Privacy & Security Notice

Your Book Pro is operated by the person or legal entity identified in the legal details below.

The operator is the data controller for personal data processed through Your Book Pro.

Legal operator: Thomas Hartley trading as Your Book Pro
Trading name: Your Book Pro
Correspondence to: 5 The Old Green, Sherborne, Dorset, DT9 3JY, United Kingdom
Privacy email: editor@yourbook.pro

Privacy requests can be made through the Privacy Request form or by emailing the address above.

Depending on the features you use, we may collect or process:

Account and profile information

This may include:

• your name, display name or pen name;
• email address and login information;
• country, language and time zone;
• profile photograph and author biography;
• subscription, entitlement and account status;
• communication and notification preferences;
• records showing acceptance of applicable terms and notices.

We do not receive or store your complete payment-card number.

Book and manuscript information

This may include:

• book titles, descriptions, genres and intended audiences;
• questionnaires, planning answers, dictionaries and chapter structures;
• notes, drafts, manuscripts and unsorted text;
• quotations, citations, source information and editorial decisions;
• AI reviews, scores, suggestions and publication-readiness results;
• cover images, photographs, illustrations, diagrams and page layouts;
• author biographies, blurbs and export settings;
• generated manuscript, ebook and print PDF files.

Audio, voice and transcript information

This may include:

• recordings made through the site;
• uploaded audio files;
• audio duration, file type and technical metadata;
• transcripts and speaker labels;
• corrections and book-specific dictionary entries;
• uploaded interviews, lectures, sermons, talks and podcast episodes;
• voice samples and voice-profile information where you separately choose a voice-cloning feature.

Large audio files may be prepared or compressed on your device before being uploaded.

Podcast and RSS information

When you connect a public podcast RSS feed, we may retrieve:

• the feed URL and canonical feed identity;
• podcast title, author, description and artwork;
• episode titles, descriptions and publication dates;
• episode duration, GUID and audio-file location;
• the episodes you select for import;
• your confirmation that you own the podcast or have permission to use it;
• records showing which episodes have already been imported.

Sharing and collaboration information

This may include:

• sharing links and their status;
• collaboration invitations;
• collaborator identities and assigned roles;
• contribution and activity records;
• edits, dictations, images or chapters attributed to a collaborator.

Children’s book information

For the child-author service, we may process:

• a first name or nickname;
• age band;
• book title and genre;
• quiz answers, plans, chapters and illustrations;
• an adult’s email address;
• adult approval or rejection records;
• child-access links;
• limited security information needed to protect the child workflow.

Children are instructed not to provide a full name, school, home address or other unnecessary identifying information.

Printing and order information

When you prepare or order a printed book, we may process:

• book title, format, page count and print specifications;
• interior and cover PDF files;
• file fingerprints, validation results and technical errors;
• proof approvals, typed signature, checklist answers and approval receipts;
• recipient name, email address, telephone number and delivery address;
• delivery method, quantity, quote and order details;
• payment, refund, cancellation, shipment and tracking status;
• records linking a reorder to a previously approved proof.

Payments and purchases

This may include:

• subscription or purchase type;
• Stripe customer and transaction references;
• billing country and relevant tax information;
• invoices, receipts, payment status, failed payments and refunds;
• purchases of subscriptions, printed copies, gifts, credits or additional services.

Technical, usage and security information

This may include:

• IP address and approximate location derived from it;
• browser, device, operating system and request information;
• page paths, session identifiers and feature usage;
• referral, campaign and advertising-click information where consent allows;
• login, authentication, fraud-prevention and rate-limit records;
• error logs, security events and abuse reports;
• processing time, model, usage, cost and failure information for AI requests.

Support, feedback and communications

This may include:

• support messages and attachments;
• privacy requests;
• survey and feedback responses;
• review or testimonial submissions;
• email delivery, unsubscribe, bounce and suppression information.

Most information comes directly from you when you create an account, upload material, record audio, write, edit, purchase, share or contact us.

