Privacy Policy

This policy explains how Paper Crown Media Ltd uses personal information when you visit www.papercrownmedia.com, contact us, subscribe to our emails, use our publishing services, or take part in our membership, Training Library, workshops and calls. It also explains your choices and how to contact us about your information.

Who is responsible for your information

Paper Crown Media Ltd is the controller of the personal information described in this policy. This means we decide why and how it is used for our business activities.

Email: info@papercrownmedia.com
Post: Paper Crown Media Ltd, 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ, United Kingdom
Website: https://www.papercrownmedia.com

You can use this email address for privacy questions, requests to exercise your rights, or complaints. Please do not email passwords or payment card details.

Information we collect and where it comes from

We collect information you provide through forms, emails, purchases, account registration, publishing projects and participation in our sessions. Depending on the service, this may include:

• Your name, email address, contact or billing address, and any telephone number you choose to provide.
• Enquiries, correspondence, preferences, feedback and records of permissions or consent.
• Membership status, course enrolment, access records and learning activity available through the Training Library.
• Orders, invoices, payment status and transaction references. Payment providers collect the payment information needed to process a transaction.
• Author biographies, photographs, book details, manuscripts, reviews and testimonials supplied for an agreed publishing or promotional purpose.
• Your face, voice and spoken contributions where these are included in a session recording. Chat messages are not included in the replays we share.
• Technical information generated by our website and service providers, such as IP address, device or browser information, access logs and cookie preferences.

We also receive relevant transaction or access information from the services that process payments, host our website or provide our member area. If another person supplies personal information about you as part of a project, we will explain the source and use where the law requires this. Please avoid sharing other people's private information without an appropriate basis.

Why we use information and our lawful bases

We use the following lawful bases under the UK GDPR. The basis depends on the purpose; we do not rely on consent for every use of personal information.

Enquiries and support. We use contact details and correspondence to answer questions and provide support. Our basis is taking steps at your request before a contract, performing a contract, or our legitimate interest in responding to general enquiries.

Orders and services. We use information needed to manage purchases, publishing projects, membership, Training Library access and workshop bookings to perform our contract with you.

Administration and security. We use necessary records to manage our business, prevent misuse, protect accounts and resolve disputes. We rely on our legitimate interests in running a secure and effective service, subject to your rights.

Legal duties. We retain and use relevant transaction and business records where required for tax, accounting or other legal obligations.

Email marketing. We rely on consent, or our legitimate interest in promoting our own similar services where the electronic marketing rules allow this. The conditions and your choices are explained below.

Optional publicity and recorded contributions. We use consent for optional testimonials, photographs and personal contributions used in publicity or session replays. Author material necessary for an agreed publishing project may instead be processed under the publishing contract. Sensitive information needs an additional lawful condition, explained below.

We ask only for information relevant to the service. If you do not provide information needed to fulfil an order or give account access, we may be unable to provide that service. Optional marketing or publicity choices are separate.

Personal testimonies and sensitive information

Personal stories and ministry discussions can reveal religious beliefs, health information or other information that receives extra protection under data protection law. Please avoid including these details in a general enquiry unless they are necessary.

Before using sensitive information for a specific service, recording or publication, we will explain the purpose and identify both a lawful basis and an additional legal condition. For voluntary personal contributions, we seek your explicit consent to the relevant sensitive information and its intended use, separately from general marketing choices. If another condition applies, we will explain it.

Attending a Christian event, sending a manuscript or reading this privacy policy does not by itself give blanket permission to publish sensitive details. Your permission also does not authorise us to publish private information about other people mentioned in a story. Where consent is our basis, you can withdraw it by contacting us; this does not affect processing that was lawful before withdrawal.

Email updates and marketing choices

You can choose to receive author resources, book news, workshop invitations and information about our services. We send marketing to individuals who have opted in, or where the law permits messages about our own similar products and services after a purchase or discussion about buying. In that latter case, we must have collected your details directly and offered an opt-out both when collecting them and in each message.

You have an absolute right to object to direct marketing, including related profiling. Use the unsubscribe link in a marketing email or email info@papercrownmedia.com. We will stop using your information for that purpose.

