Let's Proceed

Date: 10/2/25 | Equality Software


1) Who we are

“Equality Software” (“we”, “us”, “our”) provides publishing and creative services in Ireland and the EU. This Privacy Policy explains how we collect, use, disclose, and protect personal data in accordance with the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Irish Data Protection Act 2018.
Contact:
Email: info@equalitysoftware.ie


2) Scope

This policy applies to our websites (including equalitysoftware.ie), enquiry forms, client portals, email and chat communications, and any other services where we process personal data.


3) The information we collect

You provide:

  • Identity & contact: name/pen name, email, phone, address, billing details
  • Professional details: author bio, goals, prior publications
  • Project content: manuscripts, images/artwork, synopses, editorial notes, metadata
  • Sales & support: enquiries, quotes, live-chat transcripts, feedback
  • Marketing preferences: newsletter opt-ins/opt-outs

Collected automatically:

  • Technical: IP address, device/browser type, pages viewed, timestamps
  • Cookies & similar tech: used to run the site, remember preferences, measure performance, and (with consent) run analytics/retargeting. See Section 9. Tracking technologies are governed under the GDPR and ePrivacy rules.

Sensitive data:

  • We generally don’t seek special category data (e.g., health, biometric, racial or religious data). Please avoid sending it unless necessary for a lawful purpose and you explicitly consent.

4) Why we collect and how we use information

We collect and process personal data to:

  • Deliver services you request: editing, design, formatting, ISBN support, distribution setup, portals, customer service
  • Administer accounts & billing: quotes, contracts, invoicing, payment processing
  • Operate & secure our websites/portals: troubleshooting, fraud prevention, quality assurance, analytics
  • Market legally: send updates and offers (you can opt out anytime—see Section 8) in line with GDPR consent requirements and ePrivacy rules for electronic marketing
  • Meet legal/compliance obligations and manage disputes/complaints

5) Lawful basis

  • Contract: to perform the services you request
  • Consent: e.g., marketing emails, non-essential cookies, optional analytics
  • Legitimate interests: running, improving and securing our services, balanced against your rights and expectations
  • Legal obligation: complying with Irish/EU law, tax rules, lawful requests

6) Disclosure of information

We may share personal data with:

  • Service providers (processors): hosting, CRM/email, analytics, payment gateways, e-signature tools, secure file transfer, print-on-demand
  • Distribution partners you direct us to use: e.g., KDP, IngramSpark or other publishing/distribution platforms
  • Professional advisers/insurers
  • Regulators or law enforcement where legally required

International transfers: Some providers may be outside the EEA/UK. Where transfers occur, we ensure adequate safeguards under GDPR Chapter V, such as Standard Contractual Clauses (SCCs) or equivalent protections.


7) Security

We implement appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, or disclosure. Measures include role-based access, encryption in transit, MFA for admin systems, least-privilege controls, staff confidentiality, and vendor due diligence. We retain personal data only where lawful and delete or anonymise it when no longer required.


8) Direct marketing & your choices

We send marketing only with your consent or where otherwise permitted under ePrivacy rules. All messages include clear identification and an unsubscribe option. You may withdraw consent or opt out at any time via the unsubscribe link or by contacting us.


9) Cookies, analytics & tracking

  • Essential cookies enable our site and client portal to function.
  • Analytics cookies (e.g., Google Analytics) help us understand usage and improve performance; you can opt out via our cookie banner or browser settings.
  • Advertising/retargeting pixels (if used) operate only with your consent and can be turned off through our cookie banner or device settings. We provide clear notice and controls on first visit.

10) Retention

We retain personal data only for as long as necessary for the purposes outlined above, to comply with legal/record-keeping obligations, and to resolve disputes—after which we delete or anonymise it in accordance with GDPR.


11) Your rights under GDPR

You have rights to access, correct, erase, restrict processing, object to processing, and data portability. You may also withdraw consent at any time. We will respond within one month and may need to verify your identity. If we refuse a request where permitted by law, we will explain why and inform you how to complain.


12) Anonymity & pseudonymity

Where feasible, you may interact with us anonymously or under a pseudonym (e.g., browsing or initial enquiries). Some services (e.g., contracts, payments, distribution) require accurate identification.


13) Children

Our services are intended for adults/professional authors. If we learn we have collected personal data from a child without appropriate consent, we will delete it or obtain parental/guardian consent.


14) Data breaches (GDPR Articles 33–34)

If a personal data breach occurs that is likely to result in a risk to individuals’ rights and freedoms, we will notify the Data Protection Commission (DPC) within 72 hours and notify affected individuals where required, including recommended steps to reduce harm.


15) Complaints

Please contact info@equalitysoftware.ie first. If you are not satisfied, you can lodge a complaint with the Data Protection Commission (DPC) in Ireland: dataprotection.ie.


16) Third-party links & tools

Our site may link to third-party sites or tools (e.g., payment processors, distribution platforms). Their privacy practices are their own—review their privacy policies before sharing personal data.


17) Changes to this policy

We may update this policy to reflect legal or operational changes. We’ll post the new version with an updated “Effective date.” Material changes will be highlighted where feasible.