Willows & Wood Publishing

Policies

This page outlines the policies governing the operation of Willows & Wood Publishing, including how we handle personal data, use website content, and conduct our publishing activities. These policies may be updated periodically to reflect changes in legislation or business practices.

Privacy Policy

Who we are

Willows & Wood Publishing Ltd is an independent UK publishing company.
For the purposes of data protection legislation, we act as the data controller for any personal information collected through this website.

Contact:
hello@willowsandwoodpublishing.co.uk

© 2026 Willows and Wood Publishing Ltd.
Registered in England and Wales.
Company No. 16985590.
Registered Office: 5 Brayford Square, London, E1 0SG, United Kingdom.

What Personal Data We Collect

We may collect and process the following types of personal data:

  • Name and email address (when you contact us)
  • Any information you voluntarily include in correspondence
  • Technical data such as IP address, browser type, and device information
  • Website usage data collected via cookies or analytics tools

Professional application data submitted via our website, including freelance editor applications. This may include professional background information, areas of expertise, availability, rates, portfolio links, and other information voluntarily provided as part of an application.

ARC Readers and Authors

We may collect personal data from individuals participating in our Advance Reader Copy (ARC) programmes, including both ARC readers and authors whose works are included in such programmes.

For ARC readers, this may include name or username, email address, preferred genres or formats, and review platform details voluntarily provided as part of programme participation.

For authors participating in ARC programmes, this may include name or pen name, email address, manuscript or book-related information, and administrative details necessary to manage ARC distribution and feedback processes.

Our website is not intended for children under the age of 13, and we do not knowingly collect personal data from children.

How We Use Your Data

We use personal data only where necessary and for legitimate purposes, including:

  • Responding to enquiries
  • Managing professional correspondence
  • Improving website performance and usability
  • Complying with legal or regulatory obligations
  • Assessing suitability for inclusion in our freelance editor pool and managing professional relationships with editors.
  • Managing Advance Reader Copy (ARC) programmes, including distributing review copies, coordinating ARC teams, communicating programme updates, and administering feedback or participation tracking for both readers and authors.

We do not sell or trade personal data.

Legal Basis for Processing (UK GDPR)

Under the UK General Data Protection Regulation (UK GDPR), Willows & Wood Publishing processes personal data on the following lawful bases:

  • Consent – where you have chosen to contact us directly or have explicitly agreed to data processing. This includes participation in Advance Reader Copy (ARC) programmes, where ARC readers and authors actively opt in and may withdraw their consent at any time.
  • Legitimate interests – for professional correspondence, website operation, business administration, and managing ARC programmes as part of standard publishing and pre-publication review processes, where such interests are not overridden by your rights.
  • Contractual necessity – where processing is required to fulfil or prepare a contract or formal agreement.
  • Legal obligation – where processing is required to comply with UK law.

Where processing is based on consent, you may withdraw that consent at any time by contacting us using the details provided on this website.

Data Storage & Security

Personal data is stored securely and accessed only where necessary. We take reasonable technical and organisational measures to protect data against loss, misuse, unauthorised access, or disclosure.

International Data Transfers

We may use trusted third-party service providers (such as website hosting, email services, and analytics tools) to support the operation of our website and business activities. These providers act as data processors and process personal data only on our instructions and in accordance with applicable data protection law.

Our website is hosted by a third-party hosting provider based in the United States. As a result, personal data submitted through this website may be transferred to, stored, or processed outside the United Kingdom.

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK GDPR, including the use of standard contractual clauses or other approved international transfer mechanisms.

We also use third-party platforms to support internal business processes, including managing editor availability and professional records. These platforms may be hosted outside the UK. Where such services are used, appropriate safeguards are in place to ensure personal data is protected in accordance with UK GDPR.

Data Retention

We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, or as required by law. Correspondence and professional application data are reviewed periodically and retained only for as long as necessary for legitimate business purposes, or as required by law.

ARC programme data relating to both readers and authors is retained only for the duration of the relevant programme and a reasonable period thereafter for administrative, audit, or record-keeping purposes.

Your Rights Under UK GDPR

You have the right to:

  • Access your personal data
  • Request correction of inaccurate data
  • Request deletion of your data
  • Object to or restrict processing
  • Request data portability (where applicable)

To exercise these rights, please contact us using the email address above.

If you are unhappy with how your data is handled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Cookies

This website may use cookies or similar technologies to improve user experience and understand how visitors use the site.

Cookies may be used to:

  • Analyse website traffic
  • Improve functionality
  • Remember user preferences

You can control or disable cookies through your browser settings. Where non-essential cookies are used, consent is obtained via our cookie banner. Essential cookies do not require consent.

Embedded content from other websites

Pages on this website may include embedded content (for example, videos, images, articles, or social media posts). Embedded content from other websites behaves in the same way as if you had visited the third-party website directly.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with the embedded content, particularly if you have an account and are logged in to that website.

We do not control the content or privacy practices of third-party websites. Visitors are encouraged to review the privacy policies of any external sites they interact with.

Website Use Policy

Acceptable Use

By using this website, you agree not to:

Submit harmful, offensive, or misleading content

Use the site for unlawful purposes

Attempt unauthorised access to systems or data

Content Accuracy

While we aim to keep information accurate and up to date, content on this website is provided for general information purposes only and may change without notice.

Intellectual Property & Copyright

All content on this website — including text, branding, and original materials — is the intellectual property of Willows & Wood Publishing unless otherwise stated.

Content may not be copied, reproduced, or distributed without prior written permission.

Media & Public Use

Willows & Wood Publishing may be referenced by media outlets, bloggers, or event organisers. Requests for interviews, features, or official commentary should be directed to our press contact details listed on the Contact page.

Our name, branding, and original content may not be reproduced or used for commercial purposes without prior written permission, unless otherwise agreed.

Publishing Model Transparency

Willows & Wood Publishing operates on a traditional publishing model.
We do not charge authors fees for publication and do not operate as a vanity or pay-to-publish service.

Publishing agreements are issued only once projects are formally accepted.

External Links

This website may contain links to third-party websites. We are not responsible for the content, privacy practices, or availability of external sites.

Limitation of Liability

Willows & Wood Publishing is not liable for any loss or damage arising from the use of this website, including indirect or consequential loss, except where liability cannot be excluded under UK law.

Changes to These Policies

These policies may be updated from time to time. The most current version will always be available on this page.

Last Updated: 08/01/2026

Contact

For questions regarding these policies or your personal data, please contact:
hello@willowsandwood.co.uk