Client Materials, Confidentiality and Use of Artificial Intelligence
As part of our memoir writing and life-story services, clients may provide personal information, stories, memories, photographs, documents, journals, correspondence, audio recordings, video recordings, transcripts, family history information, and other materials (“Client Materials”).
Ownership of Client Materials
All Client Materials supplied to us remain the property of the client. We do not claim ownership of any personal stories, photographs, recordings, documents, manuscripts, or other content provided by clients.
Upon payment in full, all completed memoir manuscripts and deliverables produced specifically for the client become the property of the client, unless otherwise agreed in writing.
Confidentiality
We understand that memoir projects often contain highly personal and sensitive information. We treat all Client Materials as confidential and take reasonable steps to protect them from unauthorised access, disclosure, alteration, or loss.
We will not sell, rent, publish, share, distribute, or disclose Client Materials to third parties except:
- Where necessary to provide the services requested by the client;
- To trusted service providers who assist with business operations and are subject to confidentiality obligations;
- Where required by law, court order, or legal process;
- Where the client has given explicit consent.
Use of Artificial Intelligence Tools
We may use artificial intelligence (AI) tools and software to assist with administrative and support functions related to a project, including but not limited to:
- Organising research materials;
- Creating timelines and chronologies;
- Analysing interview notes and transcripts;
- Identifying themes, events, and factual inconsistencies;
- Assisting with spelling, grammar, formatting.
AI tools are not used to author, ghostwrite, or create the substantive content of a client’s memoir. All memoir manuscripts are written, edited, and reviewed by a human writer.
Where AI-assisted tools are used, reasonable care is taken to protect client confidentiality and to use reputable service providers. However, clients acknowledge that no electronic system or third-party technology can guarantee absolute security.
Data Storage and Security
Client Materials may be stored electronically using secure cloud storage, email systems, backup services, document management platforms, and other business tools used in the normal course of providing our services.
We take reasonable technical and organisational measures to safeguard personal information. However, no method of transmission over the internet or method of electronic storage is completely secure.
International Clients
We are based in the United Kingdom and process personal information in accordance with applicable UK data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Where we work with clients located outside the United Kingdom, personal information may be transferred, processed, and stored in the UK or in other countries where our service providers operate. By using our services, clients consent to such transfers where legally permitted.
Retention of Client Materials
We may retain project files, drafts, correspondence, transcripts, recordings, and related materials for as long as reasonably necessary to provide services, maintain business records, comply with legal obligations, resolve disputes, or enforce agreements.
Clients may request deletion of their personal information and project materials, subject to any legal, regulatory, accounting, insurance, or contractual obligations that require us to retain certain records.
Testimonials and Marketing
We will never publish, share, quote from, or publicly reference a client’s memoir, story, project details, photographs, or personal information for marketing purposes without the client’s prior consent.
Any testimonial published on this website will only be used with the client’s permission.
Your Data Protection Rights
Under the UK General Data Protection Regulation (UK GDPR), you may have the right to:
- Request access to the personal information we hold about you;
- Request correction of inaccurate or incomplete information;
- Request deletion of your personal information in certain circumstances;
- Request restriction of processing in certain circumstances;
- Object to certain types of processing;
- Request transfer of your personal information to another organisation where applicable;
- Withdraw consent where processing is based on consent.
Lawful Basis for Processing
We process personal information on one or more of the following legal bases:
- To perform a contract or take steps before entering into a contract with you;
- To comply with legal obligations;
- For our legitimate business interests, provided those interests do not override your rights and freedoms;
- With your consent where required by law.
Complaints
If you have concerns about how your personal information is handled, please contact us first so we can try to resolve the issue.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.