Information may also come from:

• a child using a provisional child workspace;
• the adult responsible for a child’s book;
• collaborators you invite;
• a public podcast RSS feed and its audio host;
• Stripe, Lulu, delivery companies and other providers involved in a transaction;
• advertising or analytics providers where you have given the relevant consent;
• security, authentication and infrastructure providers;
• professional contact information from publicly available sources and reputable business data providers, where we believe our services may be relevant to organisations or professionals.

When you provide information about another person, you are responsible for ensuring you have an appropriate right, permission or lawful basis to do so.

This section explains how we process publicly available professional contact information when contacting organisations and professionals about services that may be relevant to them.

Business contact information

We may obtain professional contact information from sources including:

• publicly available websites and organisation contact pages;
• business directories;
• podcast RSS feeds and podcast websites;
• commercial business data providers, including AllFeeds.

This may include business email addresses, organisation names, podcast titles, publicly available contact names, websites, RSS feeds and similar professional information.

We use this information only where we reasonably believe Your Book Pro’s services may be relevant to the organisation or professional concerned.

Why we process this information

Where this information constitutes personal data, we rely on legitimate interests under Article 6(1)(f) UK GDPR.

Our legitimate interests include introducing Your Book Pro’s writing, publishing and podcast-to-book services to organisations and professionals who may benefit from them.

Before conducting outreach, we aim to:

• minimise the personal information processed;
• remove obvious consumer email addresses where appropriate;
• verify business information where reasonably practical;
• provide a clear and simple way to opt out.

How we use this information

We use business contact information only for limited business-to-business communications about Your Book Pro and related services.

We do not sell or rent personal information.

We do not use this information for solely automated decision-making.

Service providers and international transfers

We may use trusted service providers to deliver communications, manage customer relationships and operate our services.

Where information is transferred outside the UK or EEA, we use appropriate safeguards where required, such as approved contractual protections.

Retention

Where no relationship develops, we normally retain outreach information only for the duration of the relevant campaign and for no longer than 90 days, unless a longer period is required for compliance or to resolve an enquiry.

Where someone asks us not to contact them again, we retain the minimum information necessary on a suppression list so that we can honour that request.

Your rights

You have the right to object to direct marketing at any time.

You may also request access, correction, deletion or restriction of your personal information where applicable.

To exercise these rights, email editor@yourbook.pro or reply to any marketing email with “Stop” or “Unsubscribe”.

We process opt-out requests promptly and aim to do so within two business days.

We process account, manuscript, audio and project information to create your account and provide the features you request. Our usual lawful basis is performance of our contract with you or taking steps at your request before entering that contract.

We process podcast information and selected episodes because you have asked us to import, transcribe and use them as source material for your book.

We process sharing and collaboration information to provide the sharing or collaboration feature you activate.

We process print files, delivery information and order details to validate, manufacture, deliver and manage printed-book orders.

We process payment and subscription information to administer purchases, billing, refunds and entitlements. We may also retain transaction records to meet tax, accounting and consumer-law obligations.

We process limited technical and security information for our legitimate interests in operating a reliable service, preventing fraud and abuse, investigating errors, protecting users and defending legal rights.

We process optional analytics, advertising measurement, Microsoft Clarity recordings and persistent campaign attribution only where you have given the relevant cookie or tracking consent.

We send optional marketing communications only where you have opted in or where another lawful basis clearly permits them. You can unsubscribe at any time.

We may process information where necessary to comply with law, respond to lawful requests, protect legal rights, or address a serious safety or safeguarding concern.

We do not rely on the general Terms acceptance checkbox as consent for optional cookies, advertising, marketing or voice cloning. Those choices remain separate.

Books and recordings may contain sensitive information, including information about:

• health or disability;
• racial or ethnic origin;
• religion or philosophical beliefs;
• political opinions;
• sexuality or sex life;
• trade-union membership;
• genetic or biometric information;
• criminal allegations or convictions;
• trauma, abuse, family disputes or safeguarding concerns.

Your Book Pro does not require this information to create an account. You choose what to include in your work.

When you deliberately submit sensitive information and request a feature, you expressly ask us to process that material only as needed to provide that feature. Where data-protection law requires a separate explicit consent or another specific legal condition, we will use an appropriate point-of-use process.

