To Be Read Communications Ltd Privacy Policy

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

Contact details

Email - info@tobereadcommunications.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

Names and contact details

Addresses

Purchase or account history

Payment details (including card or bank information for transfers and direct debits)

Photographs or video recordings

Call recordings

Records of meetings and decisions

Information relating to compliments or complaints

We collect or use the following information for service updates or marketing purposes:

Names and contact details

Marketing preferences

Location data

Recorded images, such as photos or videos

Records of consent, where appropriate

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. Please get in touch by emailing info@tobereadcommunications.com

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 services and goods 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.

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- By collecting and using the personal information of clients, we're able to communicate throughout the duration of service delivery so that they can approve decisions around the service that they are paying for. Without this information, the work cannot be carried out.
- For authors who receive free services in the form of guidance and advice through emails, it is supporting authors in their own PR efforts, as a means to improving their business.

Our lawful bases for collecting or using personal information for service updates or marketing purposes 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.

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Service updates and marketing is of benefit to the recipient because it keeps them informed and engaged in services that can potentially improve their business success, whether that's information around our business services or tips and advice about how to improve their own PR efforts.
- For readers receiving marketing communications, it keeps them informed of book reviewing opportunities which supports their interests as a book reviewer.

Where we get personal information from

Directly from you when consenting to receive emails online

How long we keep information

Client personal data will be deleted after 1 year following the end of their contract (unless they are opted into the marketing emails)

The personal data of those opted into email marketing communications will be kept for 2 years, with a consent review to be sent by email after two years, where recipients will be able to decide if they want to continue to receive emails, or be removed from the list.

Who we share information with

Data processors

Microsoft

This data processor does the following activities for us: manages our IT systems

Intuit - Mailchimp

This data processor does the following activities for us: manages our email marketing
Learn more about Mailchimp's privacy practices.

Wix.com

This data processor does the following activities for us: website and collection of personal data from readers

Learn more about Wix.com's privacy practices.

Xero

This data processor does the following activities for us: manages our online accountancy

BookFunnel

This data processor does the following activities for us: e-book distribution to readers

Sharing information outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Microsoft

Category of recipient: IT systems

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)

Organisation name: Intuit - Mailchimp

Category of recipient: Email Marketing

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)

Organisation name: Wix.com

Category of recipient: Website

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)

Organisation name: Xero

Category of recipient: Online accountancy

Country the personal information is sent to: New Zealand

How the transfer complies with UK data protection law: The country or sector has a UK data bridge (also known as Adequacy Regulations)

Organisation name: BookFunnel

Category of recipient: e-book distribution

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: The country is not covered by UK adequacy regulations, but is covered by at least one of the eight exceptions set out in Article 49 of the UK GDPR.

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

1st April 2025