Unsubscribing from marketing does not prevent essential messages about your existing order, membership, access, booking or account security. We may retain a minimal suppression record so that we can respect your choice. A general enquiry or request for a resource is not automatically consent to unrelated marketing.

Calls recordings and public content

We record workshops and mentoring or ministry sessions for replays and training. Replays include participants' faces and voices, but do not include chat messages. Some replays are available only to members; selected recordings or extracts may also be shared publicly, including on our website or public video and social channels.

Before recording a session, we explain what will be recorded, the purpose, who can access it and how long it will be used, and ask for permission. We seek an individual, affirmative answer, which may be given verbally and documented. You can decline optional recording or sharing. Contact info@papercrownmedia.com before a session, or speak to the host, to discuss participation without being included in a recording.

Permission for a members-only replay is separate from permission for public sharing. Before using an identifiable contribution publicly, we will agree the particular recording or extract, purpose and channels with you. We will seek explicit consent for any religious, health or other sensitive details included in the agreed use. You can withdraw consent by telling the host or emailing info@papercrownmedia.com. This policy itself does not grant permission or retrospectively authorise a recording or publication.

Public biographies, testimonials, books and podcast episodes can be viewed and shared by others. Contact us if you want to withdraw consent or discuss a privacy concern. We will explain what can be removed from channels we control and any limits relating to copies already distributed or another applicable lawful basis.

Who receives information

We use Systeme.io to provide our website, forms, contact management, email communications and Training Library. Information necessary for these features is processed through that platform.

The other services and people involved in delivering our work include:

• Stripe and PayPal for processing payments. They receive the information needed to handle transactions and may also act as independent controllers for their own payment, fraud-prevention and legal-compliance activities.
• Zoom for online calls, workshops and recordings. Our shared replays exclude chat messages; this statement does not mean that Zoom never processes chat during a live session.
• Cookiebot by Usercentrics A/S for presenting cookie choices, storing preferences and keeping evidence of those choices.
• Google Workspace, including Google Drive, for business communications and storing or collaborating on manuscripts and project files that may contain customer names and other personal information.
• OpenAI’s ChatGPT, Anthropic’s Claude and TurboScribe for AI-assisted work and transcription involving customer names and manuscripts, as explained below.
• Our virtual assistant in Portugal, Publishing Director in Florida, United States, and editor in Arkansas, United States, who work on manuscripts as independent contractors, together with other authorised people needed for the relevant project.

Access must be limited to what is needed for the work. Providers processing information on our instructions must be covered by appropriate data protection terms. Where a provider acts as an independent controller, its own privacy notice also explains its responsibilities and your rights.

Provider privacy information: Stripe at https://stripe.com/privacy; PayPal at https://www.paypal.com/uk/legalhub/paypal/privacy-full; Zoom at https://www.zoom.com/en/trust/privacy/privacy-statement/; Google at https://policies.google.com/privacy. Google Workspace also has business service and data processing terms applicable to the account. Cookiebot privacy information: https://www.cookiebot.com/en/privacy-policy/.

We may provide relevant information to professional advisers, tax authorities, regulators or law enforcement where required or lawfully necessary. We do not sell your personal information or give your email address to an author or another business for their own marketing without your permission.

We display embedded YouTube videos and use Elfsight website widgets where enabled. Loading this content can disclose technical information, such as an IP address, browser information and interactions, to the relevant service. Payment and security services can also use supporting providers for bot detection and fraud prevention. The Cookie Declaration identifies the relevant technologies and their purposes once verified. When you follow links to YouTube, social media, book retailers or an author’s website, those organisations process information under their own privacy notices. Information you publish publicly can be accessed by a wider audience.

AI and transcription services

Paper Crown Media Ltd may use AI tools, including ChatGPT (provided by OpenAI) and Claude (provided by Anthropic), to support editorial, marketing and publishing services. We use TurboScribe Unlimited for transcription. All AI-assisted work is reviewed by a member of our team before it is delivered.

Use of AI tools and sensitive information

Your manuscript may reveal religious beliefs, health information or other special category data protected by UK data protection law. Personal experiences are not automatically special category data. Before AI processing, we will identify the relevant material, purpose and tools and obtain your separate, explicit consent where we rely on this legal condition. Reading this policy or signing general service terms does not itself give that consent.