Do not upload sensitive information merely because it might be useful later. Only provide material you are comfortable having processed through the service and its relevant providers.

Your Book Pro is not a medical record system, therapy record, legal evidence vault, regulated archive, confidential whistleblowing service or secure diary vault.

AI-assisted features may include:

• speech-to-text transcription;
• transcript cleanup;
• speaker identification;
• planning and chapter development;
• editing and rewriting suggestions;
• manuscript review and scoring;
• quotation and source checking;
• summaries, key messages and concept extraction;
• titles, blurbs and cover assistance;
• publication preparation;
• audiobook narration and optional voice features.

When you use one of these features, we send the information reasonably needed for that request to the relevant AI infrastructure and model providers.

For example:

• transcription requires the selected audio;
• transcript cleanup requires the relevant transcript;
• chapter editing requires the selected chapter or passage;
• whole-book review may require the full manuscript;
• cover assistance may use the title, genre, description and creative instructions;
• narration uses the selected manuscript text;
• voice cloning uses voice samples only after separate permission.

AI requests are designed to be scoped to the current book and feature. We do not intentionally send every book or unrelated account content with each request.

AI systems can make mistakes. Their outputs may be inaccurate, incomplete, biased, unsuitable or wrongly sourced. You remain responsible for reviewing and approving anything you use or publish.

AI scores, recommendations and editorial feedback do not make decisions about you that have legal or similarly significant effects. They are writing assistance, not publisher, employment, credit, insurance or eligibility decisions.

Your Book Pro does not use private customer manuscripts or recordings to train a general Your Book Pro model for other users.

We enable available provider settings intended to prevent customer content being used for general model training where those settings are available.

Providers must still process the relevant content to deliver the feature. They may also retain limited request, security or diagnostic information under their service terms and configured retention settings.

AI requests may create operational records such as:

• request status;
• model or provider used;
• processing duration;
• usage or token information;
• cost information;
• errors;
• abuse-prevention and security records.

The service is not zero-knowledge or end-to-end encrypted.

You may connect a public RSS feed belonging to a podcast you own or have permission to use.

We retrieve the public feed and display available episodes. We download and process only episodes you select.

Each imported episode is processed through the same audio-upload and transcription systems as another uploaded recording. It counts towards applicable upload and duration limits.

The feed host or audio host may receive a technical request from Your Book Pro’s infrastructure when the feed or episode is retrieved.

Podcast episodes may contain personal data belonging to hosts, guests or other contributors. You must ensure that you have the rights and permissions needed to transcribe, adapt and use that material.

Your Book Pro does not independently verify podcast ownership.

We retain source and provenance information so the imported episode can be associated with the correct book and so accidental duplicate imports can be prevented.

Your work is private by default, but you may choose to share it.

If you enable a reading link, anyone who receives and opens the active link may be able to read the book information and chapter content made available through that link.

Treat sharing and invitation links as confidential. A person may forward, copy, photograph or download information they can access.

You may disable a sharing link or revoke a collaborator’s future access. This cannot retrieve copies that another person has already retained.

If you invite collaborators:

• co-authors, editors or reviewers may receive access according to their assigned role;
• their names and activity may be shown in the book’s collaboration records;
• contributions may be attributed to the person who made them;
• the book owner controls invitations and roles;
• collaborators must use the information only for the agreed book project.

Your Book Pro provides a child-author workflow designed for children aged 7–11 with adult involvement.

A child may start a provisional book using a first name or nickname, age band, title and genre. The provisional book is normally available for seven days while an adult becomes involved.

The child is asked not to provide a full name, school, address or other unnecessary personal information.

An adult may:

• approve or reject the book;
• take responsibility for the child workspace;
• access and manage the child’s book;
• control the child-access link;
• request deletion;
• control paid features associated with the book.

Children’s content may be processed by writing and AI tools when the relevant feature is used.

Optional advertising, Google Analytics, Google Ads and Microsoft Clarity do not run on child routes. Child routes use high-privacy defaults and are not used for behavioural advertising.

There is a separate, short child-friendly privacy explanation at Kids privacy, linked throughout the child workflow.

