Gemma Cooper Literary Ltd. Privacy Policy

This privacy notice tells you what to expect us to do with your personal information.

· Contact details

· What information we collect, use, and why

· Lawful bases and data protection rights

· Where we get personal information from

· How long we keep information

· Who we share information with

· Sharing information outside the UK

· How to complain

We do not knowingly collect, solicit data from, or market to children under 18 years of age, nor do we knowingly sell such personal information. By using our website or service, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such a minor dependent’s use of the website or service. If we learn that personal information from users less than 18 years of age has been collected, we will take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under the age of 18, please contact us at info@gemmacooperliterary.com

Contact details

Gemma Cooper Literary Ltd is a company registered in England, company number 15806397. Our registered address is 2 Tower House, Tower Centre, Hoddesdon, Hertfordshire, EN11 8UR. England. The best way to contact us is info@gemmacooperliterary.com

What information we collect, use, and why

We collect or use any information that you provide to us during the following forms of communication:

· Contact us by phone, email, in writing, or via our website

· Submit query letters, submissions, manuscripts or other content to us by post, email or via our website

· Enter any contests or auctions we are taking part of

· Sign a contract with us to represent you

· Relationship management

· Submit an application to a job vacancy

· Comment, follow, like, or interact with our social media accounts.

The information you provide to us may include (depending on the circumstances)

· Names and contact details

· Addresses (email and physical)

· Gender

· Pronoun preferences

· Occupation

· Date of birth

· Payment details (including card or bank information for transfers)

· Company information if you are a registered company, including VAT and tax information.

· Existing contracts, related correspondence and any communications with previous publishers or licensees of your work.

· Information contained in correspondence

· Our website will collect information about your interaction with it, including but not restricted to IP address, page views, technical data and other actions on the website. This information may be collected by a third party website analytics service provider on our behalf and/or may be collected using cookies or similar technologies.

In addition to the above, we may collect or use the following personal information for recruitment purposes:

· Contact details (eg name, address, telephone number or personal email address)

· Date of birth

· National Insurance number

· Copies of passports or other photo ID

· Education history (eg qualifications)

· Current employment details, including remuneration, and other similar information you pay provide when applying.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

· Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

· Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

· Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

· Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

· Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

· Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

· Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and products and services for clients are:

· Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

· Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information to For financial purposes if we end up representing someone are:

· Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Where we get personal information from

· Directly from you

· Third parties with your permission, for example previous publishers or licensees.

· Employers, recruitment agencies and referees

· Our website host for security and analytics:

This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit the cookies Squarespace uses.
These necessary and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you.
These analytics and performance cookies are used on this website, as described below, only when you acknowledge our cookie banner. This website uses analytics and performance cookies to view site traffic, activity, and other data.
This website collects personal data to power our site analytics, including:

Information about your browser, network, and device
Web pages you visited prior to coming to this website
Your IP address

This information may also include details about your use of this website, including:

Clicks
Internal links
Pages visited
Scrolling
Searches
Timestamps

We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.

How long we keep information

We will retain your information for as long as it is necessary to provide you with the services that you have requested from us or for as long as we reasonably require to retain the information for our lawful business purposes. We will destroy unnecessary data older than 5 years, including submissions and manuscripts, however may permanently keep a log of related correspondence in case of the event of a legal claim.

Who we share information with:

· Professional or legal advisors

· Publicly on our website, social media or other marketing and information media

· Third parties and affiliates:

o Business Partners, for example Publishers, producers, film studios, partners and other people we sell projects to, or do business with

o Co-agents we may work with to sell projects

o Service providers we work with to deliver our business, including website and database hosts and operators

o Financial, legal or regulatory authorities

· Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisitions of all or a portion of our business to another company.

We require third parties to maintain appropriate security to protect your information from unauthorised access or processing.

Sharing information outside the UK

If you are accessing our services from outside the United Kingdom, please be aware that your information may be transferred to, stored by, and processed by us in our facilities and in the facilities of the third parties with whom we may share your personal information, and in the United States, and other countries.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this Privacy Notice and application law.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following transfer solutions are implemented:

·   We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries;
·   Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, European Commission: Model contracts for the transfer of personal data to third countries;
·   Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.

A list of the countries outside of the EEA to which we may transfer your personal information is available here.

Please contact us using the contact details at the top of this Privacy Notice if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

19 January 2025