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Privacy Policy

Effective 1 October 2026 · UK GDPR / Data Protection Act 2018 · Rondanini Publishing Ltd

1. Data controller

The data controller for Poliqa™ is Rondanini Publishing Ltd, Company No. 16548159, registered office at 60 Tottenham Court Road, Suite 6438a, Fitzrovia, London, W1T 2EW, United Kingdom. Email: info@poliqa.com.

2. Scope

This Privacy Policy explains how we process personal data when you visit poliqa.com, use the Poliqa application (including app.poliqa.com), request a chapter evaluation, or communicate with us.

When you upload manuscripts or project files, we typically act as a processor of personal data contained in that Customer Content on your instructions. You (the customer) remain the controller of that content. This Policy mainly covers data we process as controller (accounts, billing, marketing site, support). Processor obligations for Customer Content are also described in our Terms of Service.

3. What we collect

Account and contact data

  • Name, email address, organisation name, role
  • Login identifiers and authentication events
  • Support messages and chapter-eval requests

Usage and technical data

  • IP address, browser type, device/OS signals, approximate location derived from IP
  • Pages viewed, feature usage, referral URLs, timestamps
  • Server logs needed for security, debugging, and capacity planning

Billing data (when paid plans are active)

  • Plan selection, invoices, payment status
  • Payment card details are handled by our payment processor — we do not store full card numbers on our servers

Customer Content

  • Manuscripts, translations, terminology, comments, and exports you place in the Service — which may include personal data if you include it

4. How we use personal data

  • Provide, secure, and improve the Beta Service
  • Create and administer accounts and workspaces
  • Respond to enquiries, chapter evals, and support requests
  • Send service notices (security, outages, material Terms changes)
  • Process payments and prevent fraud (when applicable)
  • Analyse aggregated usage to prioritise product work
  • Comply with legal obligations

We do not sell personal data. We do not use Customer Content to train general-purpose models for other customers without your explicit written consent.

5. Lawful bases (UK GDPR)

  • Contract — to provide the Service you request
  • Legitimate interests — security, product improvement, limited analytics, defending legal claims (balanced against your rights)
  • Consent — where required (e.g. non-essential cookies, optional marketing)
  • Legal obligation — tax, accounting, regulatory requests

6. Customer Content and manuscripts

You decide what to upload. Avoid uploading special-category data or third-party personal data unless you have a lawful basis and any required agreements in place. For Private licences, additional processing terms may apply in a data processing addendum (DPA).

7. Sharing and processors

We may share personal data with:

  • Infrastructure and hosting providers operating the Service under contract
  • Model / API providers used to generate machine drafts, solely as processors for your jobs
  • Email and support tools
  • Payment processors (when billing is enabled)
  • Professional advisers (legal, accounting) under confidentiality
  • Authorities where required by law

Processors are bound to process data only on our instructions and to apply appropriate security measures.

8. International transfers

The Service may be hosted or processed in the UK, EEA, or other countries. Where personal data leaves the UK/EEA, we use appropriate safeguards such as the UK International Data Transfer Agreement / Addendum, EU Standard Contractual Clauses, or an adequacy decision where available.

9. Retention

  • Account and support records — for the life of the account plus a reasonable period for disputes and legal retention
  • Server logs — typically short periods unless needed for security investigation
  • Customer Content — while your workspace is active; deleted or returned after termination according to product settings and any Private agreement (subject to backup cycles and legal holds)
  • Marketing enquiries — until resolved or you ask us to delete

10. Security

We apply technical and organisational measures appropriate to a Beta publishing workflow (access controls, encrypted transport, least-privilege administration). No method of transmission or storage is perfectly secure; please use strong passwords and limit access within your organisation.

11. Your rights

Under UK GDPR you may have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Erase data in certain circumstances
  • Restrict or object to certain processing
  • Data portability (where applicable)
  • Withdraw consent where processing is consent-based

To exercise rights, email info@poliqa.com. You may also complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk.

12. Cookies

We use a plain, proprietary consent banner (no third-party CMP). See our Cookie Policy for categories and how to reset your choice.

13. Children

Poliqa is aimed at publishers, editors, and professional users. We do not knowingly collect personal data from children under 16. If you believe a child has provided data, contact us and we will delete it.

14. Changes

We may update this Policy. The effective date at the top will change when we do. Significant changes may also be announced by email or in-product notice for account holders.

15. Contact

Privacy enquiries: info@poliqa.com
Rondanini Publishing Ltd
60 Tottenham Court Road, Suite 6438a
Fitzrovia, London, W1T 2EW
United Kingdom