When you ask us to validate or print a book, we share the information needed to provide that service with Lulu, our print-on-demand manufacturing and fulfilment provider.

This may include the interior and cover PDF files; secure file links; title, page count and print specification; quantity; validation results; recipient name, email address, telephone number and delivery address; delivery method; order reference; and payment, production, rejection, shipment, tracking, complaint and refund information.

Lulu automatically routes orders between printing facilities according to the delivery destination, book specification, availability and production capacity. Printing may take place in the United Kingdom, United States, Canada, France, Australia, India or another facility used by Lulu’s fulfilment network. Customers cannot normally select or guarantee a particular production facility.

Lulu personnel, printing facilities, technical service providers, support providers, couriers, postal operators and customs authorities may access or receive the information where necessary to validate, manufacture, investigate, deliver or support an order.

Your Book Pro receives validation, production, rejection, shipment and tracking information from Lulu. We retain proof approvals, file fingerprints, order records and related communications where needed to provide reorders, customer support, refunds, accounting records, legal evidence and dispute handling.

A child does not create a Lulu account. Where an adult account holder orders copies of a child’s book, the adult authorises the printing and the required book files and delivery information are transmitted through Your Book Pro’s Lulu account.

Lulu and some delivery or printing providers may process information outside the UK or EEA. Where required, appropriate international-transfer safeguards apply. Lulu and other providers may also have their own legal responsibilities for some processing.

Stripe processes subscriptions, trials, printed-book orders, gifts, credits, one-off services, payment authentication, invoices, receipts, refunds and fraud-prevention information.

Stripe may process your name, email address, billing details, payment method, transaction information, subscription status and authentication or fraud information.

Your Book Pro does not store your complete card number.

We use strictly necessary cookies and similar technologies for:

• login and authentication;
• security;
• session management;
• fraud prevention;
• keeping core features working;
• remembering your privacy choices.

These do not require optional analytics consent where they are strictly necessary.

With your consent, we may also use:

• Google Analytics 4;
• Google Ads conversion measurement;
• Microsoft Clarity;
• campaign parameters such as UTM values;
• Google advertising-click identifiers such as gclid, gbraid or wbraid;
• persistent first-touch and latest-touch attribution;
• analytics session identifiers and page-view records.

Optional Google, advertising and Clarity scripts do not load or send requests before consent. We use basic consent mode, not advanced consent mode.

If you reject optional tracking:

• optional tracking scripts remain blocked;
• optional campaign identifiers are not written to persistent storage;
• optional analytics page views are not recorded;
• Clarity session recording does not start.

Rejecting is as easy as accepting. You can reopen Cookie settings from the footer at any time and withdraw consent.

Withdrawing consent affects future tracking and does not make earlier lawful processing unlawful.

Where you consent, analytics may record information such as:

• pages visited;
• navigation;
• clicks and scrolling;
• browser and device information;
• referral and campaign information;
• account creation, checkout and feature-conversion events.

Microsoft Clarity may provide heatmaps and session recordings.

Manuscript text, transcripts, recordings, planning answers, editorial feedback, names, email addresses, payment areas and private account content are masked or excluded from Clarity.

We do not send manuscript text or other private book content to analytics providers as event labels, custom properties or tags.

Optional analytics and session recording are disabled throughout the child-author service.

Where Your Book Pro offers a connection to an external assistant, platform or integration, the connection must be initiated and authorised by you.

The connection may access only the information and functions described when you connect it.

Content requested through an integration may also be processed by the external platform under its own terms and privacy notice.

You can disconnect an integration, although the external platform may retain information it already received under its own policies.

We send necessary service communications such as:

• account verification and security messages;
• password-reset links;
• payment and subscription information;
• print validation, proof, order and shipping updates;
• adult approval messages for child books;
• responses to support and privacy requests.

We may also send writing reminders, progress messages, product updates or marketing where permitted.

Marketing and optional engagement emails can be disabled or unsubscribed from. We may retain a minimal suppression record so we do not send further marketing to an address that has opted out, bounced or complained.

Your Book Pro’s primary database and stored project files are currently configured in an EU region.

Some providers may process information in the United Kingdom, European Economic Area, United States or other countries.

