

Uploaded writing samples or manuscripts
Competition entries
Author bios and statements

C. Account Activity

User-generated content (comments, forum posts)
Messages sent through the site
Participation in competitions or events

3. How We Use Your Data

We collect and use your data for the following purposes:

To provide our services (e.g. editorial feedback, competition entry)
To manage user accounts and verify identities
To communicate with you about services, opportunities, and updates
To evaluate submitted work (privately unless otherwise agreed)
To process payments or disburse prizes
To improve our website and user experience
To comply with legal obligations

We do not sell or share your personal data for marketing purposes with third parties.

4. Legal Basis for Processing

Under UK GDPR, our lawful bases include:

Consent: For marketing communications or optional features.
Contract: To fulfil our obligations when you sign up for services or competitions.
Legitimate Interests: For platform maintenance, fraud prevention, and service improvements.
Legal Obligation: Where required by law or regulation.

5. Who Has Access to Your Data

We only share your data with:

Our editorial staff and competition judges (bound by confidentiality)
Payment processors (e.g. Stripe, PayPal)
Cloud storage and email providers (e.g. Google Workspace)
Legal or regulatory bodies (only if required)

All third parties are required to comply with data protection laws and are not permitted to use your data for any purpose other than providing contracted services.

6. How We Store Your Data

Personal data of Users-of-Users processed via Wix services is initially processed by Wix.com Ltd. (Israel), and may then be transferred to other Wix entities for storage and, as necessary, to provide our services. Transfers to Wix entities are covered by a Wix intra-company Data Processing Agreement, which puts in place appropriate safeguards as required to ensure that cross-border transfers are conducted in compliance with applicable data protection laws such as, for instance, the EU’s GDPR.

We retain personal and submission data only as long as necessary for the purpose for which it was collected:

Account data: Until deletion request or 3 years of inactivity
Submission data: Up to 2 years after editorial use unless agreed otherwise
Financial data: As required for tax and audit (typically 6 years)

7. Your Rights

Under UK GDPR, you have the right to:

Access your personal data
Rectify incorrect or incomplete data
Request erasure ("the right to be forgotten")
Restrict or object to processing
Data portability (in structured, commonly used format)
Withdraw consent at any time (where processing is based on consent)
Lodge a complaint with the Information Commissioner’s Office (ICO)

You can exercise any of these rights by contacting us at [Insert Contact Email].

8. Cookies & Analytics

We use cookies for essential functionality and to improve user experience (e.g. login sessions, analytics). You will be notified and asked for consent where required.

We may use tools such as Google Analytics to monitor anonymized site usage. This data does not personally identify you.

You can manage cookie preferences via your browser settings.

9. Children’s Data

Our site is not intended for people under the age of 18. We do not knowingly collect data from minors without parental consent.

10. Data Transfers Outside the UK

Transfers to Wix entities are covered by a Wix intra-company Data Processing Agreement, which puts in place appropriate safeguards as required to ensure that cross-border transfers are conducted in compliance with applicable data protection laws such as, for instance, the EU’s GDPR.

11. Security

We implement technical and organisational measures to protect your data, including:

SSL encryption
Two-factor authentication for admin access
Secure data backups
Access control and staff training

12. Changes to This Policy

We may update this policy from time to time. All changes will be posted on this page with a revised effective date.

We encourage you to review this Privacy Policy periodically.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your data, please contact:

Data Protection Officer
Umoja Publishing
dav@umojapublishing.co.uk
If you are not satisfied with our response, you can contact the ICO at https://ico.org.uk