Privacy Policy

Effective Date: November 3, 2025

We respect your privacy and are committed to protecting it by adhering to this policy. This Privacy Policy applies to information we collect through www.writebrainedits.com (the “Site”) and in connection with our services (technical writing, proposal writing, document design, digital accessibility remediation, and AI governance consulting).

1. Information We Collect

We collect only what is necessary to deliver services and comply with law:

  • Contact Data (name, email, phone, mailing address) – when you submit a contact form, request a quote, or engage our services.

  • Project Data – documents, files, or communications you provide for editing, remediation, or governance work.

  • Usage Data – IP address, browser type, pages visited (via Google Analytics – anonymized).

  • Cookies – session cookies for site functionality; analytics cookies (opt-out available).

We do not collect sensitive personal data (for example, SSN, health, biometrics) unless required for accessibility compliance (and only with consent).

2. How We Use Your Information

  • To respond to inquiries and provide services

  • To improve our Site and offerings

  • To comply with legal obligations (e.g., federal contract recordkeeping)

  • To send service-related updates (you may opt out)

3. Legal Basis (EU/UK Visitors)

  • Contract performance (service delivery)

  • Legitimate interests (Site analytics, fraud prevention)

  • Legal obligation (record retention)

4. Sharing & Disclosure

We do not sell your data. We share only with:

  • Service Providers (for example, Squarespace, Google Workspace, CommonLook) under strict confidentiality and data processing agreements

  • Legal Authorities when required by law or to protect rights

  • Successors in a merger/acquisition (with notice)

5. Data Security

We use HTTPS, encryption, access controls, and annual risk assessments. Despite best efforts, no system is 100% secure. You provide data at your own risk.

6. Data Retention

  • Contact Data: 3 years post-engagement (or as required by federal contract)

  • Project Data: Returned/deleted upon completion unless retained for compliance

  • Analytics: 26 months (Google Analytics)

7. Your Rights

  • U.S. Residents (CCPA/CPRA, Colorado CPA, etc.)

    • Right to know, delete, correct, opt-out of sale (we do not sell)

    • Submit requests to hello@writebrainedits.com

    • We respond within 45 days (extendable once)

  • EU/UK Residents (GDPR/UK GDPR)

    • Access, rectification, erasure, restriction, portability, objection

    • Lodge complaints with supervisory authority

    • Data transfers to U.S. rely on EU-U.S. Data Privacy Framework (DPF) or Standard Contractual Clauses (SCCs)

8. Children

Our Site and services are not directed to children under 16. We do not knowingly collect data from children.

9. Cookies & Analytics

  • Google Analytics: Anonymized IP, 26-month retention

  • Opt-Out: Use Google Analytics Opt-Out Browser Add-on

  • No tracking for targeted advertising

10. Breach Notification

In the event of a breach, we notify affected individuals and authorities per applicable law (for example, 72 hours under GDPR, “without undue delay” under CCPA).

11. International Transfers

Data may be processed in the U.S. We comply with DPF, SCCs, and Binding Corporate Rules where applicable.

12. Privacy Notice for Proposals

This notice applies to all data submitted in RFPs, quotes, or project engagements.

  • Data We Receive

    • Project Files: Documents, drafts, or datasets for technical writing, proposal support, document design, accessibility remediation, or AI governance.

    • Contact Info: Names, emails, and roles of your team members.

  • Our Commitment

    • No Sale or Sharing: Your data is never sold or disclosed except as required for service delivery.

    • Secure Processing: Stored in encrypted U.S.-based systems (Google Workspace, CommonLook) with access limited to Melissa Vagi and authorized personnel under NDA.

    • AI Use (If Applicable): Governed by our Responsible AI Policy. Human review required; full disclosure provided.

  • Retention & Deletion

    • During Engagement: Retained securely until final delivery.

    • Post-Engagement: Deleted within 30 days of project closeout unless:

    • Required for compliance (for example, federal recordkeeping)

    • You request archival copy

    • Right to Delete: Email hello@writebrainedits.com to request immediate purge.

  • Your Rights

    • Access/Correct/Delete: Request a copy or changes at any time.

    • Opt-Out of AI: Specify “Human-Only Workflow” in your RFP response.

    • EU/UK Clients: GDPR rights apply; transfers via EU-U.S. Data Privacy Framework.

  • Security & Breach Response

    • HTTPS, encryption, annual audits.

    • In case of breach: Notification within **72 hours** (GDPR) or “without undue delay” (U.S. states).

13. Changes to This Policy

Material changes posted here with 30-day notice via email (if on file). Continued use = acceptance.

14. Contact Us

Melissa Vagi
hello@writebrainedits.com
303-335-0968