Privacy policy

1. Introduction

This Privacy Policy explains how JM Technical Writing collects, uses, stores, and protects personal data. It sets out the types of personal data that may be collected, the purposes for which it is used, and the rights of individuals under applicable data protection legislation. This policy should be read alongside the Cookie Policy, which provides information about the use of cookies and similar technologies on the website.

1.1 Purpose of This Privacy Policy

The purpose of this Privacy Policy is to provide clear and transparent information about how JM Technical Writing processes personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It explains what personal data is collected, how it is used, the legal bases relied upon, and the rights available to individuals whose data is processed.

1.2 Scope and Applicability

This Privacy Policy applies to personal data collected by JM Technical Writing through its website, email communications, enquiry forms, and during the provision of professional services. It applies to clients, prospective clients, website visitors, and any other individuals whose personal data may be processed in the course of business activities, whether the data is provided directly or obtained through legitimate business interactions.

2. Who We Are

JM Technical Writing is a UK-based professional services business providing technical writing, documentation, and business support services. For the purposes of data protection legislation, JM Technical Writing acts as the data controller in respect of personal data it processes in connection with its business activities.

2.1 Data Controller Details

Data Controller: JM Technical Writing
Contact Email: j.djm@outlook.com

JM Technical Writing is responsible for determining how and why personal data is processed and for ensuring that such processing complies with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2.2 Personal Data We Collect

JM Technical Writing may collect and process the following categories of personal data, depending on the nature of the interaction:

  • Identity and contact information, such as name, email address, business name, and contact details provided through enquiries or correspondence.

  • Professional or business information relevant to the services requested, including project details, instructions, and supporting materials supplied by clients or prospective clients.

  • Communication data, including emails, messages, and records of correspondence.

  • Technical data, such as IP address, browser type, and device information, where collected through website usage and analytics tools, in line with the Cookie Policy.

  • Billing and transaction information, where required for invoicing, payment processing, and record-keeping purposes.

JM Technical Writing does not intentionally collect special category personal data, unless it is voluntarily provided and necessary for a specific, agreed purpose.

3. How We Collect Personal Data

JM Technical Writing collects personal data through a range of direct and indirect interactions, depending on how individuals engage with the business. Personal data may be collected when:

  • An individual submits an enquiry through the website contact form or makes contact by email.

  • A client engages JM Technical Writing to provide professional services and supplies information necessary for the delivery of those services.

  • Correspondence takes place by email or other electronic means in the course of business communications.

  • An individual interacts with the website, where limited technical data may be collected through cookies or similar technologies, in accordance with the Cookie Policy.

  • Information is provided voluntarily by an individual in the context of a legitimate business enquiry or ongoing professional relationship.

JM Technical Writing does not knowingly collect personal data from children and does not target its services at minors.

4. How We Use Personal Data

Personal data collected by JM Technical Writing is used only for legitimate business purposes and in a manner consistent with applicable data protection laws. Personal data may be used to:

  • Respond to enquiries and communicate with prospective or existing clients.

  • Provide contracted professional services, including the preparation and delivery of documentation and related outputs.

  • Manage client relationships, projects, and administrative matters.

  • Issue invoices, process payments, and maintain financial records.

  • Maintain website functionality and monitor website performance, where applicable and permitted.

  • Comply with legal, regulatory, or contractual obligations.

Personal data is not used for automated decision-making or profiling and is not sold or used for marketing purposes without appropriate consent.

5. Lawful Bases for Processing

JM Technical Writing processes personal data only where there is a lawful basis for doing so under the UK General Data Protection Regulation (UK GDPR). Depending on the nature of the processing, the lawful bases relied upon may include:

  • Contractual necessity, where processing is required to perform a contract or to take steps at the request of an individual prior to entering into a contract.

  • Legitimate interests, where processing is necessary for the operation of the business, such as managing enquiries, maintaining client communications, or improving services, and where those interests are not overridden by the rights and freedoms of the individual.

  • Legal obligation, where processing is required to comply with applicable laws or regulatory requirements, including financial and record-keeping obligations.

  • Consent, where required by law, such as in relation to non-essential cookies or specific communications.

Where consent is relied upon as the lawful basis for processing, individuals have the right to withdraw that consent at any time.

6. Data Sharing and Disclosure

JM Technical Writing does not sell or rent personal data to third parties. Personal data may be shared only where necessary for legitimate business purposes and in accordance with data protection laws. This may include sharing data with:

  • Service providers and professional advisers, such as IT support providers, accountants, or payment processors, where required to support business operations.

  • Regulatory or legal authorities, where disclosure is required by law or to comply with a legal obligation.

Any third parties with whom personal data is shared are required to handle that data securely and in compliance with applicable data protection legislation.

7. Data Retention

JM Technical Writing retains personal data only for as long as necessary to fulfil the purposes for which it was collected, including the provision of services, administrative and record-keeping requirements, and compliance with legal or regulatory obligations. 

Retention periods may vary depending on the nature of the data and the context in which it was collected. Where personal data is no longer required, it is securely deleted or anonymised in accordance with appropriate data management practices.

8. Data Security

JM Technical Writing takes reasonable and appropriate measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. These measures include administrative, technical, and organisational safeguards designed to ensure the security and confidentiality of personal data. 

Access to personal data is restricted to those who require it for legitimate business purposes, and data is handled in a manner consistent with applicable data protection requirements.

9. Your Data Protection Rights

Under the UK General Data Protection Regulation (UK GDPR), individuals have a number of rights in relation to their personal data. These rights include the right to:

  • Request access to the personal data held about them.

  • Request correction of inaccurate or incomplete personal data.

  • Request the deletion of personal data, where applicable.

  • Request restriction of processing in certain circumstances.

  • Object to the processing of personal data, where processing is based on legitimate interests.

  • Request the transfer of personal data to another organisation, where applicable.

Individuals also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if they believe their personal data has been handled unlawfully. Requests to exercise data protection rights should be submitted using the contact details set out in this policy.

The Information Commissioner’s Office (ICO) is the UK supervisory authority for data protection matters.

10. International Data Transfers

JM Technical Writing does not routinely transfer personal data outside the United Kingdom. Where personal data is transferred outside the UK, this will be done only where appropriate safeguards are in place, in accordance with UK GDPR requirements, such as the use of adequacy regulations or approved contractual safeguards.

11. Third-Party Websites and Services

The JM Technical Writing website may contain links to third-party websites or integrate third-party services. JM Technical Writing is not responsible for the privacy practices or content of those third-party websites or services. This Privacy Policy applies only to personal data collected and processed by JM Technical Writing. Users are encouraged to review the privacy policies of any third-party websites or services they access through external links.

12. Changes to This Privacy Policy

JM Technical Writing may update this Privacy Policy from time to time to reflect changes in legal requirements, regulatory guidance, business practices, or the services provided. Any updates will be published on this page, and the revised policy will take effect from the date it is posted on the website. Users are encouraged to review this policy periodically to remain informed about how personal data is processed.

13. Contact Details

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, you may contact:

JM Technical Writing
Email: j.djm@outlook.com

Further contact information can be found on the website’s contact page.