Troubador Publishing Privacy Policy

Last updated: November 24th, 2025

This privacy notice for Troubador Publishing Limited (‘Company’, ‘we’, ‘us’, or ‘our’) describes how and why we might collect, store, use, and/or share (‘process’) your information when you use our services (‘Services’), such as when you:

• Visit our website at https://www.troubador.co.uk, or any other site that links to this privacy notice
• Engage with us in other related ways, including sales, marketing, or events

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have questions, contact us at books@troubador.co.uk.

SUMMARY OF KEY POINTS

• Personal information we process: We may collect personal information depending on how you interact with our Services and the choices you make.
• Sensitive personal information: We do not process sensitive personal information.
• Third-party information: We may receive information from public databases, marketing partners, social media platforms, and other sources.
• How we process information: We process your information to provide, improve, and administer our Services, communicate with you, protect against fraud, and comply with the law. We may also process your information for other purposes with your consent.
• Sharing personal information: We share information only in specific situations or with specific categories of third parties.
• Data safety: We use organisational and technical safeguards but cannot guarantee complete security.

Your rights: Depending on your location, you have rights over your personal information, including access, rectification, erasure, restriction, objection, and data portability.

TABLE OF CONTENTS

1. What information do we collect?
2. How do we process your information?
3. Legal bases for processing your information
4. When and with whom we share personal information
5. Cookies and other tracking technologies
6. International transfers
7. How long we keep your information
8. How we keep your information safe
9. Do we collect information from minors?
10. Your privacy rights
11. Controls for Do-Not-Track features
12. Third-party links
13. Updates to this notice
14. Contacting us
15. Reviewing, updating, or deleting your data

1. WHAT INFORMATION DO WE COLLECT?

Personal information you provide

We collect personal information that you voluntarily provide when you:

• Register for our services
• Express interest in our products or services
• Participate in activities on our Services
• Contact us

Personal Information may include:

• Name, email, phone number
• Mailing and billing addresses
• Contact preferences
• Payment information (processed securely via PayPal or Stripe)
• Usernames, passwords, authentication data

Payment Data: Payment details are processed securely by PayPal and Stripe. Their privacy policies can be found here and here.

Automatically collected information

When you visit or use our Services, we automatically collect:

• Log and usage data: IP address, browser type, pages visited, search queries, timestamps
• Device data: Device type, OS, hardware, mobile carrier
• Location data: GPS or IP-based location (can be opted out in device settings)

Information from other sources

We may collect limited information from:

• Public databases
• Marketing partners and affiliates
• Social media platforms
• Other third parties for marketing, analytics, and event promotion

2. HOW DO WE PROCESS YOUR INFORMATION?

We process information to:

• Create and manage user accounts
• Deliver and improve services
• Respond to inquiries
• Send administrative and service-related information
• Process orders, payments, returns, and exchanges
• Enable user-to-user communications
• Request feedback
• Send marketing and promotional communications (only with consent or legal basis)
• Deliver targeted advertising, respecting privacy laws
• Protect Services against fraud and abuse
• Analyse usage trends and improve Services
• Comply with legal obligations
• Protect vital interests

Profiling / automated decisions: We may use information for targeted marketing. We do not use automated decision-making that legally or significantly affects you without your explicit consent.

3. LEGAL BASES FOR PROCESSING

For UK/EU users, we rely on:

• Consent: Explicit permission for specific uses (e.g., marketing, profiling, cookies). Consent can be withdrawn anytime.
• Performance of a contract: To provide requested services or complete transactions.
• Legitimate interests: Where processing is necessary and balanced against your rights (e.g., analytics, service improvement, fraud prevention).
• Legal obligations: To comply with law or regulatory requests.
• Vital interests: To protect safety in emergencies.

Canadian users: express or implied consent may apply as outlined in Canadian privacy laws.

4. WHEN AND WITH WHOM WE SHARE PERSONAL INFORMATION

We may share data with:

• Vendors, contractors, and service providers (ad networks, payment processors, website hosting, marketing tools)
• Subsidiaries (e.g., The Book Guild Ltd.)
• During mergers, acquisitions, or business transfers
• As required by law or for legal proceedings

Note: We ensure contractual safeguards are in place and third parties cannot use your data beyond our instructions.

5. COOKIES AND TRACKING

We use cookies and similar technologies:

• To enable basic website functionality
• To analyse traffic and improve Services
• For targeted marketing (with user consent)

Consent required: Non-essential cookies (marketing, analytics) are set only after user opt-in. See our Cookie Notice for full details.

6. INTERNATIONAL TRANSFERS

Some third-party services may transfer your data outside the UK/EU. We ensure:

• Transfers comply with GDPR/UK GDPR
• Adequate safeguards (e.g., Standard Contractual Clauses) are in place

7. DATA RETENTION

We retain data for the following periods:

• Account data: While account is active + 1 year for legal compliance
• Payment data: According to payment processor policies and legal obligations
• Marketing data: Until consent is withdrawn or unsubscribed
• Backup/archive data: Up to 7 years or as required by law

After the retention period, data is anonymised or securely deleted.

8. HOW WE KEEP INFORMATION SAFE

We use organisational and technical measures (encryption, access controls, secure servers). Transmission is at your own risk; no system is 100% secure.

9. MINORS

We do not knowingly collect data from under 18s. Parents/guardians must consent for minors to use Services. If we learn of under-18 data, we will delete it promptly.

10. YOUR PRIVACY RIGHTS

Depending on your jurisdiction, you may have the right to:

• Access, correct, or delete personal information
• Restrict or object to processing
• Withdraw consent
• Data portability
• Complain to a supervisory authority (e.g., ICO in the UK, CNIL in France, or PIPEDA in Canada)

Marketing preferences: You may unsubscribe at any time via links in emails or by contacting us. Service messages may still be sent.

11. DO-NOT-TRACK

We do not currently respond to DNT signals, as no standard exists. This may change if standards are adopted.

12. THIRD-PARTY LINKS

We are not responsible for the privacy practices of third-party websites linked from our Services. Please review their policies.

13. UPDATES TO THIS NOTICE

We update this notice as needed. Material changes will be posted or notified directly.

14. CONTACTING US

Data Protection Officer (DPO):
alex_thompson@troubador.co.uk | 011628792299

Postal Address:
Troubador Publishing Limited
Unit E2, Airfield Business Park
Harrison Road, Market Harborough
Leicestershire LE16 7UL
United Kingdom

15. REVIEWING, UPDATING, OR DELETING YOUR DATA

Contact us at books@troubador.co.uk to:

• Review your personal information
• Update your data
• Request deletion or account termination

Data will be deleted or anonymised where legally permissible.