AI processing, analytics, payment, email and printing may therefore take place outside the UK or EEA.

Where required, we use or rely on appropriate transfer safeguards, which may include adequacy regulations, standard contractual clauses, the UK international data transfer addendum, an international data transfer agreement or another lawful mechanism.

We do not promise that all AI or service-provider processing remains in the UK or EEA.

We keep information only while needed for the purpose described, to operate the service, meet legal obligations, protect rights or resolve disputes.

Our usual criteria are:

• active account and book information is retained while the account or book remains active;
• deleted content is removed from active systems through the deletion process, with residual copies removed as backup systems cycle;
• temporary or failed uploads are removed after they are no longer needed to complete or diagnose the process;
• unapproved provisional child books expire after seven days;
• podcast provenance is kept while the related imported recording or book exists and while needed to prevent accidental duplicate processing;
• sharing links remain active until disabled, expired or revoked;
• collaboration and contribution history is retained with the relevant book while needed to provide an accurate project record;
• print files are retained while needed for validation, orders, reorders, customer access and disputes;
• payment, order, refund, proof-approval and accounting records may be retained for the period required by tax, accounting, consumer and limitation laws;
• expired quotes and abandoned checkout records may be retained temporarily for fraud prevention, support and auditing;
• security and abuse records are retained according to the seriousness and duration of the risk;
• support and privacy-request records are retained while needed to show how the matter was handled;
• analytics and advertising information is retained according to the configured provider retention periods and is reviewed regularly;
• marketing information is retained until consent is withdrawn or the purpose ends, with a minimal suppression record retained where needed;
• providers may retain operational or legal records according to their own applicable obligations and our configured service arrangements.

We may keep information longer where required for litigation, a legal hold, fraud investigation, safeguarding concern or regulatory request.

We use measures intended to protect private information, including:

• authenticated accounts;
• database access controls and Row Level Security;
• private file storage;
• time-limited or controlled file links;
• server-side ownership checks;
• role-based administrative access;
• rate limits and abuse controls;
• file fingerprints and proof records;
• logging, monitoring and security reviews.

No online service can promise absolute security.

Keep your account details secure and maintain separate backup copies of important recordings, manuscripts and exported files.

Contact us promptly if you believe your account or sharing link has been compromised.

Depending on the circumstances, you may have the right to:

• be informed about processing;
• access your personal data;
• correct inaccurate or incomplete data;
• request deletion;
• request restriction;
• object to processing based on legitimate interests;
• receive portable data;
• withdraw consent for future optional processing;
• object to direct marketing;
• complain to the Information Commissioner’s Office.

Some rights are subject to legal limits and exemptions.

We may ask for information needed to confirm your identity and protect the account before completing a request.

Use the Privacy Request form or contact the privacy email shown above.

Download a copy of your data or delete your recordings directly. These actions are available when you are signed in to your account.

Your manuscript, recordings or sources may contain information about other people.

You are responsible for ensuring that you have an appropriate right, permission or lawful basis to:

• record them;
• upload or transcribe their speech;
• process their information;
• invite them as collaborators;
• quote or describe them;
• share, print or publish the material.

If someone believes their personal data has been included in Your Book Pro without an appropriate basis, they may contact us through the Privacy Request form.

We will consider the rights of the author, the person making the request, freedom of expression, legal obligations and any applicable exemptions.

We may update this notice when the service, providers, legal requirements or processing activities change.

The latest version and effective date will appear at the top of the page.

Where a change materially affects how existing personal data is used, we will provide an appropriate notice before the new use begins.

• Your work belongs to you.
• It is private by default, not automatically public.
• People can see it when you deliberately share it or invite them.
• AI features require relevant content to be processed by service providers.
• Podcast imports retrieve public feed details and only download episodes you select.
• Printing requires book files and delivery information to be sent to Lulu and delivery providers.
• Children’s books use adult involvement and high-privacy defaults.
• Optional analytics, advertising and session recording require separate consent.
• We do not sell private manuscript or recording content.
• The service is not zero-knowledge or end-to-end encrypted.
• You can request access, correction, export or deletion.