Privacy Policy
KLA Creative Ltd | KLA Publishing
Last updated: [4.10.26]
Who we are
KLA Creative Ltd is registered in England and Wales under company number 12561962. Our registered office is Home Farm House, Whittington, Carnforth, England, LA6 2NT, United Kingdom. KLA Creative and KLA Publishing are trading names of KLA Creative Ltd. KLA Creative Ltd is the controller responsible for the personal information described in this policy. Email: info@kla-publishing.com. Website: klacreative.com
What this policy covers
This policy explains how we use personal information when you visit our website, contact us, submit a publishing enquiry or work with us. It covers our creative services and our hybrid publishing business, KLA Publishing. Separate project information may be provided where a particular service requires it.
Information we collect
You may give us your name, email address, organisation, telephone number and the contents of your enquiry. If you discuss a project or submit material, we may also receive manuscripts, proposals, biographical information, correspondence and information about people mentioned in that material. For clients and authors, we may hold contractual, billing, payment and royalty information where relevant. We collect only information needed for the particular enquiry or service.
Our website and hosting services may collect IP addresses, browser and device information, page requests and security logs. Any optional analytics or tracking is described in our Cookie Policy and cookie settings.
How and why we use information
We use enquiry details to respond and discuss possible work. Where you ask us to take steps towards a contract, our lawful basis is taking steps at your request before entering a contract. For general enquiries, our lawful basis is our legitimate interest in responding to people who contact us.
We use client and author information to provide agreed services and administer contracts. Our lawful basis is performance of a contract where you are the contracting individual. Where you represent an organisation, we rely on our legitimate interest in managing that business relationship.
We use accounting and tax information to meet legal obligations. We use security logs and relevant correspondence for our legitimate interests in protecting our systems, preventing misuse and handling disputes. We consider the impact on your rights before relying on legitimate interests.
Where we offer an optional mailing list, we use your details with your consent to send the updates you request. We do not treat a contact form enquiry as permission to subscribe you. For optional cookies and related personal information, we use consent as described in our Cookie Policy.
Manuscripts and information about other people
Please avoid sending sensitive personal information unless necessary for the project. Manuscripts may include information about health, beliefs or other sensitive matters. Before using this information beyond initial assessment, we will identify an appropriate lawful basis and, where required, an additional legal condition for processing sensitive information.
If material identifies someone else, please ensure you are entitled to share it and tell us about confidentiality or permission restrictions. Our receipt of a manuscript does not give us permission to publish it. Publication, author credits and promotional use are agreed separately. Where we receive personal information indirectly, for example in an author submission, we provide privacy information where required by law.
Who receives information
Access is limited to people who need the information for their work. Depending on the service, recipients may include our directors, authorised freelancers, editors and designers; website hosting, email, cloud storage and IT providers; accounting and professional advisers; and printing, distribution or publishing platforms needed for an agreed project. We share relevant information only, with suitable confidentiality and data protection arrangements. We may disclose information where required by law or necessary to establish, exercise or defend legal claims.
How long we keep information
We keep personal information only for as long as needed for the purpose for which it was collected. For enquiries and unsuccessful submissions, we consider whether discussions remain active, whether follow-up is reasonably expected and any dispute or confidentiality requirements. For client and author records, we consider the life of the project, continuing publishing or royalty obligations, statutory recordkeeping and relevant claim periods. Financial records are retained for applicable tax and accounting requirements.
Mailing list details are retained while you remain subscribed. Following an unsubscribe or objection, we may retain the minimum information needed to ensure that we do not contact you again. Technical logs are retained only for operational and security needs. Cookie lifetimes are listed in our Cookie Policy. We periodically review records and delete or anonymise information no longer needed.
Your choices and rights
Depending on the circumstances, you may ask for access to your information, correction, erasure, restriction of processing or transfer of certain information to you or another provider. You may withdraw consent at any time, without affecting processing already carried out lawfully. Use the unsubscribe link for mailing lists or contact us.
You have an absolute right to object to use of your personal information for direct marketing. You may also object to processing based on legitimate interests; we will consider your objection in accordance with the law.
Contact us using the details above to exercise your rights. We may need to verify your identity. We normally respond within one month, subject to lawful extensions or exceptions. Providing enquiry details is voluntary, but without enough information we may be unable to respond or provide a service. We do not make solely automated decisions with legal or similarly significant effects about you.
Security and external websites
We use appropriate technical and organisational measures to protect personal information. No method of transmission or storage is completely secure. Links to Amazon and other external services take you to websites operated independently of us. Their own privacy notices apply to information you provide to them.
Questions and complaints
Please contact us if you have a question or complaint about our handling of personal information. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or by telephone on 0303 123 1113. You do not have to contact us before contacting the ICO.
Changes to this policy
We may update this policy to reflect changes in our services, practices or legal requirements. The latest version will appear on this website with its update date.