Privacy Policy
How Helpora handles personal data belonging to enquirers, clients, authors, job applicants and portal subscribers. Helpora Ltd is the controller for the data described here.
01What we collect
- Enquiries. Name, organisation, email, telephone if given, and what you write in the enquiry.
- Clients and authors. Contact details, contract and correspondence records, bank details for royalty and invoice payment.
- Portal subscribers. Account name and email, organisation, login and access records, and saved searches.
- Job applicants. CV, application note, right-to-work evidence at offer stage, and interview notes.
- Website visitors. Aggregate page analytics and server logs. See the Cookie Policy.
02Why we use it, and on what basis
- To answer an enquiry and decide whether to take the work on — legitimate interests.
- To perform a contract for publishing, a portal, or a data licence — contract.
- To run subscriber accounts and prevent licence abuse — contract and legitimate interests.
- To assess job applications — legitimate interests, and legal obligation for right-to-work checks.
- To keep accounting and tax records — legal obligation.
- To send occasional updates about our own work, where you have asked for them — consent, withdrawable at any time.
03Editorial and research material
Some reference records we publish or license contain information about identifiable people, usually drawn from public registers, official gazettes and archives. Where we process that material we rely on legitimate interests, and on the exemptions in the Data Protection Act 2018 for journalism, academic, artistic and literary purposes and for archiving in the public interest. We do not sell personal contact data and we do not build marketing lists.
04Who we share it with
Suppliers who act on our instructions: hosting and email providers, printers and distributors, payment and accounting services, and specialist contractors bound by confidentiality. We do not sell personal data. We disclose material to a public authority only where the law requires it.
05Transfers outside the UK
Some suppliers and contributors are outside the UK. Where personal data is transferred we rely on UK adequacy regulations or the International Data Transfer Agreement or Addendum, with a transfer risk assessment on file.
06How long we keep it
- Unsuccessful enquiries: 12 months.
- Contracts, royalty and licence records: 7 years after the engagement ends, for tax and limitation purposes.
- Subscriber accounts: for the subscription term, then 12 months.
- Job applications: 6 months after the decision, unless you agree to stay on file.
07Your rights
You may ask for a copy of your data, ask us to correct or erase it, object to or restrict processing, ask for portability, and withdraw consent where consent is the basis. Write to hello@helpora.uk. We reply within one month. If you are unhappy with our answer you may complain to the Information Commissioner's Office at ico.org.uk.
08Security
Access to personal data is limited to people who need it, accounts use multi-factor authentication, data in transit is encrypted, and backups are encrypted and tested. We keep a record of processing activities and review it annually.