We will remove contact details and payment information before sharing material with an AI tool, and share only what the task requires. A manuscript or recording may still identify someone through its content even after direct identifiers have been removed.

We use AI to support your work while preserving your message and voice. We will not make AI-suggested changes to your message or voice without your approval. All suggested edits remain your choice to accept or reject.

You can ask us not to use AI tools for your work and can withdraw consent at any time. The “Your choice” subsection under International processing explains how to contact us and what happens next.

For stories about other people, please obtain appropriate permission covering the intended use, including AI processing, or remove details so they cannot reasonably be identified. Changing names alone may be insufficient. Your consent does not cover their sensitive information. We remain responsible for checking the lawful basis and any additional condition for our processing.

Model training and service safeguards

We use ChatGPT Pro and Claude Pro with model-improvement settings turned off for client work. We do not opt client materials into model-training programmes or submit them as feedback that permits training. TurboScribe states that uploaded media and transcripts are not used to train AI models.

Providers may still retain or access information for service delivery, security or legal reasons. Anthropic states that conversations flagged for safety review may be used to improve its internal safety models even when model improvement is off. Our retention and international-processing provisions also apply. Google Workspace and Google Drive support communications, storage and collaboration.

International processing

International transfers

Some of the trusted suppliers who help us serve you are based outside the UK. Your information may therefore be transferred to, or accessed and processed in, other countries, including countries in the European Union and the United States. Our independent contractors access manuscripts from Portugal and the United States. Systeme.io identifies Ireland as its website data hosting location, and TurboScribe identifies the United States as its primary data infrastructure location.

We require international transfers to receive the protection UK data protection law requires. Depending on the destination, recipient and information involved, we use one of the following arrangements:

• UK adequacy regulations recognise the destination as providing adequate protection. This includes the European Union and European Economic Area.
• The US recipient has an active certification under the UK Extension to the EU-US Data Privacy Framework (the UK-US Data Bridge), and that certification covers the recipient and the information transferred.
• A binding UK International Data Transfer Agreement, or the EU Standard Contractual Clauses with the UK Addendum, applies. Where required, we complete the transfer risk assessment (data protection test) and put any additional protections in place.

Anthropic states that transfers outside the UK are protected using applicable adequacy decisions or standard contractual clauses, including the UK equivalent, as appropriate. For its business services, its Data Processing Addendum provides for the EU clauses and UK Addendum and contractual protection for subprocessors. The arrangement relevant to our use depends on the account and terms that apply.

A supplier’s certification or contract does not automatically cover our separate US contractors. Their access requires its own applicable transfer arrangement.

You can ask for details of the safeguards we use, or a copy of them, by emailing info@papercrownmedia.com. We may redact confidential information where appropriate.

How long it is kept

We delete project-related AI conversations from our accounts when the project closes, using the available deletion controls. We delete project transcripts from TurboScribe as soon as the project is complete. We keep our own project files for 12 months after publication, then securely delete them. Separate requirements for transaction, legal and other records are explained under “How long we keep information” below.

Deleting a conversation from our account does not mean every provider copy is erased immediately. Anthropic’s own retention periods and exceptions depend on the service and are described in its privacy policy and business retention information, together with the applicable service terms. Other AI providers’ own retention rules also apply.

Your choice

If you would prefer that your work is not processed with AI tools, tell us at info@papercrownmedia.com. We will honour your request and discuss alternatives and any genuine effect on timelines or separately agreed scope and fees before further work. You may withdraw consent at any time without a withdrawal fee. We will stop the relevant consent-based processing as soon as possible. Withdrawal does not affect the lawfulness of earlier processing, but also applies to continued uses of completed work that require consent.

Your rights

You can ask to access, correct or delete your personal information, or object to its use, subject to the conditions explained in the “Your rights” section below. Email info@papercrownmedia.com. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.

Cookies and similar technologies

We use cookies and similar browser storage to support essential website functions and, where enabled and permitted, remember preferences, measure use and display third-party content such as videos. These technologies may store identifiers, preferences, security or transaction information and information about interactions with content.

