Privacy Policy
This policy explains how The Word Sanctum collects and uses personal information when you visit our website, contact us or work with us. We are committed to handling your information carefully and in line with UK data protection law (UK GDPR and the Data Protection Act 2018).
Who we are
The Word Sanctum is a partnership of Christina Haindl and Mary Bennett. We are the data controller for the personal information described here. Contact us about privacy at scribe@thewordsanctum.co.uk.
What we collect
- When you contact us: your name, email address, phone number (if given) and the content of your message.
- When we work together: contact details for you and your colleagues, invoicing details, and the documents you send us for editing. These may contain personal information about third parties, such as names in exhibition text or donor correspondence.
- When you visit the website: limited technical information such as pages viewed, browser type and approximate location, collected through cookies (see below).
How and why we use it
Purpose
Lawful basis
Replying to enquiries and providing quotes
Legitimate interests
Carrying out editing work and invoicing
Contract
Keeping business and tax records
Legal obligation
Understanding how the website is used
Consent (via the cookie banner)
We do not sell your information, use it for marketing without your agreement, or use it for automated decision-making.
Confidentiality of your material
Unpublished text, embargoed exhibition content, pre-print research and donor correspondence are treated as confidential. We use them only to carry out the work you have commissioned and do not share them with anyone outside The Word Sanctum without your permission. We do not upload client material to public AI tools.
Who we share it with
We share information only with service providers that help us run the business, under contracts that require them to protect it:
- IONOS (website hosting, contact form and website analytics)
- Google (maps displayed on the site, and the website translator if you use it)
Some providers may process data outside the UK. Where they do, we rely on safeguards recognised under UK law, such as adequacy regulations or standard contractual clauses.
Cookies
Our website uses cookies that are strictly necessary for it to work, and, only if you agree, analytics cookies and cookies set by Google Maps and the website translator. You can change your choice at any time using the Privacy Settings link at the foot of each page.
How long we keep it
- Enquiries that do not lead to work: up to 12 months.
- Client documents for editing: deleted after the project ends, unless you ask us to keep them.
- Invoices and business records: 6 years, as required for tax purposes.
Your rights
You have the right to access your personal information, to have it corrected or deleted, to restrict or object to how we use it, to data portability, and to withdraw consent at any time. To use any of these rights, email scribe@thewordsanctum.co.uk. We will respond within one month.
Complaints
If you are unhappy with how we have handled your information, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page.
Last updated: October 2026