Privacy Policy

1. Overview

Vivid Book Publishing is a full-service book publishing agency based in New York, NY. We provide editorial, design, distribution, marketing, and author branding services to authors worldwide. In delivering these services, we collect certain personal information necessary to communicate with you, fulfil your service requests, and improve our offerings.

This policy applies to information collected through our website, email communications, intake forms, project management systems, and any other interactions you have with Vivid Book Publishing.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily provide when you:

• Complete our contact or consultation request forms (name, email, phone number, book genre, manuscript details)
• Subscribe to our newsletter or blog updates
• Purchase or enquire about our services
• Submit a manuscript or project files for review
• Communicate with us via email, phone, or live chat
• Create an account in our client portal

2.2 Information Collected Automatically

When you visit our website, we automatically collect certain technical information, including:

• IP address and approximate geographic location
• Browser type and version
• Device type and operating system
• Pages visited, time spent on pages, and navigation paths
• Referring website or search terms
• Date and time of your visit

2.3 Information from Third Parties

We may receive information about you from third-party sources such as advertising platforms (Meta, Google), analytics providers, or referral partners. This information helps us understand how you found us and tailor our communications accordingly.

3. How We Use Your Information

We use your personal information for the following purposes:

• Service Delivery: To provide, manage, and fulfil your publishing service requests
• Communication: To respond to enquiries, send project updates, and provide customer support
• Marketing: To send you newsletters, promotions, and publishing tips (only with your consent, which you may withdraw at any time)
• Advertising: To run targeted advertising campaigns on platforms such as Google and Meta/Facebook, using aggregated or anonymised data
• Analytics: To understand how visitors use our website and improve our content and user experience
• Legal Compliance: To comply with applicable laws, regulations, and legal processes
• Business Operations: For invoicing, accounting, and other internal business purposes

We do not sell your personal information to third parties. We do not use your manuscript content or creative materials for any purpose other than delivering the services you have engaged us for.

4. Sharing Your Information

We may share your personal information only in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating our business (e.g. payment processors, email platforms, project management tools). These parties are contractually obligated to keep your information confidential.
• Distribution Partners: If you engage our distribution services, we share necessary publication details (not personal contact information) with retailers such as Amazon KDP, IngramSpark, and Apple Books.
• Legal Requirements: If required to do so by law, court order, or governmental authority.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred as part of that transaction. You will be notified in advance.
• With Your Consent: We may share your information for any other purpose with your explicit prior consent.

5. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website and to support our advertising and analytics efforts.

5.1 Types of Cookies We Use

• Essential Cookies: Required for the website to function correctly. These cannot be disabled.
• Analytics Cookies: Help us understand how visitors interact with our site (e.g. Google Analytics). Data is aggregated and anonymised.
• Marketing Cookies: Used to deliver relevant advertisements and track the effectiveness of our ad campaigns (e.g. Meta Pixel, Google Ads conversion tracking).
• Preference Cookies: Remember your settings and preferences for a better browsing experience.

5.2 Managing Cookies

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our website. You may also opt out of interest-based advertising through the Digital Advertising Alliance (optout.aboutads.info) or the Network Advertising Initiative (optout.networkadvertising.org).

6. Data Retention

We retain your personal information for as long as necessary to fulfil the purposes described in this policy, including:

• Active client records: For the duration of our engagement and up to 7 years thereafter for accounting and legal purposes
• Newsletter subscribers: Until you unsubscribe or request deletion
• Website analytics data: Up to 26 months (Google Analytics default)
• Enquiry/contact form submissions: Up to 2 years if no engagement results
• Manuscript files: As agreed in your service contract, typically deleted or returned within 60 days of project completion unless you request otherwise

7. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request that we correct inaccurate or incomplete information
• Deletion: Request that we delete your personal information (subject to legal retention requirements)
• Restriction: Request that we limit how we process your information
• Portability: Request your information in a structured, machine-readable format
• Objection: Object to our processing of your information for direct marketing purposes
• Withdraw Consent: Where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, contact us at privacy@vividbookpublishing.com. We will respond within 30 days.

If you are located in the European Economic Area (EEA), UK, or California (CCPA), additional rights and protections may apply.

8. Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These include:

• SSL/TLS encryption for all data transmitted through our website
• Password protection and access controls on internal systems
• Regular security assessments of our infrastructure
• Confidentiality agreements with all staff and contractors

However, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security, and you transmit information to us at your own risk. If you suspect a security incident, please contact us immediately at security@vividbookpublishing.com.

9. Children's Privacy

Our website and services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately and we will take steps to delete it promptly.

10. Third-Party Links

Our website may contain links to third-party websites (e.g. Amazon, Apple Books, social media platforms). We are not responsible for the privacy practices of those sites. We encourage you to read the privacy policies of any website you visit through links on our site.

11. International Data Transfers

Vivid Book Publishing is based in the United States. If you are located outside the US, your information may be transferred to and processed in the United States, where data protection laws may differ from those in your country.

If you are in the EEA or UK, such transfers will be made in accordance with applicable data protection law, using Standard Contractual Clauses or other appropriate safeguards where required.

12. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Post a notice on our website homepage
• Where required, notify you by email

Your continued use of our website or services after such changes constitutes your acceptance of the updated policy.

13. Contact Us

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