Forms and checkout pages can temporarily remember contact and address information entered into fields using browser session storage, so that the information can be restored during the page session. This may include a name, email address, telephone number, company name and postal address. Completing an order or submitting a form also creates records in our service systems, which have the separate retention criteria described below.

Cookiebot, provided by Usercentrics A/S in Denmark, manages cookie choices. Its first-party CookieConsent cookie records your selected categories and a consent identifier. The current declaration lists a maximum duration of one year. This cookie is used to remember and respect your choices, rather than for advertising.

To deliver the appropriate banner, Cookiebot processes the website address, browser language, user-agent information and IP address. Its consent records include your choices, an identifier, date and time, website address, browser information and a truncated IP address. We use these records to remember your choices and demonstrate compliance with our consent obligations. Cookiebot states that its consent log is held in Ireland and retained for 12 months; any copy we retain is subject to the retention criteria in this policy.

Where consent is required, those technologies must remain off until you choose to allow them. Continuing to browse or reading this policy does not give consent. You must be able to refuse or withdraw optional consent as easily as you give it. Any use of an exception to consent must meet its conditions, including information and objection requirements where applicable.

You can accept or reject optional categories through the Cookiebot controls and change or withdraw your choices through the website’s cookie settings or Cookie Declaration. You can also manage cookies in your browser. Blocking storage needed for login or security may prevent those features from working.

How long we keep information

We keep information only for as long as needed. The project-file and AI-conversation periods above apply alongside these rules for other records:

• Enquiries and support: whether the enquiry is resolved and whether a further response, related service or dispute needs the record.
• Membership and learning records: the duration of your access entitlement, account support needs and any applicable legal obligations.
• Contract, transaction and royalty records: retained for required accounting periods, continuing royalty or licensing obligations, and applicable claim or dispute periods. These limited records are distinct from the project files deleted 12 months after publication.
• Marketing records: whether consent or another permitted basis remains valid and whether the relationship remains relevant. Minimal opt-out and consent evidence may be kept to honour choices and demonstrate compliance.
• Recordings, testimonials and photographs: the specific agreed use, the period stated when permission is obtained, whether the content remains relevant, and any withdrawal of consent.
• Technical logs and backups: the period reasonably needed for security, troubleshooting and recovery, with deletion through the applicable retention cycle.

We review whether records remain necessary and securely delete or anonymise them when there is no continuing lawful need. A legal obligation, active dispute or claim may require limited records to be retained beyond the ordinary deletion period; we restrict any such retention to what is needed.

Security

We use appropriate technical and organisational measures to protect personal information, including access controls and confidentiality arrangements suited to the information and the service. No online system can be guaranteed completely secure. Please keep your account credentials private and tell us promptly if you suspect unauthorised access.

Your rights

You can ask us to access, correct or delete your personal information, object to its use, restrict processing, or provide certain information in a portable form. These rights depend on the circumstances and our lawful basis. Where we rely on consent, you can withdraw it at any time. Some rights are subject to legal conditions or exceptions.

You can object to processing based on legitimate interests for reasons relating to your situation. The separate right to stop direct marketing is absolute.

Email info@papercrownmedia.com to exercise your rights. We may ask for proportionate information to verify identity. We normally respond without undue delay and within one month; if the law permits an extension, we will explain it and the reason. Requests are normally free of charge.

Routine automation may send a requested resource, process a booking or manage access based on your order or membership.

Questions and complaints

Please contact info@papercrownmedia.com if you are concerned about our use of your information. We will acknowledge a data protection complaint within 30 days, investigate without undue delay, keep you informed and explain the outcome.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office, the UK data protection regulator, at https://ico.org.uk/make-a-complaint/. You do not need our permission to contact the regulator.

Children and changes to this policy

If a service involves children or young authors, we will provide privacy information suited to that activity and age group, and arrange appropriate safeguards and permissions before collecting their information. Parents or guardians can contact us with privacy questions about a child's participation.

We update this policy when our activities or legal requirements change. The date at the top shows the latest version. We will bring significant new uses of personal information to your attention before they begin and seek fresh consent where required.